How to schedule a meeting with a customer in Google Calendar based on Salesforce information and send the meeting URL via Outlook

Registering meeting information in Salesforce manually into Google Calendar and sending meeting notifications via Outlook is a tedious task. Additionally, repeatedly entering meeting information is inefficient and poses risks of input errors and delays in communication with clients. However, by integrating these three tools, you can solve all these issues. In this article, we will introduce a no-code method to integrate Salesforce, Google Calendar, and Outlook, which can serve as a reference for implementing automation. Recommended for: - Companies using Salesforce, Google Calendar, and Outlook - Those using Salesforce, Google Calendar, and Outlook but find it cumbersome to link customer management and meeting schedules - Those considering streamlining meeting setup tasks by integrating Salesforce, Google Calendar, and Outlook - Those aiming to reduce errors by integrating Salesforce, Google Calendar, and Outlook Benefits and Examples of Integrating Salesforce, Google Calendar, and Outlook Benefit 1: Reduction of Manual Input The process of registering meeting information from Salesforce into Google Calendar, creating a meeting, and then sending an email to the client is time-consuming. By integrating the three tools, you can automate all processes beyond registering the schedule in Google Calendar. For example, in teams or companies with limited personnel for customer service, this automation can reduce the time spent on manual input, allowing more time for important tasks. Benefit 2: Speeding Up Communication with Clients When manually sending emails to clients after registering a schedule in Google Calendar, there can be a time lag. However, by integrating Salesforce, Google Calendar, and Outlook, you can automatically send an email to the client once the schedule is registered. For instance, you might have experienced delays in client communication due to unexpected tasks after registering a schedule in Google Calendar. This automation can prevent such time lags and enable prompt communication with clients. Benefit 3: Reduction of Human Errors Even if accurate information is registered in Salesforce, there is a risk of incorrect input into Google Calendar or emails. This automation can prevent such transcription errors. For example, even busy sales team members can have schedules automatically registered in Google Calendar and emails sent to clients once the correct information is registered in Salesforce. In this way, automation reduces manual processes and significantly decreases human errors. Now, let's introduce how to use the no-code tool Yoom to "register meeting schedules with clients in Google Calendar based on Salesforce information and send the meeting URL via Outlook." [About Yoom]

Salesforceの情報をもとに顧客との会議予定をGoogleカレンダーに登録し、会議URLをOutlookで送信する方法この方法は、Chromeの拡張機能を利用し、Salesforceに登録された会議情報をSalesforceのAPIを利用して受け取り、Googleカレンダーの提供するAPIを用いて、Googleカレンダーに予定を追加し、会議を作成することで実現可能です。また、Googleカレンダーが提供するAPIを用いることで、Salesforceに登録した情報やGoogleカレンダーの情報をOutlookで通知できます。一般的に実現にはプログラミングの知識が必要ですが、ノーコードツールのYoomを用いることでプログラミング知識がなくても簡単に実現できます。今回は大きく分けて以下のプロセスで作成していきます。 Salesforce、Googleカレンダー、Outlookをマイアプリ登録テンプレートをコピーフローの起点となるChrome拡張機能とSalesforceのトリガー設定、その後に続くGoogleカレンダー、Outlookの設定トリガーボタンをONにして、連携動作を確認 Yoomを利用していない方は、こちらから無料登録をしてください。すでにYoomを利用している方は、ログインしてください。ステップ1：Salesforce・Googleカレンダー・Outlookをマイアプリに登録まずSalesforce、Googleカレンダー、OutlookをYoomに連携させるため、マイアプリに登録します。 1.Yoom管理画面の左側で「マイアプリ」を選択し、「+新規接続」をクリックします。 2.続く画面でSalesforce、Googleカレンダー、Outlookをそれぞれ検索して進むと、次の画面に遷移します。＜Salesforceの場合＞・ログインすると、マイアプリに登録が完了します。 ※他のサービスと連携しているアカウントは使用しないようにご注意ください。 ※Salesforceはチームプラン・サクセスプランでのみご利用いただけるアプリとなっております。フリープラン・ミニプランの場合は設定しているフローボットのオペレーションやデータコネクトはエラーとなりますので、ご注意ください。チームプランやサクセスプランなどの有料プランは、2週間の無料トライアルを行うことが可能です。無料トライアル中には制限対象のアプリを使用することができます。＜Googleカレンダーの場合＞・上記でアカウントにログインします。下記の画面でボックスにチェックを入れ「続行」をクリックすると、マイアプリに登録が完了します。＜Outlookの場合＞・アカウントにサインインすると、マイアプリに登録が完了します。 ※Microsoft365（旧Office365）には、家庭向けプランと一般法人向けプラン（Microsoft365 Business）があり、一般法人向けプランに加入していない場合には認証に失敗する可能性があります。 3.テンプレートのコピー・下記リンクを開きます。

・Click "Try this template" to complete the copy.

Step 2: Set up the Trigger Extension and Salesforce

Set up the trigger action that initiates the flow.
This flow can be manually launched from Salesforce using a Chrome extension.

1. Select "My Projects" in the Yoom admin panel and click "【Copy】Register meeting schedule with customers from Salesforce to Google Calendar and send the meeting URL via Outlook".
※The template title can be changed on the next screen.

2. Click "Install Extension".
※For more information about the Chrome extension, please check here.

3. Click "Add to Chrome".

4. Click "Add Extension" to complete the extension setup.

5. Click "Chrome Extension Trigger Launch from Account Object Record".

6. Verify the account to be linked with Salesforce and click "Next".
※Other items are set by default.

7. Enter the My Domain URL and the sample URL of the launch page, then click "Test".
※For the sample URL of the launch page, enter the link to the individual page of the customer you want to send the email to. Details are explained on the help page.

8. If the test is successful, the information retrieved from Salesforce will be obtained in the output.
Add information about the meeting to the output from "+Add value to retrieve" and save it.
※The method of adding to the output is explained on the help page.
※This flow assumes that "Meeting Date", "Meeting Start Time", and "Meeting End Time" are already registered in Salesforce. (Each item must be set as a custom field, and the meeting date must be registered in the format "2021-01-01", and the time in the format "12:30")

Step 3: Set up to Register Schedule in Google Calendar and Create Meeting

1. Click "Create Schedule to Integrate with App".

2. Verify the account to be linked with Google Calendar and click "Next".
※Other items are set by default.

3. Set the items to be registered in Google Calendar.
※The calendar ID can be selected from the "Candidates" displayed by clicking the frame.
※Each item can be entered directly. If you want to reflect the items obtained from Salesforce, select from "Launch from Account Object Record" in the output displayed by clicking the frame. This allows dynamic reflection of values that change for each customer.

4. After setting all the items above, conduct a test and save if successful.
※Conducting the test will register the schedule in Google Calendar and generate a meeting link.

Step 4: Set up to Send Email from Outlook

Finally, set up to send the meeting information entered in Salesforce and the meeting ID created in Google Calendar to the customer via Outlook.

1. Click "Send Email Send Email".

2. Verify the account to be linked with Outlook.
※Other items are set by default.

3. Set the message to be sent via Outlook.
※Each item can be entered directly. When reflecting information from Salesforce or Google Calendar, select from "Launch from Account Object Record" or "Create Schedule" in the output displayed by clicking the frame. This allows dynamic reflection of values that change for each customer.

4. After making the above settings, proceed to the next page and conduct a test.
Save if successful.
※If the test is successful, an email will be sent to the address displayed as the recipient.

5. Enable this flow by turning the trigger ON.

6. When launching the flow, open the page of the customer you want to send the meeting schedule to in Salesforce.
Then click the "Extension Mark" in the upper right corner and select "yoom".

7. The created flow will be displayed, so click "Launch".

8. Click "Launch" to register the meeting schedule with the customer in Google Calendar based on the information registered in Salesforce, and the meeting URL will be sent via Outlook.

If you have any questions about the flow introduced, please check the help page.

Other Automation Examples Using Salesforce, Google Calendar, and Outlook

There are many other examples of automation using Salesforce, Google Calendar, and Outlook available in Yoom, so here are a few introductions.

1. Send Template Emails from the Salesforce Lead Detail Page via Outlook

There might be times when you want to send template emails only to specific leads.
By using this integration, you can automatically send campaign emails from individual lead screens in Salesforce.

2. Register an event in Google Calendar when activity information (activity) is recorded in Salesforce

When a new activity is registered in the activity fields of Salesforce's opportunity or account objects, an event can be automatically added to Google Calendar.
This can help prevent missing event registrations.

3. Notify Google Chat when the Salesforce opportunity stage reaches a specified phase

When manually informing your supervisor about the progress of an opportunity, there can be omissions or time lags.
By using this integration, you can automatically notify when a specific phase is reached, reducing the notification burden on the person in charge and the management burden on the manager simultaneously.

Summary

By integrating Salesforce, Google Calendar, and Outlook, the burden of managing meeting schedules with clients will be significantly reduced.
This automation allows representatives to simply register accurate meeting information in Salesforce.
Additionally, it is expected to reduce human errors when registering schedules and sending emails.
Furthermore, it leads to faster communication with clients, thereby increasing their trust.
The integration of Salesforce, Google Calendar, and Outlook can be easily set up without any coding using Yoom, making it accessible even without technical knowledge.
Please take this opportunity to improve your business efficiency.