RingCentral Bulk SMS for Zoho CRM

About

Zoho CRM is one of the best Cloud-Based [CRM] Customer Relationship Management software, which makes the entire work of sales team easy. It is utilized and used in large numbers from small to medium sized business. This CRM helps engaging customers faster and keeps an update of all the information.

With RingCentral , you can easily schedule and send personalized SMS to millions of your contacts and you can also generate reports of your conversations.It provides you with an option to choose more than 200 area codes & you can create your own " Custom Vanity Phone Number ".

And here we are with our integration RingCentral SMS for Zoho CRM making your work much easier providing you a combination of both these communication platforms just for your covenience.

Pre - requisites for app installation

  • A Zoho CRM account

  • A RingCentral account

  • Approved templates in RingCentral for sending SMS


Features

  • Send SMS to a particular Lead/Contact/Deal in your Zoho CRM

  • Send Bulk SMS to marked Leads/Contacts/Deals in your Zoho CRM

  • Create and manage Customisable templates

  • View & Download reports of RingCentral messages

  • Send automated messages through workflows

  • Inbuilt Emojis keyboard

  • Receive Incoming messages inside your Zoho CRM

  • Manage your Zoho CRM users who can access the RingCentral credentials

Application Installation

Step 1: Go to the Zoho marketplace and install the extension by clicking " Install " option.

Step 2: In the next screen , make sure all the checkboxes are selected and click " Install " button.

Step 3: In the next screen , make sure that both the checkboxes are selected and click the " Continue to Install " button.

Step 4: In the next screen , Select the User/Profiles to whom you want to install the extension and click the " Confirm " button.

Step 5: You will be redirected to the " Installed extension " page in your Zoho CRM account. The status will be displayed as " Active " once the installation is complete.

Step 6:

  • To create a new RingCentral account , select the " Sign Up " option

  • To use your existing RingCentral account , select the " Authorize " option (Note : It is not a mandatory step , you can skip if you want)

Step 7: In the next pop-up screen , log-in to your RingCentral account by,

  • Entering your RingCentral e-mail or Phone number (OR)

  • Sign-in with Google

Step 8: In the next step,

  • After entering your RingCentral credentials, Click on authorize option.

Step 8: In the next step , click on your RingCentral account.

Step 9: In the next step, click on the " Finish " button.

Application configuration

Step 1: Go to the section from where you need to send messages whether it may be Leads/Contacts/Deals . Select any one customer and click the " Send Bulk SMS - RingCentral " option by clicking the marked drop down button.


Step 2: A pop-up screen will show up, sign-in with your Zoho CRM mail ID. You can either sign-in with your e-mail & password or sign-in with your g-mail.

Step 3: In the next screen , click the " Authorize Now " option to continue.


Step4 : In the next screen , click on the " Accept " option after reading the guidelines.

Step 5: In the next screen, authorize your RingCentral account by clicking on the " Authorize Now " option. You will be redirected to RingCentral window.

Step 6: In the next screen , select your RingCentral account..


Step 7: In the next screen, Click on the " Authorize " option and authorize your RingCentral account.


Step 8: In the next step , click on your RingCentral account and authorize your RingCentral account.

Add New RingCentral Sender

Step 1: In the next screen click on the " Choose sender " drop down box and select the " Add New Sender " option.


Step 2: In the next screen , A pop-up will show up to set up your New Sender Channel.

Follow the below steps to set up your new Sender Channel :


  • Click the arrow button beside Select sender option and click the " SMS " option.

  • Enter your " RingCentral number " in the Sender ID space below.

  • In the next section below , enter the desired " Display Name ".

  • Set-up the visibility type ( All users / Only me )

  • Click " Save Sender " option below.


Step 3: After entering your RingCentral credentials and creating a " New Sender Channel " , You can enter the message needed to be sent or use your Approved RingCentral Templates in the message area and click on " Send SMS " option.

Application Working

Send RingCentral Single SMS


Step 1: Open a particular Lead/Contact/Deal and click on " Send SMS - RingCentral " option.

Step 2:

  • Select the " do not add country code " option if your Phone/Mobile field is already saved with a country code.

  • Enter the country code in the " Default country code " section & select the " add if phone number starts with 0 " option if your Phone/Mobile field starts with zero.

  • Enter the country code in the " Default country code " section & select the " add if phone number not starts with country code " option if your Phone/Mobile field is not saved with a country code.

Step 3: Use your RingCentral Approved Templates or enter the text in the message area and click " Send SMS " option.You can also add emojis by clicking the marked Emojis Keyboard icon just for your convenience.

Inserting Templates

Follow the below steps,

Step 1: Click on the " Insert Template " option , then select the " Add new template " option.

Step 2 : In the next pop-up screen ,

  • Enter the Template name

  • Type the required message in the message area & add the emoji's if required by clicking the Emojis icon.

  • Set the Visibility type and click on " Save template " option.

  • You can check your created templates added in the " Insert Template " section.

Send RingCentral Bulk SMS


Step 1: Select the Leads/Contacts/Deals and click on " Send Bulk SMS - RingCentral " option.

Step 2:

  • Select the " do not add country code " option if your Phone/Mobile fields are already saved with country codes.

  • Select the " add if phone number starts with 0 " option if your Phone/Mobile fields start with zero.

  • Select " add for all phone numbers " option if none of the Phone/Mobile fields of your Leads/Contacts/Deals does not have country codes.

  • Select " add if phone number not starts with country code " option if some of the Phone/Mobile fields of your Leads/Contacts/Deals does have country codes.

Step 3: Use your RingCentral Approved Templates or Enter the text in the message area and click " Send SMS " option.You can aslo add emojis by clicking the marked Emojis Keyboard icon just for your convenience.

RingCentral SMS History inside your Zoho CRM

1. You can view the " Message history " of your Particular" Lead/Contact/Deal by clicking on that particular Lead/Contact/Deal. Then select the " RingCentral SMS History " option under " Related List " section.

  • You can add & modify the modules of your RingCentral SMS History by clicking the " Manage Columns " , select the required fields and click " Save " button.

  • You can see that the selected field " Customer Number " is added to your RingCentral SMS History.

2. You can also view the " Message history " of all your Leads/Contacts/Deals collectively by clicking the " Three dots icon " and select " RingCentral SMS History " option.

  • You can modify the module of your RingCentral SMS History by selecting the " Manage Columns " option.

  • Manage Columns pop-up screen will appear. Select the required fields & click " Save " button.

  • You can see that the selected " Status " field is added to your RingCentral SMS History .

Report Generation


Follow the below steps to generate your Message Report,

Step 1: You can also download your Message Report by clicking onto the " Reports Tab " and select " Create Report " option.

  • In the next pop-up screen , select the report module and click " Continue " button.

Step 2: In the next screen , click on the " Continue " button.

Step 3: In the next screen , Click on the " Save " button.

Step 4: In the next pop-up screen ,

  • Enter your desired " Report Name ".

  • Enter the Description of your Report just for your convenience.

  • Select any particular folder by clicking on the " Select Folder " drop down box.

  • Click the " Save " button.

Step 5: In the next screen ,

  • Select your desirable sorting filters , and click " Apply " option.

  • After clicking on the marked arrow button beside " Edit " option , select " Export " option.

Step 6: In the next screen , Select your desired file format and click the " Export " button.

Send Automated messages through Workflows


Step 1: Click on the " Settings icon " on the top right corner of your Zoho CRM account

Step 2: In the next screen , click the " Workflow Rules " option in the " AUTOMATION " section.

Step 3: In the next screen , click the " Create Rule " option.

Step 4: A pop-up screen appears , click on the " Module drop down box " and select your desired module.

Step 5: Enter your desired Rule Name , Description & click the " Next " button

Step 6: In the next screen , Set up your desired trigger.

NOTE:

"Trigger decides when an action must be executed"

For example : You can send an automated message "Hurray!! Welcome" to every new customer who contacts you.

Here, trigger refers to " Whenever a new customer contacts you " an automated message will be sent to them.

Step7: In the next section , Select the condition to which leads you need to apply the rule & click the " Next " button.

Step 8: In the next section , click on " Webhook " option under Instant Actions section.

Step 9: Webhook pop-up screen will appear ,

  • Enter the name of webhook

  • Enter the description of your webhook just for your convenience

  • Copy & paste the webhook URL in the " URL to Notify " section

Open another Zoho CRM Tab in your browser & follow the below steps to find your Webhook URL,


(i) Select a Lead/Contact/Deal. Then , click the marked arrow button at top & select " Send Bulk SMS - Ringcentral " option.

(ii) Click on your " Profile icon " on the top right corner of the pop-up screen.

(iii) Click on " Workflows " option.

(iv) Copy your " Webhook URL " and paste it in the " URL to Notify " section.

(v) Scroll down on your " Webhook URL " Pop-Up screen & set up the Body Type as " Raw ".

(vi) Then ,set the Body Format as " JSON ".

(vii) Copy and paste the Parameters in the Body section.

SMS Parameters

Note : Replace FILL_HERE with the below parameters


"from" - Enter the Twilio Sender ID or SMS phone number

"To" - Enter the phone number field of the client (Click "#" and select the placeholder to fetch the value from the Zoho CRM field.)

"Body" - Enter the message content

"module" - Enter the API name of the Zoho CRM module which you can get from the "Developer Space".

"Channel" - SMS

"recordId" - It can be, for example, Lead ID (Click "#" and select the placeholder to fetch the value from the Zoho CRM field.)


(viii) " from " Parameter

  • Delete FILL HERE & replace with your RingCentral number with country code.

(xi) " to " Parameter

  • Replace FILL_HERE with # and select Phone/Mobile field from the drop down box.

NOTE :

For example :

  • If you are using a Canadian network provider. The Country code of the Phone/Mobile number starts with +1.

  • Replace FILL HERE with +countrycode#

(example : +1#) if the Phone/Mobile field of your Leads/Contacts/Deals does not have country code.

(x) " text " Parameter

  • Type the automated message you need to send within the double quotes (" ")

(xi) " module " Parameter

  • Delete FILL HERE & replace it with the exact API Name in the modules section. To get the API Names , click here.

(xii) " record Id " Parameter

  • Delete FILL HERE & replace it with # in the record ID section. Then select " Lead Id " option from the drop down menu below.

(xiii) After entering the Webhook credentials , Click " Save and Associate " option.

Step 10: Then , click the " Save " option .You have succesfully created a Workflow now.

Step 11: You will be redirected to the " Workflow Rules " screen in your Zoho CRM.

  • You can view & edit your created workflow here. Make sure your webhook status is ON.

By following the above steps , you can create your desired Workflow set-up to send automated messages.

Incoming messages inside Zoho CRM

  • You can enable / disable all the incoming messages inside your Zoho CRM by using this option .

Click on your " Profile icon " and enable your Incoming messages inside Zoho CRM by selecting the checkbox & disable it by unselecting it.

  • You can select the modules(Leads / Contacts / Accounts) to which the new contact must be added while receiving an incoming message.

  1. Click on your " Profile icon " and select the " Incoming messages " option.

  2. In the next screen , select into which module the new contact must be added.

Sharing RingCentral credentials with other Zoho CRM users


  • You can switch the Zoho CRM Users (Admins) who can access the RingCentral credentials.

Step 1: Click on your " Profile icon " and select the " Manage App Users " option.

Step 2: In the next screen , Click on " Add " option to add your specific Zoho CRM Users to access your RingCentral credentials for sending SMS.

  • Click on " Add all " option to make all of your Zoho CRM Users to access your RingCentral credentials for sending SMS.

  • Click on " Remove all " option to make all of your Zoho CRM Users not to access your RingCentral credentials for sending SMS.

  • After you have added the Users in your Admin account , your user can send SMS via your RingCentral account.

Note : You can use your Admin's RingCetral account or you can create your own account.