RingCentral for Zapier. User Guide

Transcription

1 RingCentral for Zapier User Guide

2 RingCentral for Zapier User Guide Contents 2 Contents Introduction About RingCentral for Zapier About Zapier About This Guide Zapier RingCentral Integration Getting Started with Zapier Login and Create Your First Zap Test Your RingCentral Account Select an Action App Map How Data Is Stored in Google Drive Save Your Zap and Turn It ON Missed Call Trigger Create More Zaps

3 RingCentral for Zapier User Guide Introduction 3 Introduction

4 RingCentral for Zapier User Guide Introduction 4 About RingCentral for Zapier RingCentral for Zapier seamlessly integrates business communications with the Zapier's automation solution. Zapier makes it easy to automate tasks between apps, and RingCentral s integration with Zapier makes it easy to create custom workflows that are triggered by or invoke voice, SMS, and fax activities on RingCentral. About Zapier Zapier is a web app automation solution that helps users connect to web apps, create a link between two apps, and get work done automatically. For example, generate an SMS message for each new received. Zapier allows business users to integrate with more than 600 web apps without programming; to move data between web apps, and eliminate many tedious and time-consuming tasks. Zapier allows non-developers to create "Zaps" based on Zapier triggers, which launch actions. Learn more about Zaps and Zapier here and here. About this Guide This guide is designed for users of RingCentral for Zapier. It shows how to login to the Zapier application, create Zaps and turn them on. Zaps are connections between apps that you make using Zapier. Your first Zap will be to establish a connection between RingCentral and Zapier. This guide assumes that Zapier is already installed on your computer. Zapier RingCentral Integration Zapier Triggers (Zaps) are action agents that you set up to do work for you automatically. Supported Triggers New Call Recording Triggers when a new call recording is generated. Missed Call Triggers when a new call is missed. New SMS Triggers when you send or receive an SMS. Call Ended Triggers when a call that was connected ends. New Voic Triggers when a new voic arrives in your account. Supported Actions Send Fax Send a new fax using a document of your choice. Send SMS Send an SMS with text you specify. Generate RingOut Call Start RingOut call to connect two phone numbers of your choice. In this guide we will show you how to: Login and create your first Zap (New Call Recording) Test Your RingCentral Account Select an Action App Map How Data Is Stored in Google Drive Save Your Zap and Turn it ON Create a Missed Call Trigger Create More Zaps

5 RingCentral for Zapier User Guide Getting Started with Zapier 5 Getting Started with Zapier

6 RingCentral for Zapier User Guide Login and Create Your First Zap 6 Login and Create Your First Zap Follow the steps below to make your first Zap in Zapier. Step 1: Login to your Zapier account. (Figure 1) Figure 1 Login to Zapier Step 2: Click MAKE A ZAP! on top of the Zapier home page. (Figure 2) Figure 2 MAKE A ZAP! After clicking MAKE A ZAP! you should see a screen as shown below in Figure 3.

7 RingCentral for Zapier User Guide Login and Create Your First Zap 7 Figure 3 Choose a Trigger App Step 3: Locate the RingCentral trigger app and click it. (Figure 3)

8 RingCentral for Zapier User Guide Login and Create Your First Zap 8 Once you select the RingCentral app, you will see the triggers you can configure for your RingCentral accounts. Notice the link show less common options at the bottom of the screen (Figure 4). There are additional triggers available for your RingCentral account. We will discuss all of these triggers and how to configure action for them. Figure 4 Select RingCentral Trigger: New Call Recording

9 RingCentral for Zapier User Guide Login and Create Your First Zap 9 Step 4: Create a new Call Recording Trigger. You will see a screen that prompts you to select a RingCentral account. (Figure 5) Figure 5 Select a RingCentral Account Since you are doing this for the first time, click the Connect a New Account button. If you have already added an account earlier you can select from the list or search for the account.

10 RingCentral for Zapier User Guide Login and Create Your First Zap 10 Step 5: Enter your RingCentral credentials. You will be prompted for your RingCentral credentials. (Figure 6) Figure 6 Login with Your RingCentral Credentials

11 RingCentral for Zapier User Guide Test Your RingCentral Account 11 Test Your RingCentral Account Step 1: Test your newly added RingCentral account. Make sure you test your newly added account by clicking the Test button. (Figure 7) Figure 7 Test Your Newly Acquired RingCentral Account

12 RingCentral for Zapier User Guide Test Your RingCentral Account 12 Step 2: Fetch existing call recording and continue. You are presented with the following screen that requires that you have an existing call recording to test. (Figure 8) Figure 8 Fetch Existing Call Recording and Continue

13 RingCentral for Zapier User Guide Test Your RingCentral Account 13 Step 3: Make test phone call. Make a test phone call from the same RingCentral account you set up in earlier steps and make sure you have recording turned on for the call. (Figure 9) Figure 9 Make a Test Phone Call RingCentral for Zapier will find your new recording automatically.

14 RingCentral for Zapier User Guide Test Your RingCentral Account 14 Step 4: Click view your call recording to make sure it is your test call that you just made. (Figure 10) Figure 10 View Your Test Phone Call Press Continue to move on to the next step.

15 RingCentral for Zapier User Guide Select an Action App 15 Select an Action App The next step is to select an Action App, which will help you do what you want to do with your call recording. You can select from many connectors available. In this example we will choose the Google Drive connector to put our call recording on our Google Drive and upload the file. Step 1: Select a Google Drive Action. Select Upload File on the Select Google Drive Action screen. (Figure 11) Figure 11 Select Upload File for Google Drive Action You will be prompted to enter a new Google account or select an existing account, the same way you entered the RingCentral account.

16 RingCentral for Zapier User Guide Select an Action App 16 Step 2: Select Google Drive account or create new account. Click the Connect a New Account button to create a new Google Drive account. (Figure 12) Figure 12 Select or Create a Google Drive Account

17 RingCentral for Zapier User Guide Select an Action App 17 Step 3: Allow Zapier to access your Google Drive account. Make sure you allow Zapier to access your Google Drive account. (Figure 13) Figure 13 Allow Zapier to Access Your Google Drive Account Step 4: Test your Google Drive account. Finally, test your new Google Drive account to make sure it was added correctly. (Figure 14) Figure 14 Test Your Google Drive Account

18 RingCentral for Zapier User Guide Map How Data Is Stored in Google Drive 18 Map How Data Is Stored in Google Drive The next step is to map how the data is stored in Google Drive. This requires mapping the incoming data to your Google Drive account. In this case a File is required by the Google Drive connector, and the rest of the fields are optional. Step 1: Map incoming data to Google Drive. Map how the incoming data is stored in Google Drive. (Figure 15) Figure 15 Map Incoming Data in Google Drive

19 RingCentral for Zapier User Guide Map How Data Is Stored in Google Drive 19 Step 2: Click the Zapier file icon on the right-hand side of the File field. That action will pull all call recording fields from RingCentral that you can map to. In this case we will select Recording Audio. (Figure 16) Figure 16 New Call Recording File Selected for Upload to Google Drive

20 RingCentral for Zapier User Guide Map How Data Is Stored in Google Drive 20 Step 3: Confirm files can be stored in Google Drive. Make sure the files can be stored in your Google Drive. This is highly recommended to ensure the proper connection to Zapier. Feel free to delete the test file from your Google drive once you are done configuring. (Figure 17) Figure 17 Confirm Storage of Files in Google Drive

21 RingCentral for Zapier User Guide Map How Data Is Stored in Google Drive 21 Step 3: Click Create & Continue on the screen shown in Figure 17 above. Zapier will attempt to upload the file to your Google Drive and you should see Test Successful! (Figure 18) Figure 18 Successful Test of Files Uploaded to Google Drive Step 3: Finally click Finish. Congratulations! Your Zap is ready to be used. This Zap does not have a name and is not active yet.

22 RingCentral for Zapier User Guide Save Your Zap and Turn It ON 22 Save Your Zap and Turn It ON Step 1: Enter your Zap name into your Zapier folder, and turn on your Zap. Turn on your Zap by selecting the button on the bottom of the screen shown in Figure 19. Figure 19 Name Your Zap and Turn It ON

23 RingCentral for Zapier User Guide Save Your Zap and Turn It ON 23 Step 2: Confirm that your Zap is running. You should see a confirmation that your Zap for RingCentral New Call Recording is running. As you see on the confirmation message shown in Figure 20 below, Zapier will save your call recordings to Google Drive every 15 minutes. Figure 20 Confirmation that Your New Call Recording Zap is Running Step 3: Delete your test recording. You will find the test recording saved to Google Drive while setting up the Zap; feel free to delete this now. (Figure 21) Figure 21 Test Recording; OK to Delete

24 RingCentral for Zapier User Guide Missed Call Trigger 24 Missed Call Trigger In this section we will show you how to create a Zap for a Missed Call Trigger that will inform you every time you miss a call. Step 1: Select a RingCentral Trigger for a Missed Call. (See page 8 for previous example.) (Figure 22) Figure 22 Select RingCentral Trigger for a Missed Call

25 RingCentral for Zapier User Guide Missed Call Trigger 25 Step 2: Connect to a RingCentral account as you did for the previous Zap (page 7), and have a test missed call in your RingCentral account (page 12). Zapier will attempt to download the missed-call file from your Google Drive, and if it does you should see Test Successful! (Figure 23) Figure 22 Test Successful for RingCentral Missed Call Trigger

26 RingCentral for Zapier User Guide Missed Call Trigger 26 Same as we did in previous Zap, we need to select a destination for the missed call. Step 3: In this example, select a Todoist Action to create a task. (Figure 23) Figure 23 Select Todoist Action

27 RingCentral for Zapier User Guide Missed Call Trigger 27 Step 4: Add a Todoist Account and test it to make sure the account is connected to Zapier. (Figure 24) Figure 24 Select Todoist Account

28 RingCentral for Zapier User Guide Missed Call Trigger 28 Step 5: Map the missed-call fields to the Todoist Task. (Figure 25) Figure 25 Map Missed Calls to Todoist Task

29 RingCentral for Zapier User Guide Missed Call Trigger 29 Step 6: Select From Phone Number field and paste it into the Title field. (Figure 26) Figure 26 Insert From Phone Number Field into Title Field

30 RingCentral for Zapier User Guide Missed Call Trigger 30 Step 7: After mapping all call fields, click Continue. You should see the Todoist Task layout. (Figure 27) Figure 27 Todoist Task Layout

31 RingCentral for Zapier User Guide Missed Call Trigger 31 Step 8: Click Create & Continue (on previous page). You should see Test Successful! (Figure 28) Figure 28 Todoist Task Successful

32 RingCentral for Zapier User Guide Missed Call Trigger 32 Step 9: Type a name for your Zap; save it in an appropriate folder, and turn it ON. (Figure 29) Figure 29 Name Your Zap, Save it, and Turn it ON You should see your test task in Todoist. You can mark as complete. (Figure 30) Figure 30 Missed Call Complete

33 RingCentral for Zapier User Guide Create More Zaps 33 Create More Zaps Use the same steps for to create Zaps for New SMS, Call Ended, and Voic triggers. The key field/action in the Voic Zap is mapping the Message Content to the Google File field. (Figure 31) Figure 31 Set up Google Drive Upload File

34 RingCentral for Zapier User Guide Create More Zaps 34 Sample RingCentral SMS-to-Todoist Task mapping. (Figure 32) Figure 32 Sample RingCentral SMS-to-Todoist Task Mapping 2016 RingCentral, Inc. All rights reserved. RingCentral, RingCentral Office, RingCentral Meetings, and the RingCentral logo are registered trademarks of RingCentral, Inc. Other third-party marks and logos displayed in this document are the trademarks of their respective owners. KID-4384