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Facebook Integration with Vtiger CRM

B
Bindu Rekha Babu
9 Mar, 2021 - Updated 1 month ago

Introduction

 

There are about 2.4 billion Facebook users across the world today! 
Mind-boggling, isn’t it? 
Do you see what we see - potential leads these numbers could generate if you could capture this data?

 

A Facebook Business Page is a page you can create on Facebook to build your brand and your business. 
Using a Facebook Business Page, you can 

  • build your profile, 
  • create Ads and campaigns, and
  • sell your products and services to the customer. 

In Vtiger CRM, you can integrate your Facebook business account with the CRM and capture lead data effortlessly! 
Let us see how it works...

  1. Create a Facebook business account if you don’t have one already.
  2. Create Ads about your products or services using Forms.
  3. Run marketing campaigns using these Ads.
  4. Ads pop up in the pages of Facebook users. 
  5. Whenever they click on an Ad, a form opens asking the user to enter their username, email ID, etc.
    • Alternately, users can either sign-in or subscribe to your Ad.
  6. This information is captured in the form of lead data.
  7. Now when you integrate your Facebook account with Vtiger CRM, all lead data captured on Facebook is automatically updated into the CRM.  

Easy isn’t it?

How is this process different from earlier modes of capturing leads from Facebook? 
Well, earlier, before the integration:

  • Ads may or may not have contained the campaign ID or name (in the Form). It would have been difficult to match Ads to campaigns and hence difficult to track budget allocated Vs. revenue earned. 
  • Contact information was downloaded in the form of .csv files. Then these files were imported into the CRM, adding time and effort to the process. 
 

Benefits of Facebook Integration!

Now, because of the integration, you can:

  • Create and customize your Ad content easily using Forms.
  • Run your marketing campaigns on Facebook and target a wider audience in a shorter amount of time.
  • Promote your products and services to a global audience,
  • Capture lead data from multiple campaigns automatically, making the process effortless.
  • Get leads delivered to the CRM instantly.
  • Respond quickly to a lead as your post will provide you with different contact options like email and phone numbers. 
  • Use the live chat option to speak to potential leads.
 

Interested? Then read on to find out how you can integrate your Facebook account with your CRM to capture lead information and grow your business exponentially.

 

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Facebook Integration



 

Facebook Lead Ads and Lead Forms 

Before we dive into integrating your Facebook business account (business page)  with Vtiger CRM, you need to know an important concept of this operation called Facebook Lead Forms.


What are Lead Ads?
Let us take an example. Travel agencies routinely run Ads on Facebook, and they pop up on your Facebook account depending on your interest. 
Companies use these Ads to generate interest, traffic, and business. They are called Lead Ads by Facebook.

 

What are Lead Forms?
Have you ever clicked on these Ads? If you have, a form would have opened, and they would have asked for your details such as name, phone number, etc. 
Upon entering the details, you would have received a call from the travel agency about the trip you are interested in. 
The form that you entered your details in is called a Lead Form. Created by Facebook, it is a lead generating Ad feature that uses forms. It is the easiest way to create an Ad and generate leads. 

 

How is a Lead Ad useful to you?
As a business, you can easily create a Lead Ad, run campaigns and Ads, and capture information. When Facebook users’ click on the Ad, a pre-populated form with the user data opens for the user to confirm. 
And just like that, leads are generated for you with all related data!

 

But how do you get all this information into your CRM? 
The Lead Forms questions actually form the data fields, which are mapped to related module fields in the CRM. 
When you integrate your Facebook account with Vtiger CRM:

  • Fields in the Lead Form questions sync with the related module fields.
  • Data is updated in the CRM.

For example, if you want to capture data for the Contacts module, you must:

  1. Create questions in the form that captures user data.
  2. Ensure you have mapped the Lead Form fields to the Contact module’s fields.

Do not worry. It is not as hard as it seems. Just follow this article to understand how it all comes together.

 

Getting Started

Broadly speaking, this process involves the following steps:

  1. Creating a Facebook Business Account
  2. Creating a Business Page
  3. Installing and syncing Facebook with Vtiger
  4. Mapping fields and modules for syncing
  5. Creating a campaign with Forms
  6. Checking Lead Status
  7. Records and reference record creation via integration
  8. Duplicate records
  9. Generating Reports
 

Creating a Facebook Account

 

 

Do you have a Facebook account? We are sure you do. 
If you do not, click here to create a Facebook account. 

 

We recommend that you:

  • Create a separate account for your business. Do not use your personal accounts.
  • Note down the account ID, password, phone number, and email ID you entered while creating an account. If you lose your password or ID, you will need this information to gain access to your account again.
 

Creating a Business Page

 

There are two ways to create a Facebook business page after you have created a Facebook account:


Option 1: From the Facebook homepage

  1. Click on the Create a Page link on the Facebook homepage.
  2. Sign in to your Facebook account.
  3. Start creating your profile.


Option 2: From your Facebook account

  1. Log in to your Facebook account.
  2. Click on the drop-down arrow on the right corner of the screen.
  3. Select the Create a Page option.
  4. Start creating your profile.




  1. Click the Get Started button in the Business or brand panel on the left.
  2. Follow the steps to build out your business profile.

Note: Save the data you have used to create your business profile in a secure and easily accessible document.

Installing and Syncing Facebook with the CRM

This process consists of the following steps:

  • Step 1 - Installing Facebook extension from the Extension Store.
  • Step 2 - Syncing your Facebook page to the CRM.
  • Step 3 - Entering Facebook page details in the CRM.

Note: Facebook is not available by default on your CRM. You will have to install it from the Extension store.

Step 1 - Installing Facebook extension from the Extension Store
Follow these steps to install the Facebook extension:

  1. Click the User Menu on the top right corner of the screen.
  2. Click the Settings button.
  3. Scroll down to the Extensions section.
  4. Click Extension Store.
  5. Click Facebook. The Connect to Facebook window opens.
  6. Click the Connect button. 

The Facebook authorizations page opens. Follow the steps below to continue.


Step 2 - Syncing your Facebook page to the CRM (for first-time users only)
Follow these steps to sync the Facebook page you want to sync with the CRM.

  1. Enter your User ID.
  2. Enter your Password.
  3. Click the Log In button.
  4. If this is your first time:
    1. Select the Facebook page you want to sync.
    2. Click Next.
    3. Select the required option from the available list for syncing.
    4. Click Done.
    5. Click OK.
  5. If this is not your first time, click Continue as…
Note
  1. You can Log in from another account by clicking the …
  2. You can edit the settings by clicking the ....

Oh, oh, did you get disconnected? No problem! You can connect again by clicking the Continue button.

Your Facebook Business Page is now synced to Vtiger CRM. You will be redirected to Vtiger CRM for the next step.

Step 3 - Entering Facebook page details in the CRM.

Follow these steps sync and map Facebook page information by entering the details in the CRM.
The table in the CRM screen displays available Lead Forms and the pages they are associated with.

  1. Click the Sync toggle to sync a page to the Lead Form.
  2. Click the Lead Forms button to display all available forms for that page.
  • Note: A page can have more than one Lead Form attached to it.

  1. To enable the sync, click the Sync toggle in case the sync is not enabled.
    • Note: Click the Close icon to go back to the page list table.
  2. Click the individual Form Name to map the fields.
  3. Click the Field Mapping tab. Here you can map the Facebook Form’s question fields to the CRM module’s fields.

  1. Choose from when you want the information to be synced by using the Sync Leads From radio button. You have the following options:
    1. Now
    2. 1 month ago
    3. 2 months ago
    4. 3 months ago 
  2. Review and select the module that needs to be mapped,
    1. Note: By default, only the Contacts module is enabled. You can enable the Leads module by going to Module Management > Modules.
  3. Review the mapping that is displayed.
  4. Map fields and provide default values, if required.

Note: Save the data you have used to create your business profile in a secure and easily accessible document.

  1. Click the Recent Leads tab. The Recent Leads tab displays the latest leads updated from Facebook forms and whether they were synced to the CRM or not. 
  2. Review the list of latest leads that were updated from the Facebook form.
  3. Check if all the information was synced.
    1. Note: Only the recent ten lead records are displayed.
  4. Click Save.
  5. Click the Close icon to go back to the list of forms. 
Note: At any time, if you feel like disconnecting your Facebook page from the CRM, click the Disconnect button. 
 

Creating Lead Ads on Facebook

Before you create a Lead Ad:

  • Identify the product or service you want to promote
  • Identify a target audience
  • Plan on the steps to take once you obtain lead data
  • Ready the content that needs to be a part of the lead Ad

Follow these steps to create a Lead Ad in Facebook Ad Manager:

  1. Log In to Facebook with your credentials.
  2. Go to the Ad Manager.
  3. Enter the name of the campaign in the Campaign field.
  4. Click the Continue button.
  5. Select the Page for which you want to create a lead ad.
  6. Click the View Terms text link. Facebook's Lead Ads Terms window will open.
  7. Click the I Agree to Terms and Conditions button.
  8. Select the following:
  • Target audience
  • Ad placements
  • Budget
  • Schedule

Note: Unlike other campaign types, you cannot target lead ads to people under 18.

  1. Select an Ad format from the following options:​​​​​​

    1. Carousel 
    2. Single image
    3. Video
    4. Slideshow
  2. Add the following in the Text panel on the left:
    1. Ad’s headline
    2. Content of the Ad (text)
    3. Description
  3. Select a Call to Action option from the drop-down. 
  4. Use the Ad Preview panel on the right to preview the Ad you have created. 
  5. Scroll down and add a form to your campaign. 
  6. Click the + New Form button. You will be asked to provide information for four mandatory sections and an optional intro.
  7. Provide information for the following:
    1. Intro
    2. Questions
    3. Privacy Policy
    4. Thank You Screen
  8. Click the Finish button in the top-right corner after you complete the form.
  9. You will be redirected to the Ads Manager page. 
  10. Review your Ad.
  11. If you are ready to go, click Confirm.

You are now ready to run your Ad.
 

Downloading Lead Information 

After you have run your Ad and generated leads, you can download lead data from your Page. 
Follow these steps to download lead data from your Page:

  1. Log in to your Facebook Page.
  2. Click on Publishing Tools at the top of your Page.
  3. Click the Lead Ads Forms tab. The Forms Library is displayed.
  • Note: Lead Ads Forms are visible to Page Admins and Page Advertisers after you have created a lead ad campaign.
  1. Select a form.
  2. You can download new leads or leads generated within a date range:
  • Click Download New Leads if you want to download leads that you have received since your last download.
  • Click Download by Date Range if you only want to download leads for a certain time period.

Syncing Lead Records

Lead information is synced immediately whenever there is an update to the Lead Form on Facebook.


Refer to the image above. In the individual lead form for a business page, you can:

  • Sync Data
    • Lead data is saved in Facebook records for 90 days.  You can use the Sync Leads From option to sync records from the following time periods:
      • 1 month ago
      • 2 months ago
      • 3 months ago
  • Select the related module and the fields to be synced
    • Select the module from the Select Module drop-down
    • Map the Form Question column (Facebook Lead Form questions) to the Field Name column (fields in the CRM Module)

Note: Fields in the CRM  that needs to be synced are actually questions in the Facebook Lead forms. Answers entered by users are taken as lead data. 
So make sure you create a Lead Form with the right questions to capture the right data.  

Did you know?
The Cron schedule for the lead update is zero (0 frequency) as Facebook updates to the CRM happen in real-time.
 

Viewing Synced Lead Data

If the lead information is successfully synced, it will be updated in the Contacts module as a contact record by default.

Note: Lead information is updated in the module that you select during the mapping process.

Assume you have selected the Contacts module in the mapping process. You can view the latest updated records in Contacts’ List View.
Follow these steps to view synced lead information in the Contacts module:

  1. Click the Main Menu.
  2. Go to the  Essentials tab.
  3. Click the Contacts module.

The leads that are synced from the Facebook page will be displaying Facebook in the Source field.

Note: You can create filters to customize your List View. 
Click here to know about List View.

 

Viewing Source Campaign

In some cases, a campaign record might not be assigned to a contact generated from a Facebook Lead Form. 
You can view the Source Campaign for an individual contact record by going to its Deep Dive View.

  • Source Campaign helps you check if a campaign record is assigned to the contact record.
  • If not, it helps create a campaign record and links it to a contact. 

Generating Reports

One of the biggest benefits of integrating Facebook with Vtiger is the reports you can generate. 
Reports tell you:

  • How many contacts were created from a particular campaign?
  • How much revenue was generated by running a campaign based on purchase history?
  • Which product or service garnered more interest or hits in a campaign?
  • What kind of budget allocation needs to be done for similar campaigns?

Follow these steps to run reports:

  1. Click the Main Menu.
  2. Go to Marketing.
  3. Click Campaigns.
  4. Click Campaign Type.
  5. Select Facebook Lead.

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