This article describes how to set up a Pipedrive-Mailchimp connection with Outfunnel's new App connector experience. If you've used Outfunnel to create Pipedrive-Mailchimp automations prior to April 2021, see this article instead.
This article covers:
The most common frustration that people have when using both Pipedrive and Mailchimp? It’s not automatic and only syncs one-way.
While Pipedrive’s native Mailchimp integration does make it easy for you to add Pipedrive contacts to Mailchimp, it involves manual work and the data about opens and clicks does not loop back to Pipedrive. It’s ‘stuck’ in Mailchimp.
One of the things Outfunnel allows you to do is to “complete the loop” and make sure that your Pipedrive account is automatically updated when Mailchimp is (and vice versa).
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How the 2-way Pipedrive-Mailchimp connection works
Make all Pipedrive contacts or subset(s) you define with filters available in a Mailchimp Audience along with your fields and custom fields.
Keep the two databases in-sync going forward. E.g. if a custom field is updated, this is recorded in Mailchimp automatically.
When people open or click on email campaigns, this data will be recorded on contact profiles in Pipedrive. Outfunnel supports Mailchimp single email campaigns and automations. Workflow journey support is coming soon.
New Mailchimp subscribers can be copied to Pipedrive as Contacts. Alternatively, new contacts can be copied to Pipedrive only when they open or click on an email campaign. (Coming soon)
How to sync contacts between Pipedrive and Mailchimp
Outfunnel provides a two-way sync
Sync contacts from Pipedrive to Mailchimp and keep them updated
Copy new Mailchimp subscribers to Pipedrive automatically (coming soon)
How to sync contacts from Pipedrive to Mailchimp and keep them updated
Watch this quick integration how-to video or follow the steps below.
1. Once you’ve signed up to an Outfunnel account go to Outfunnel > App connector and authenticate Pipedrive and Mailchimp as per on-screen instructions, if you haven't done so already. Select the tools and click on Create connection.
2. Choose whether to sync all Pipedrive contacts or only contacts you’ve defined with a Pipedrive Person filter. Your Pipedrive People filters will be visible if you click on the dropdrown menu. As you are syncing contacts, not Deals, then only Pipedrive People filters are visible in Outfunnel. Learn how to set up Pipedrive People filters.
3. Next, choose which Mailchimp Audience you’d like the contacts to be synced to. You can sync different Pipedrive filters to different Mailchimp Audiences (eg. separate email lists for different regions or pipeline stages) or you can sync multiple Pipedrive filters to the same Mailchimp Audience (eg. a filter with open Deals for each sales rep, all synced to one big newsletter Audience)
4. Finally, select which fields or custom fields you’d like to sync to Mailchimp. You can choose up to 30 fields from all your Person and Organization fields and custom fields.
It takes 2-5 minutes for your chosen Pipedrive contacts to appear in Mailchimp.
Outfunnel creates these fields in Mailchimp automatically so you don’t need to pre-create them.
How to record email engagement from Mailchimp to Pipedrive
Note: Outfunnel supports recording engagement from Mailchimp single email campaigns and automations. Workflow journey support is coming soon.
If you've already set up a connection, skip to step number 2.
1. Go to Outfunnel > App connector, select Pipedrive and Mailchimp and click on Create connection.
2. Click on the Record engagement tab. Here, choose the Mailchimp audiences for which you’d like to record email activities (opens, clicks, unsubscribes, etc). Then choose if you'd like to record these as Activities or Notes in Pipedrive.
You can change these settings at any time by clicking on edit button of the connection in the App connector.
That’s it! You’re ready to start sending email campaigns from Mailchimp and seeing activities recorded in Pipedrive.
Tips, observations, and useful definitions:
💡 Outfunnel supports two ways to manage your contacts between Pipedrive and Mailchimp
Option A. Master database of all contacts in Pipedrive, contacts synced to Mailchimp for emailing via Outfunnel. To enable this, first collate your whole contact list (Pipedrive + Mailchimp) into Pipedrive and sync all contacts, or a selection you define with Pipedrive filters, into Mailchimp with Outfunnel.
Option B. Contact list in Mailchimp is separate from prospect/customer list in Pipedrive. If a contact, defined by their email address, exists in both Pipedrive and Mailchimp, we log email engagement to Pipedrive to the right contact.
💡 Best results with a new Audience. We recommend to set up a brand new Mailchimp Audience to ensure everything works flawlessly, but syncing data to an already existing Audience works as well in most cases.
💡 Sync frequency. Outfunnel syncs some data instantly and some every 4 hours (approximately). You can force a sync when you click on the “Sync now” button of the connection in the App conenctor.
💡 Unsubscribe recording. Outfunnel only records end-user initiated unsubscribes in Pipedrive and manual unsubscribes in Mailchimp are not recorded. When a contact is unsubscribed manually but they still match a filter in Pipedrive that is targeted by an automation, then Outfunnel will resubscribe them in Mailchimp. If you'd like to manually remove a contact in Mailchimp, they need to be permanently deleted under the contact profile in Mailchimp
💡 Email activity is registered on a Contact level as well as a (single) Deal level. When you send an email campaign to someone, or they open or click in an email, this is registered independently of the deal stage or pipeline in their Contact profile. This is also registered in a Deal in the pipeline you can define in the Mailchimp to Pipedrive Automation setup screen.
💡 Single source of truth is Pipedrive. Outfunnel currently treats Pipedrive as the “single source of truth”, and any changes you make in Pipedrive will be reflected in Mailchimp. This doesn’t work the other way around. If you’d like to edit contents of a field in Mailchimp, please make the changes in Pipedrive and let Outfunnel take care of syncing this to Mailchimp.
💡 Make edits on the Pipedrive end only. Furthermore, making changes to fields or contents of fields that are synced via Outfunnel on the Mailchimp end may result in partially disabling Outfunnel automations.
💡 Supported field types. Outfunnel currently supports syncing the following field types: text, numbers, single selection fields, multiple selection fields, phone numbers, dates, addresses and monetary values.
Please note that multiple selection fields are synced to Mailchimp as a text field as Mailchimp does not offer this field type.
💡 Supported campaign types. Outfunnel comprehensively tracks and records data for Mailchimp’s Regular and Automation campaigns, also A/B tests.
💡 The default settings for new Mailchimp to Pipedrive automations are:
A note is created for each email sent (If you're sending high volumes of email, you may want to disable creating an activity for each campaign sent.)
A custom activity is created for each email opened, clicked, bounced or unsubscribed.
💡 Learn more about the best ways to manage unsubscribes and bounces.
💡 Notifications. If you’d like to receive email notifications about people opening and/or clicking your newsletters, you’ll need to turn on Email notifications feature in Pipedrive. (See how). Once enabled, each user can turn on Email notifications by going to Settings > Personal > Preferences > Notifications.
Want to learn how to get more of Outfunnel? Check out this post which describes the nine powerful benefits you get with Outfunnel.