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You are here: Home / Additional modules / Marketplace / Provider overview / onOffice Services - Newsletter Connector
Marketplace
onOffice Services – Newsletter Connector
Synchronization with Brevo only works with German or English Brevo user accounts. The assignment of the fields (first name, surname etc.) only works if the Brevo fields are available in these languages.
Inhaltsverzeichnis
Description
Build a bridge between your e-mail marketing tool and onOffice enterprise – with our Newsletter Connector. The interface ensures smooth data exchange between Mailchimp or Brevo (formerly Sendinblue) and your onOffice enterprise version. Time-consuming exports and imports or incorrect entries? That was once upon a time!
✅ automatic synchronization
All relevant contacts are automatically synchronized along with their e-mail address, subscription status and important tags. This means that your data is always up-to-date in both systems – without additional clicks!
✅ Complete overview of activities
Every mail that you send via your external tool is booked seamlessly by onOffice enterprise as an activity in the respective data record. You can always see exactly when which contact received which newsletter.
✅ Time saving and efficient data maintenance
With the onOffice Newsletter Connector, you can reduce your manual workload and maintain your database at the same time. No duplicate entries, no tedious exporting and importing of address lists – data maintenance runs all by itself.
Efficient newsletter marketing has never been so easy.
Activation
Activate our Newsletter Connector in the Marketplace now and always keep track of your email activities!
Instructions
The following instructions refer to the setup of the onOffice Newsletter Connector. Information and help on configuring and sending newsletters in Mailchimp or Brevo (formerly Sendinblue) can be found at the respective providers.
If errors occur during the synchronization of all or individual contacts, please check the server status pages of the providers:
Mailchimp: https://status.mailchimp.com/
Brevo: https://status.brevo.com/
onOffice: https://onOffice.com/status-news/
Set up interface
To connect onOffice enterprise to your desired service via the Newsletter Connector, follow the steps below:
- First create an account with Mailchimp / Brevo, if you do not already have one.
Important notes:- The target group in Mailchimp / list in Brevo is created automatically by activating the interface. Here it is essential that it is called “onoffice” (not onOffice!) to ensure a smooth data transfer.
- The free Mailchimp account only includes one target group. To ensure that a target group can be created when setting up the Newsletter Connector, please check beforehand whether this is available in your account.
- The Newsletter Connector can only take into account German and English field names (first name, surname etc.).
- If you have an existing user account, please check before synchronization whether you want to export your recipient groups as a backup. During synchronization, existing contacts are updated and possible tags are transferred to onOffice.
- Activate the Newsletter Connector in the onOffice Marketplace.
- Call up the Newsletter Connector via the menu bar in onOffice enterprise under Marketplace >> Newsletter Connector >> Address synchronization .
- A pop-up window opens. Select the desired service (Mailchimp or Brevo).
- Enter the API key from your user account in the “API key” field. For detailed instructions, click on the link below the input field. Short: You can find the API key in your Mailchimp account under Extras >> API key and in your Brevo account under “SMTP & API” . Follow the respective instructions of your provider to create the API key.
- Use the checkboxes to select the actions for which an activity is to be created in your data records. “Login” and “Logout” are preselected and cannot be deselected. Mailchimp also offers the options “Delivered” and “Hard Bounce”.
- With Brevo, you also have the choice between “Delivered”, “Opening”, “Click” and “Hard Bounce”.
- Click on “Save” and the connection between onOffice enterprise and your newsletter tool will be established.
Synchronize addresses for the first time
To put the Newsletter Connector into operation, your addresses must be synchronized manually once. To do this, start the service via the menu bar under Marketplace >> Newsletter Connector >> Address synchronization. The pop-up you already know will open. Click on the “Start synchronization” button.
The system now synchronizes all addresses whose newsletter setting is set to “Yes”. Once you have carried out this process, new addresses or changes to the existing address fields “Salutation”, “First name”, “Last name”, “Email”, “Newsletter” and “Newsletter tags” (Mailchimp only) are automatically synchronized in the background.
Important notice:
Brevo cannot process change notifications (logins and logouts) during synchronization. So make sure that you carry out the synchronization at a time when you do not expect any changes. After synchronization, also check which contacts were updated in Brevo during this period.
Synchronization may take some time depending on the number of addresses. The display in the pop-up is not updated automatically. Please wait a few minutes before refreshing or reopening the pop-up.
Both Mailchimp and Brevo work with a queuing system. In Mailchimp, you can track how the number of contacts steadily increases during synchronization until the process is complete. With Brevo, on the other hand, it can take up to 30 minutes for all contacts to appear completely in your list. Therefore, pay attention to the notifications in your user account with both providers.
Even after a complete synchronization, the number of subscribers displayed in the pop-up may differ slightly between onOffice enterprise and your newsletter tool. Possible causes for this are
- Your newsletter provider rejects contacts. With Mailchimp, this may be the case for addresses that were previously deleted instead of being archived (for more information on cleaned contacts and deleted contacts).
- There is Missing read permission for certain addresses in onOffice enterprise.
- In onOffice enterprise there are e-mail duplicates, i.e. several addresses with the same e-mail address. Each e-mail address only exists once in the newsletter tool.
- Some data records contain invalid e-mail addresses. Synchronization is not possible for addresses with an invalid or missing e-mail address.
More info
After saving the API key, Mailchimp and Brevo create a webhook that controls the transfer of changes to onOffice enterprise. In principle, it is possible to adjust this, but we strongly advise you not to do so.
The reason: If you adjust the configuration of the webhook incorrectly, newsletter unsubscriptions may not be transmitted to onOffice enterprise. After another full synchronization, an unsubscribed subscriber would receive a newsletter again in the next campaign. This is a violation of the law under the GDPR.
Webhooks in Mailchimp
In Mailchimp, you can find your webhooks under Target group >> Further options >> Target group settings >> Webhooks “Manage webhooks” >> “Edit” button. A lightbox opens with all the settings.
Select the actions for which a transfer to onOffice enterprise should take place. Options include “Subscribers”, “Unsubscribes”, “Profile updates”, “Clean email address”, “Change email address” and “Send campaigns”. To activate and deactivate whether an activity should be created in the data record for the respective action.
Important:
- If you change the webhook URL, the service may no longer work.
- Never activate the “Through the API” option, as this triggers a re-synchronization of all contacts during synchronization.
Webhooks in Brevo
In Brevo, you can find these settings under Settings >> Contacts >> WebHook >> “Actions” button >> “Edit”. A lightbox opens in which you can make the various settings.
Here you also have the option of selecting the actions for which a transfer to onOffice enterprise should take place. The options are “Marked as spam”, “Opener”, “Click”, “Hard bounce”, “Unsubscribe”, “Soft bounce” and “Delivered”. When updating a contact, you can choose between “Added to a list”, “Updated” and “Deleted”.
Important:
- If you change the webhook URL, the service may no longer work.
Special field “Salutation / Salutation”
Mailchimp automatically creates salutations such as “Dear Sir” and “Dear Madam”. The condition for this is that the “Salutation” / “Letter salutation” field is activated in the Mailchimp contact table.
What is transferred?
Full synchronization via the newsletter connector window
- onOffice enterprise is always the master system for the Newsletter Connector.
- If you perform a complete synchronization, all addresses whose “Newsletter” field contains the value “Yes” will be transferred to your newsletter service.
- If you assign tags to your contacts in Mailchimp after a complete synchronization, these will be transferred to onOffice enterprise during the next full synchronization. Exception: The “onoffice” tag is not taken into account. The transfer of tags from Mailchimp to onOffice enterprise only takes place during a full synchronization. Individual changes are not transmitted immediately.
- In Brevo you only have the option of assigning a tag, which must be “onoffice” when using the Newsletter Connector.
Transfer individual changes from onOffice enterprise to your newsletter service
- The system always takes into account all changes to the fields “Salutation”, “First name”, “Last name”, “Email address”, “Newsletter” and “Newsletter tag” (Mailchimp only).
- If you change the values (Yes / No) in the “Newsletter” field, this will result in a Subscribe / Unsubscribe in Mailchimp or a Subscribe / Blacklisting in Brevo.
- You can control newsletter tags via onOffice enterprise and transfer them immediately to Mailchimp. Activate or deactivate them. Please do not rename tags in the onOffice administration, as this leads to duplicates!
- Important: If you use the “Private” address field and activate it for an address, this address cannot be synchronized.
Transfer individual changes from your newsletter service to onOffice enterprise
- Basically, the connector transfers all subscriptions and unsubscriptions for your newsletter to onOffice enterprise. Regardless of whether this is done by a Mailchimp or Brevo administrator or by the subscriber themselves.
- If you delete or archive a contact in Mailchimp or Brevo, the system sets the newsletter status in onOffice enterprise to “no information”.
- The Newsletter Connector ignores the “Archive All” function in Mailchimp.
- The system does not transmit individual changes to tags in Mailchimp to onOffice enterprise. This happens exclusively during a full adjustment.
- As soon as a new contact is created in Mailchimp or Brevo, a transfer to onOffice enterprise takes place. This also applies to the registration of a website visitor, provided that you make the corresponding setting in your newsletter tool. You can control or prevent this by deciding whether the new contact is created in the “onoffice” target group or not.
Documenting activities in onOffice enterprise
- When logging in and out, the system automatically creates an activity in the corresponding data record.
- In the Newsletter Connector settings in onOffice enterprise, specify whether activities should also be created for other newsletter campaigns. The following are possible:
- Mailchimp:
- “Delivered” – email activity for each recipient who receives the newsletter
- “Hard bounce” – Mail cannot be delivered due to a hard bounce
- Brevo:
- “Delivered” – email activity for each recipient who receives the newsletter
- “Opening” – recipient opens the newsletter
- “Click” – recipient clicks on a link in the newsletter
- “Hard bounce” – Mail cannot be delivered due to a hard bounce
- Mailchimp:
Important!
The Newsletter Connector is not group-enabled. This means that you can only store one Mailchimp / Brevo API key per onOffice enterprise customer version in the Newsletter Connector settings. As a result, onOffice enterprise may also count subscribers for whom you as a user may not have read permission.
