Support | Admin Guides | General Settings

General settings

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The maintenance screen focuses on the primary sync, which pulls data from Mailchimp and stores it in Salesforce. Typically it runs every hour, under a specified Salesforce user. These settings can be changed.

You can connect more than one Mailchimp account view this screen by clicking on the Add Mailchimp Connection.

Two collapsed tabs allow you to store email tracking history, click here for more information. Or toggle advanced settings, typically not needed.

For more information please see the interactive demo below.

Next Steps

Below are two articles that we recommend reading and the best next steps.

Maintenance
User Security

FAQs

What are the Mailchimp Queue Items in my recycle bin?

Mailchimp Queue Items are internal records we use to process field mapping and email changes when a Salesforce record is edited. They are used momentarily to create a batch job, and then they are no longer needed. You can safely ignore them in your recycle bin. They will be permanently deleted like other objects after a standard timespan.

How does migration work?

If you are currently using the legacy Salesforce integration for Mailchimp (published by Rocket Science Group), now is a good time to consider moving to our new solution. Mailchimp is in the process of retiring the old integration and encouraging users to switch to our updated product. It’s important to note that our solution is a completely separate package, meaning there is no direct upgrade path. Instead, you simply install our product into your Salesforce org and set it up as you normally would.

To make the transition easier, we offer a fully featured 14-day free trial, giving you time to explore all the functionality. While you are trialing our product, you can keep the old integration installed if you wish. However, please be aware that if both integrations are actively syncing data, there could be potential conflicts. We recommend planning your migration carefully to avoid any issues.

Once you are comfortable with our solution you can purchase in-app and uninstall the old integration.

How do I change the Salesforce Sync User?

The Salesforce sync user is the person the primary sync runs under. The primary sync is responsible for pulling data from Mailchimp and importing it into Salesforce. You can change this user, but you must be logged in as the user you wish to change to. Start by going to the Mailchimp settings tab and selecting General Settings. Click the icon next to the current user's name on the Salesforce Sync User. A pop-up will appear that will confirm you are changing the Salesforce Sync User to your user.

Do you support ICU Locale formats?

Yes, we have completed extensive testing with ICU locale formats, and everything functions as expected. If you or your users encounter any unexpected behavior, please let us know.

Release update information

If you have received a notification stating that the ICU locale formats release update could not be enabled due to Apex classes, triggers, or Visualforce pages using an API version lower than 45.0, you are likely using the legacy app from Rocket Science/Mailchimp, not the app by Beaufort 12.

If you look at Installed Packages in Setup, our new app will list Beaufort 12 as the publisher. The legacy app is by Rocket Science. The namespace is MC4SF.

If you do have the legacy app, you will need to contact Mailchimp for support: https://mailchimp.com/help/mailchimp-support-options

We recently released our own app, and we are an unrelated company. Mailchimp has since named our new app their official integration, so our information may appear when you search for help for the legacy app. Check out our getting started walkthrough for more info.

Why does the error Storage Limit Exceeded mean when connecting my Mailchimp Account?

Salesforce enforces storage limits in sandboxes and developer orgs. Our app needs to create records when you first connect your mailchimp account, so we won't be able to finish connecting if you run out of storage.

Recommendations:

Use a sandbox with a larger storage limit. See Salesforce Help for more info.
Use a free/test Mailchimp account with less data.

Why can't I see sync settings?

If you can’t see the General or Sync Settings tab, there could be a few reasons:

1. Navigating to the Right Location - Ensure you’re looking in the correct place. To find the app and the Sync Settings tab, follow this guide: General Settings Guide.

2. Permissions Issue – If you don’t see the Mailchimp for Salesforce app, it may be due to missing permissions. Check with your Salesforce system administrator to confirm that you have the necessary access. You can share this guide with them: User Security Guide. Note: Admin access is required to view these settings.

3. App Status – Ensure the app is active. If you’ve been using our product on a trial basis, your trial may have expired. Contact us if that’s the case, we can usually provide a trial extension.

How Beaufort 12 Apex Jobs Run Without Impacting Your Salesforce Org Performance

We understand that performance is critical to the success of your Salesforce org. One common concern when running scheduled or batch jobs is whether they will slow down or impact day-to-day operations. We want to assure you that our Apex jobs run in their own context and are specifically designed to have minimal impact on your org’s performance.

1. What Does “Running in Their Own Context” Mean?
When we execute Apex jobs in Salesforce, they operate in a separate execution context. This means the processing is isolated from user interactions happening in the Salesforce UI or other integrations. As a result:
• Your end-users will not experience slowdowns when performing their work.
• Standard operations, like creating or updating records, are unaffected by scheduled or batch jobs.

2. Optimized Job Execution with Salesforce Limits
Salesforce enforces strict governor limits and resource allocations to ensure that no single process can monopolize system performance. Our Apex jobs are built to work seamlessly within these constraints:
• Jobs are throttled to use only the resources they are allocated.
• We use batch processing to split jobs into smaller, manageable chunks.
This ensures a balanced workload across your Salesforce environment.

3. Designed to work with Other Processes
Our scheduled jobs are carefully orchestrated to:
• You can choose how often they run and when.
• Use asynchronous processing techniques where possible, ensuring real-time performance remains unaffected.
• Avoid locking or contention issues that could interfere with other critical Salesforce operations.

4. Minimal Resource Footprint
We prioritize efficient use of CPU time, SOQL queries, and heap size when running Apex jobs. This allows our processes to:
• Complete tasks quickly.
• Avoid bottlenecks or excessive resource consumption.

5. Transparency and Monitoring
You can easily monitor our jobs’ execution using:
• Apex Job Monitoring in Setup.
• Logs and error handling that provide clear visibility into job performance.

What time zone is my Mailchimp data in?

Mailchimp and Salesforce both have an org-wide time zone. In Salesforce, this is found in Company Settings and in Mailchimp, under Account Settings. Each user in Salesforce also has their own time zone set in their User Settings.

Mailchimp for Salesforce will display times in the user's time zone for member audits, Mailchimp campaigns, and email activity. If users are in different time zones, an email activity's time may not be listed as the same for those users, for example.

If you are seeing inconsistencies in Salesforce time zones for this data, please confirm that the Connected Accounts' Time Zones are correct in Mailchimp for Salesforce settings. Ideally, each account's setting would match the time zone found in Mailchimp.

To change a connected Mailchimp account time zone:

Open Mailchimp Settings, General Settings
Click the down arrow menu on a connected account and Change Sync Timezone
Choose the time zone that matches that Mailchimp account
You may then want to run a Full Mailchimp Sync to update all existing related data.

Note: The sync schedule runs in the time zone of the Salesforce Sync User, and scheduled data wizards run in the time zone of their Run As user.

How do I connect Salesforce to Mailchimp

The connection to Mailchimp typically happens just after you install our product.
To connect Mailchimp to Salesforce, please follow these steps, or if you prefer, we also have an interactive demo .

1. Click Connect to Mailchimp.
2. You will be prompted to log in and authorize to Mailchimp.
3. Click allow to complete the connection.

You will then be redirected to Salesforce and the sync will start running in the background.

How do I reconnect a Mailchimp account?

Typically, you won't need to reconnect a Mailchimp account to Salesforce. But if you do, it is quite easy to do. Check out the interactive guide by clicking this link. Or if you are on our FAQ it will appear just below.

It is import to note if you have more than one connected account, make sure to put the correct account credentials when prompted by Mailchimp. If you have any settings or imports these will be kept during a reconnect process.

What is GDPR and how does it affect the integration?

In April 2016, the General Data Protection Regulation (GDPR) — a joint proposal by the European Commission, European Parliament, and the Council of the EU which provides individuals with even greater control over the collection and use of their personal data- was adopted by the European Union.

Mailchimp for Salesforce does not store any customer information (given its primary role is to sync data between the two systems). Customer data is stored in Salesforce and in Mailchimp. Below are two links on GDPR compliance for Salesforce and Mailchimp.

Mailchimp GDPR
Salesforce - GDPR

The Mailchimp for Salesforce application never independently calls into your Salesforce environment. This means that we don't use up inbound API calls (typically 15,000 / 24 hours) or access your customer data. The only calls that are made back into the Salesforce environment are to obtain metadata in order to support list view imports and page layout configuration. Both of these actions are driven in real-time by your Salesforce users (i.e. we don't store any of your Salesforce connection details or make calls into your Salesforce environment independently of a direct request coming from your Salesforce environment).

No personally identifiable information (PII) is sent to Mailchimp without your permission or action. You can choose not to send any custom data to Mailchimp or even any subscribers. Any PII is viewable within the Mailchimp application, under subscriber custom fields. There are no other hidden fields that contain PII. More details on what is sent can be seen by viewing the technical Mailchimp API documentation https://mailchimp.com/developer/ (which is used by Mailchimp for Salesforce).

All data flowing between systems is SSL encrypted.

We are not in a position to disclose what metadata we extract due to commercial confidence, other than to say that no user information is retrieved. You can choose not to even allow us access to that metadata if you choose not to use the data wizard with list views or bulk import from a lead or contact from a list view. Please note that the type of metadata we extract may change as Salesforce and our application evolve.

All data held by our application and stored within your Salesforce environment can be found in objects starting with the namespace mone. To reiterate, we don't connect into Salesforce; all connections are outward bound. This just means Mailchimp cannot call back into Salesforce and query your data.

What happens when the application expires or is suspended?

When the application expires or is suspended, the product is simply hidden from view—none of your data or settings are removed. However, the sync between platforms will stop running in both directions.

To regain access to the product, simply contact us. We can reactivate your account under a trial period and provide instructions on how to proceed with a purchase.

Please note that your Mailchimp data remains safe within Mailchimp, as we only retain a copy for syncing purposes.

What happens when I delete a campaign in Mailchimp?

When you delete a campaign in Mailchimp, it does not automatically disappear from Salesforce because the sync between the two platforms runs incrementally. This means only new or modified data is updated during the sync, and deleted campaigns remain in Salesforce unless you perform a full sync. To ensure deleted campaigns are removed from Salesforce, you will need to manually trigger a full sync between the two systems.

An incremental sync, which is the default, helps maintain real-time data updates but does not include deletions. A full sync, on the other hand, comprehensively synchronizes all data between Mailchimp and Salesforce, including the removal of any deleted campaigns from Salesforce. If you want to ensure that deleted campaigns are accurately reflected in Salesforce, it is essential to occasionally run a full sync.

Is my data safe?

Our Mailchimp integration is designed with security as a top priority. As a native Salesforce solution, it is installed directly into your Salesforce Org, ensuring that your data remains under your control. Here’s how we keep your data secure:

Direct Installation: Since our solution is native to Salesforce, it is installed directly into your org.

Secure Data Transfer: Data is securely passed between Mailchimp and Salesforce via their respective APIs. This process ensures that your information is protected during transmission, with no data stored on our servers.

No External OAuth: Unlike other solutions that OAuth into your Salesforce Org, potentially exposing your credentials, our product does not require access to your username and password. This minimizes the risk of unauthorized access to your Salesforce data.

Minimized Security Risks: By avoiding the need for external OAuth connections, we reduce the risk of security breaches. If a third-party site were compromised, they could potentially gain access to all connected Salesforce customer data. Our approach avoids this risk entirely, keeping your data safe and secure.

Understanding How Managed Packages Operate in Your Salesforce Org

When you install an ISV-certified managed package in your Salesforce org, the package runs its Apex code within your environment. However, Salesforce enforces a key distinction: managed packages have their own set of governor limits, separate from the limits applied to your custom code or other managed packages. This separation is crucial for maintaining the stability and performance of your Salesforce org.

Separate Governor Limits

Governor limits are restrictions that Salesforce places on various resources, like CPU time, heap size, and the number of SOQL queries, to ensure that no single process dominates the system. For ISV-certified managed packages, these limits are isolated from those of other code within your org. This means the managed package uses its own resources and doesn’t compete directly with your custom code or other managed packages for the same limits.

Resource Isolation

The isolation of resources provided by separate governor limits ensures that managed packages run smoothly alongside your custom development without causing conflicts. For instance, if a managed package’s Apex job is executing, it won’t consume the CPU time, memory, or database queries that your custom code might need. This separation helps maintain the overall performance and reliability of your Salesforce environment.

Impact on Org Performance

While managed packages do not share resource limits with your custom code, they can still indirectly affect your org’s performance. For example, if a managed package generates a large number of records or consumes a significant amount of API calls, this could impact the overall efficiency of your Salesforce instance. However, the design of separate governor limits generally minimizes the risk of one package overwhelming your system.

Do I have to sync archived members to Salesforce?

If you don't want to sync archived Mailchimp Members to Salesforce, we can set that up for you. Please contact us .

Important notes:

When the Archived Member Sync is disabled, the integration won't sync archived members from that point forward.
If previously synced Archived members exist in the Salesforce, they won't be deleted when we disable the sync. To delete previously synced archived members, you can Purge Member Data on Maintenance and then run a full sync.

Can I connect more than one Mailchimp account?

Using our integration, you can connect multiple Mailchimp accounts to the same Salesforce Org. This allows you to manage different Mailchimp audiences from a single Salesforce instance.

How do I connect a Mailchimp account to Salesforce?

To connect a Mailchimp account to Salesforce:

1. Go to our Mailchimp Settings tab
2. On the Mailchimp Accounts table, click Add Mailchimp Connection.
3. Follow the connection steps in Mailchimp.

Once completed, you will be redirected back to Salesforce, and a sync will start to pull in the Mailchimp data.

NOTE: You can also segregate your Mailchimp data in Salesforce per account via record ownership.

One Mailchimp account, many Salesforce orgs?
You can install our product in one or more Salesforce production orgs and connect to the same Mailchimp account. However each org will have its own license and therefore will be charged separately.

How do assignment rules work?

Assignment rules in Salesforce are designed to automatically route leads (and other records) to the appropriate team members based on criteria you've established.

When you enable the creation rules using our integration, we will honor the assignment rules you have set up. We do so as part of our integral code base.

What does the advanced section do?

Most users will not need the advanced section, so it is collapsed and hidden from view. When expanded you will see three options which are described below -

1. Enable Debug Logging - If you encounter a problem, we may request access to help. At that time if the issue is not clear, we would look to enable this option. Once enabled, our support team will see additional information in our logs.

2. Disable Salesforce account, contact, and lead triggers - Enabling this option will stop our triggers from firing. When you edit an account, contact or lead at trigger can fire. The trigger is designed to update Mailchimp should an email address be changed or if you have field mappings in place. If you want to stop this behavior or are having issues with triggers in general, you can enable this option.

3. Disable bulk triggers for account, contact and lead triggers - This works like point 2 above. The only difference is it refers to bulk actions. Bulk means when multiple records are updated at the same time.

How do Salesforce reports works?

We have several custom objects that store Mailchimp data in Salesforce. These objects can be used in Salesforce reporting. In our package, we provide some sample reports, which can be found:

Within the app, in various locations, by clicking the reports button. For example, on the Audience Summary page, you can access reports about members, imports, campaign activity, and more, all filtered to that one audience.
On the Campaigns list in an Audience, via the pull-down action menu, for a campaign activity filtered to that campaign (https://jmp.sh/3xQEAYWP)
In the Mailchimp reports folder, which can be accessed using the standard Salesforce reports tab.

Also in the package are several Salesforce report types you can use to build your own Salesforce reports.

Mailchimp Accounts - Connected account(s). It is the parent to many of the objects below.
Mailchimp Audience - Audience/list in Mailchimp. It includes aggregate stats and defaults.
Mailchimp Campaigns - Email campaigns sent. It includes stats for the mailing.
Mailchimp Email Activities - Optional (more info). Every engagement a member has with a single email.
Mailchimp Group Categories - Group classification. (more info)
Mailchimp Groups - Grouping of Mailchimp members
Mailchimp Imports - Data Wizards. Includes data on data wizards like status and schedule
Mailchimp List Histories - On-going monthly stats for each audience
Mailchimp Members - Audience members and their current status. An email will only exist once per list.

Related: How do I show campaign fields on email activity reports?

Can I use Salesforce Integration User?

The problem is that the integration user is designed for non-native scenarios, such as Zapier-style workflows. These can be less secure as the credentials are stored off-platform, so it makes sense to have a more limited user license type.

Our product is a native Salesforce application that securely integrates with platforms we connect to. Credentials are stored securely within Salesforce, ensuring data protection. We offer various screens and processes that operate entirely within Salesforce, unlike third-party tools like Zapier. For optimal sync performance, we recommend using a system administrator license, as it provides the necessary permissions for a successful integration that is native. Extensive permissions are contained within our permission sets, which are continually updated when we upgrade users.

In addition, the integration user license is limited in terms of assignment. Salesforce currently doesn't let you log in as the integration user, which means you can't start this process. There are workarounds to this but they add unnecessary complexity and is something that we don't support.

How can I manually add Mailchimp to my page layouts

Our automated process to set up page layouts may not work. This could be because of permissions or Lightning page activation steps. Or if you want to set up the page yourself, you can use these steps.

Note: you may already have activated your page, so you can skip that step if so.

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