Mailchimp NetSuite Integration Setup Guide
This is a step-by-step guide for the Versich Mailchimp NetSuite Integration installation. You'll learn how to set up the bundle, locate API Keys, and configure the Mailchimp connector record.
The Versich Mailchimp NetSuite Integration is among the most powerful connectors available. It comes with much of the configuration pre-set. This installation guide is tailored for the Versich Mailchimp NetSuite Integration. It covers the complete setup process and offers additional insights on maximizing the data connection between these two powerful systems.
Expected Mailchimp Integration Setup Duration: 5 - 10 Hours
Ideal Scenario Setup Duration: 2 hours
While the bundle can be installed independently, we recommend purchasing a block of 15-20 hours from Versich for assistance with the installation, script modifications, and best practices when setting up Mailchimp alongside your NetSuite integration. This block of hours is available for purchase through the Versich contact page.
Prerequisite: Bundle Provisioning
If you've recently acquired the NetSuite Mailchimp Integration, please allow up to 1 business day for the bundle to be provisioned in your NetSuite account. You won't be able to search for or install the bundle until it's been provisioned. To ensure provisioning happens, you’ll need to supply Versich with your NetSuite Account ID. If you're unsure of your NetSuite Account ID, navigate to SETUP > COMPANY > COMPANY INFORMATION and locate the field marked ACCOUNT ID. This is the number you'll need to provide to Versich. Check your email to see if you've received a request for your NetSuite Account ID or contact support for more information.
Step 1: Locate and Install Bundle
Once the bundle has been provisioned to your NetSuite account, your first task will be to install it.
Go to CUSTOMIZATION > SUITEBUNDLER > SEARCH & INSTALL BUNDLES
Search for Bundle ID in Keywords Field: 383460
Select the hyperlink for the Mailchimp Connector, which leads you to the bundle overview page for installation preparation.
Click on the INSTALL button.
This will take you to the Bundle Preview where you will need to select INSTALL BUNDLE.
You may see a popup asking for confirmation to proceed with the installation. Click OK.
At this moment, the Mailchimp bundle will start installing into your NetSuite environment. You'll see a list of your installed bundles, where you can track the status of your Mailchimp connector installation. Hit REFRESH until you see a check mark indicating completion.
If a check mark doesn't appear within 10 minutes, please reach out to Versich for assistance.
CONGRATULATIONS! Your Mailchimp Connector is now successfully installed in your NetSuite environment. It's time to proceed with a brief configuration.
Step 2: Mailchimp Configuration Record
Creating a New Mailchimp Configuration Record
The next task for configuring your Mailchimp NetSuite connector involves setting up the Mailchimp Configuration Record. Access this record via SETUP > INTEGRATION > AG MAILCHIMP INTEGRATION > NEW.
When you click New, a new Mailchimp configuration record will be available for configuration. To expedite integration setup, several fields will be pre-filled.
API KEY
To find your API Key, log in to your Mailchimp account and navigate to the API Key section. Generate one if it’s not available yet.
Copy and paste the API Key from your Mailchimp account into the designated field in the NetSuite Mailchimp configuration record.
Audience ID
Next, locate the AUDIENCE ID in your Mailchimp account. When signing up for Mailchimp, a new audience is automatically created with the name of the store linked to your account.
IMPORTANT NOTE: If you wish to sync data from NetSuite to various Mailchimp Audiences, you must establish a new Mailchimp Configuration Record for each audience. We suggest creating individual API Keys for each configuration record and labeling them clearly; however, the current integration only supports a single audience.
Navigate to your Mailchimp account audience to copy the Audience ID.
Paste this Audience ID into the NetSuite Mailchimp configuration record.
Default Status
The dropdown for default status determines how contacts transferred from NetSuite to Mailchimp will be marked. If this is set to "Subscribed," NetSuite will default new contacts as "Subscribed."
The options include:
Subscribed
Unsubscribed
Cleaned
Pending
Transactional
Note: You can modify this list and add new options through the "Mailchimp Subscription Status" field. This can be accessed via CUSTOMIZATION > LISTS, RECORDS, & FIELDS > MAILCHIMP SUBSCRIPTION STATUS > LIST. Typically, this list does not need modification.
Store ID, Store Name, and Store Created
To utilize product/item features in Mailchimp, you will need to create a Store ID. If this is your first Mailchimp Configuration Record, you may not have a store set up yet.
Store ID: If you don’t have an established store, you can create any Store ID. For instance, we have chosen "AGSTORE" at Versich.
Note: Ensure no spaces are included in your Store ID.
Store Name: If there's no existing Store in Mailchimp, provide your desired Store Name.
Store Created: If no store exists, KEEP THIS BOX UNCHECKED. Checking it will seek to create a new store using your desired Store ID and Store Name. CHECK this box if you've already created a store within Mailchimp that you're linking to NetSuite. This may apply if you've made another Mailchimp configuration record and are connecting NetSuite to a different Mailchimp audience. In this instance, your prior configuration record will hold the details about Store ID and Store Name.
Currency Code and Currency
Currency Code: This defines the default currency for your Mailchimp store. Generally, this will default to "USA."
Currency: This field will auto-fill after choosing your Currency Code. For those interested in details, this field exists because the Currency Code field utilizes a NetSuite ID, while the Currency field presents that ID as text. Mailchimp requires this data in text form.
Customers to Sync (Saved Search), Items to Sync, & Cart Abandonment Data Search
To facilitate a quicker integration setup, the following saved search fields are automatically populated:
Items to Sync
Cart Abandonment Data Search
Customers to Sync (Saved Search): This field requires review and adjustment based on how you manage customer data in NetSuite.
If the email addresses you wish to sync to Mailchimp are located within the NetSuite customer records, apply the saved search for customer records: customsearch_ag_mc_customers. This typically applies in B2C scenarios where NetSuite customer records handle individual shopper information.
If the email addresses exist on the NetSuite contact records, use the saved search for contact records: customsearch_ag_mc_contacts. This generally applies in B2B scenarios where NetSuite customer records manage company details, while contact records associated contain individual decision-makers' information.
You may copy a saved search and adjust its criteria to customize the data sent from NetSuite to Mailchimp. Modifications may be necessary, for instance, if you have multiple subsidiaries and want customers from one subsidiary to be linked to a specific Mailchimp audience or for testing purposes. The default saved search will retrieve all customers with an email, who are active, and lack a Mailchimp ID. You can replace the default saved search with your modified version before saving your Configuration Record to avoid including all contacts that meet the default criteria.
IMPORTANT NOTE: When copying and modifying the saved search, DO NOT CHANGE THE RESULT SETTINGS. Only adjust the search criteria. The default results are crucial for the integration's functionality.
Disable Customer Sync From Mailchimp:
Check this box if you wish to prevent synchronization of customers from Mailchimp to NetSuite. The script to run this sync can often take considerable time since Mailchimp lacks the ability to sync via a saved search as NetSuite does. This sync sends all existing contacts from Mailchimp to NetSuite. Please note that this will prevent updates to contacts in Mailchimp from being reflected in NetSuite, including changes to subscription statuses made in Mailchimp.
Note: If a contact in Mailchimp already exists in NetSuite, this sync WILL NOT create a duplicate record in NetSuite.
Syncing Customer Information (Mailchimp Merge Tags Settings)
When transferring customers from NetSuite to Mailchimp, ensure that MERGE TAGS in Mailchimp are properly set so that the correct details are transferred. Access your Mailchimp audience and find the list of contacts. Go to Settings > Audience Fields and *|MERGE|* tags.
The required option specifies which contacts sync based on field values present in NetSuite. If a NetSuite contact lacks a value for a marked required field, that contact will not transfer to Mailchimp. For example, if you make First Name a requirement, any contact without a first name in NetSuite won't sync with Mailchimp, which may include customers identified as Companies or contacts with only an email.
Ensure only appropriate fields are marked as required. Here, we have not marked any fields required to maximize the number of customers synced from NetSuite (email is always required).
Items to Sync: The bundle is initially configured with default saved searches in this field.
You can create a copy of the saved search to modify the criteria for the item data that is sent from NetSuite to Mailchimp. This modification might be relevant if you operate multiple stores with differing data. You might also want to narrow down which types of items/products are synced to Mailchimp.
IMPORTANT NOTE: If you copy and modify the saved search, DO NOT CHANGE THE RESULT SETTINGS. Only alter the search criteria. The default results must be preserved for the integration to function effectively.
Disable Item Sync: Check this box if you want to stop sending the Items from the synced search to Mailchimp. Turning off this sync will improve the operation of other scheduled scripts. You can always uncheck this option later and sync items to Mailchimp manually through the Sync Items to Mailchimp script.
Disabling the sync is also useful since, for items to display correctly in Mailchimp, you’ll need to add a Mailchimp Item Image and a Web Store Item URL to the 'Mailchimp Integration' tab of each item record you want to sync. Disabling the sync allows you to add these fields to item records without needing to remove and then resend items to Mailchimp.
To add item images and Web Store Item URLs, access the item record, select Edit, and go to the Mailchimp Integration tab. Here, you can choose an image and paste a URL into the respective fields. If you lack an image in NetSuite, you must upload one to Live Hosting Files.
Note: To remove or edit individual products in Mailchimp after syncing, execute the Remove MC Products, adjust the item in NetSuite and/or the item saved search, and then resync the desired products to Mailchimp.
Cart Abandonment Data Search: This bundle comes equipped with default saved searches pre-filled in this area.
You can copy the saved search to modify the criteria for cart data sent from NetSuite to Mailchimp. An adjustment might be warranted if you wish to send this data to Mailchimp only if it remains in the cart for over 4 hours. This cart abandonment data is particularly useful for SuiteCommerce (NetSuite's eCommerce solution). The cart data is captured directly in NetSuite and made accessible via a saved search. The cart abandonment data sent to Mailchimp derives directly from that NetSuite record.
IMPORTANT NOTE: When copying and modifying the saved search, DO NOT CHANGE THE RESULT SETTINGS of the saved search. Change only the criteria. The default results are necessary for the integration's proper operation.
Cart URL
In the cart URL field, provide the link to your website cart. This URL will redirect customers when they click a "Return to Cart" button in cart abandonment emails. Since NetSuite does not generate a Unique Cart ID for customers, you'll need to enter your URL in this field to ensure functionality in your cart abandonment emails.
Subscription Expired
Subscription Expired: This field on the Mailchimp Configuration record is for informational purposes only. If your integration subscription has expired (due to trial termination or non-receipt of payments), this checkbox will be checked. If you find this box checked and believe it shouldn't be, please contact Versich support.
Set Default Customer/Lead Values
The bottom section of the Mailchimp configuration record allows you to establish default values from Mailchimp into NetSuite. Contacts from Mailchimp arrive in NetSuite as Lead records. These contacts are tagged, but our integration also facilitates setting default values for new contacts entering from Mailchimp.
Use Case 1: For organizations with multiple subsidiaries, having each subsidiary as a new Mailchimp Audience necessitates creating a new Mailchimp configuration record for each audience. Contacts from Mailchimp should preselect the correct subsidiary upon entering NetSuite. In this example, we’ve designated the Record Type as "customer," the Field ID as "subsidiary," and the Default Value as "1." This ensures every contact from this Audience ID into Mailchimp is linked to the correctly selected subsidiary.
Use Case 2: If you have a checkbox on your NetSuite lead customer record labeled Mailchimp Lead, you’ll want to ensure that every new contact from Mailchimp is indicated. Here, you’d set the Record Type to "customer," the Field ID to "mailchimpLead," and the Default Value to "1/True." Consequently, every time a Mailchimp form is utilized, and a new contact for that audience arises, the data will enter NetSuite with its lead customer record field for Mailchimp already marked.
Note: You don’t need to click “New AG Mailchimp Integration Field Setting” as long as you can utilize inline editing as illustrated above.
Customer Field Mappings
The final tab within the configuration record facilitates the mapping of specific fields from the NetSuite customer record to contact records in Mailchimp. This customization allows for tailored information transfer from NetSuite to Mailchimp.
NetSuite Field ID: This represents the actual field ID for the field you wish to map to Mailchimp contacts. For instance, we’ve listed internalid to ensure that the internal ID of each customer record appears on every synchronized contact in Mailchimp.
Mailchimp Field Name: You can name this whatever you prefer; it will label the information in the Mailchimp contact. We’ve chosen NS Internal ID.
Mailchimp Field ID: This must be all lowercase letters without spaces. We’ve designated nsinternalid.
Field Type: This indicates the type of NetSuite field from which information is sourced. We have it set to Text because the internal ID field in the NetSuite Customer Record is a text field.
Is Public: This section determines whether customers can influence this information through surveys or similar means. We’ve indicated No so that customers cannot access this information.
Is Synced: This field will auto-populate when the customer field syncs to Mailchimp. It doesn’t indicate if information has been synced to those fields, but only that the field was created in Mailchimp.
Mailchimp Merge ID: This shows what the Merge ID in Mailchimp is for that field. This could be handy if you intend to use the information in emails, allowing for easy retrieval of specific contacts through the merge tag. Merge tags are always MERGE6 (the number indicates their listing order).
Save the Mailchimp Configuration Record
Once you have finalized this configuration record, click Save.
Allowing Mailchimp to Access Shopping Cart Abandonment Data
After saving the configuration record, proceed to sync Shopping Cart Abandonment Data by going to:
ACCOUNT > INTEGRATIONS > MANAGE YOUR SITES and click ACCEPT on the notification banner at the top of the screen.
Step 3: Validate Mailchimp Tags on Customer Records
No specific action is necessary for setting tags in the integration, as this step serves an educational purpose.
Navigate to one of your customers within NetSuite to view the new "Mailchimp Integration" subtab on the record.
Mailchimp ID: This shows the Mailchimp ID for this customer, crucial for identifying specific contacts.
Mailchimp Subscription Status: This reflects the same list available in the Mailchimp configuration record. This status will auto-populate from Mailchimp based on whether this contact has subscribed or unsubscribed. Manually modifying it in NetSuite will simultaneously change the status in Mailchimp.
If you wish to adjust the default values sent to Mailchimp for new contacts in NetSuite, you will need to update your Mailchimp configuration record defaults.
Note: To modify the options available in this list, refer to the guidelines in this installation document near the Mailchimp configuration record.
Mailchimp Tag: This field will pull all of your Mailchimp tags, automatically selecting any tags tied to that contact in Mailchimp. You can also manually select a tag for customers who haven’t yet synced to Mailchimp; those customers will sync with the selected tags. Tags can be created in either Mailchimp or NetSuite. You can establish tags at the bottom of the configuration record after saving, which will sync back to Mailchimp. Additionally, tags can be created in Mailchimp and synced to NetSuite through manual deployment of the Sync Customer Tag from Mailchimp script.
Note: In the Mailchimp Tag field, there is an option to select new tags. Tags created on the customer record in this manner will not sync directly to Mailchimp, whereas those created in the configuration record will. The preferred methodology is to generate new tags using the configuration record.
Mailchimp E-Commerce Customer: This designation indicates whether the customer has been added to the Mailchimp E-Commerce list as a result of e-commerce data synced from NetSuite to Mailchimp. This field is not editable and must be checked for any of the customer’s e-commerce details to be transferred to Mailchimp.
Mailchimp Groups: This field retrieves your Mailchimp Groups and will auto-select any groups associated with the contact in Mailchimp. You can also manually select a group for customers who haven’t been synced yet, and those customers will sync with the chosen groups. Groups can similarly be created in Mailchimp or NetSuite. After saving the configuration record, you can make groups at its bottom, and they will sync to Mailchimp. Groups can also be formed in Mailchimp and synced to NetSuite through manual deployment of the Sync Customer Groups Child script.
Note: In the Mailchimp Groups field, there’s an option to select new groups. Like with tags, groups originated in this fashion on the customer record do not directly sync to Mailchimp, whereas those made in the configuration record do. It is best practice to create new groups within the configuration record.
Troubleshooting: NetSuite Mailchimp Integration
Your Mailchimp NetSuite integration may face some common issues. Below are typical reasons for potential malfunctions.
Subscription Expired
To determine if your subscription has expired, check the SUBSCRIPTION EXPIRED checkbox. This box is not editable and is merely for display. If this box is checked, your integration subscription has lapsed, resulting in it ceasing to function. This can occur due to a missed payment or an administrative cancellation. To resolve this matter, please reach out to Versich support.
For further helpful insights on the Mailchimp Integration, please consult the Mailchimp Integration Helpful Tips!
