Integrate Salesforce, Zoom, and Gmail to create a meeting in Zoom when a lead is registered in Salesforce and send the meeting information to the other party via Gmail.

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

When scheduling negotiations or meetings using data from a CRM tool, there is a risk of manual data entry errors and the burden of managing data manually. By using the flow that automatically creates a Zoom meeting when a lead is registered in Salesforce and automatically notifies the customer using Gmail, which we will introduce this time, you may be able to reduce such risks.
In this article, we will explain in detail the recommended users, the benefits of integrating each app, and the actual setup method, so please read to the end.

Recommended for

・Those who use Salesforce, Zoom, and Gmail and want to integrate them to improve work efficiency
・Sales teams who manage customers and tasks using Salesforce but want to automatically generate meetings using that information
・Sales administration staff who are already using Salesforce and Zoom for meeting management but find it cumbersome due to manual processes

Benefits and Specific Examples of Integrating Salesforce, Zoom, and Gmail

Benefit 1: Reducing Effort by Automating a Series of Tasks

When information related to meetings is registered in Salesforce, you can automatically create a meeting in Zoom and automatically send that information to the customer using Gmail. If you perform this task manually, you will need to check Salesforce, enter information into Zoom, and then copy & paste that information to send via Gmail, which becomes more cumbersome as the number of cases increases. By utilizing this integration, you may be able to create an environment where you are freed from such burdens and can focus on core tasks.
For example, once the interaction with a customer is completed by the sales team, meetings can be generated and notifications sent just by entering the required information into Salesforce, allowing the person in charge to start preparing for the meeting without worrying about the entire setup.

Benefit 2: Avoiding Human Errors from Manual Work

If you manage Salesforce, Zoom, and Gmail without integrating them, at least three steps occur: checking Salesforce, entering information into Zoom, and sending via Gmail. The more steps there are, the higher the possibility of inducing human errors. On the other hand, by utilizing this integration, if the correct settings are made in advance, information will be automatically set in each place, which seems to prevent such errors from occurring.
For example, when a sales administration staff member manages multiple customer meetings for the sales team in one day, it could be a more effective means.

Benefit 3: Achieving Quick Meeting Management

In the previous benefits, we mentioned that integrating Salesforce, Zoom, and Gmail leads to a reduction in effort and human errors. By reducing such effort and errors, meeting management can be carried out more smoothly than ever before.
If you can automate the meeting management, which was a challenge for the sales team due to the large number of steps, you will be able to focus more on customer interactions, which may ultimately lead to an increase in the success rate of negotiations.

[What is Yoom]

Now, let's create a flow bot using the template "Create a meeting in Zoom and send the meeting information to the other party via Gmail when a lead is registered in Salesforce."

How to Create an Integration Flow for Salesforce, Zoom, and Gmail

The flow to integrate Salesforce, Zoom, and Gmail using Yoom proceeds through the following four processes.

・Registering My Apps for Salesforce, Zoom, and Gmail
・Copying the template
・Setting up Salesforce as the app trigger followed by Zoom and Gmail settings
・Turning on the trigger and verifying the integration is working correctly

Step 1: Integrate Salesforce, Zoom, and Gmail as My Apps

First, register My Apps to connect Salesforce, Zoom, and Gmail with Yoom.

1. Click "My Apps" on the left side of the Yoom management screen and then click "+New Connection".

2. On the next screen, search for "Salesforce", "Zoom", and "Gmail" to navigate to the following screen.

・For Salesforce
※When integrating Salesforce with My Apps, pay attention to the account linked with other services and the Salesforce settings. Detailed setup instructions can be found on this help page.
※Salesforce is available only on the Team Plan and Success Plan. For Free Plan and Mini Plan, operations and data connections set in Flowbot will result in errors, so please be cautious. Paid plans like Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps.

Enter your username and password, and log in to complete the Salesforce My Apps registration.

・For Zoom
※Instructions for obtaining Zoom's Client ID and Client Secret can be found on this help page.

Enter the above items and click "Add" to navigate to the following screen.
Click "Allow" to complete the My Apps registration.

・For Gmail

Click "Sign in with Google" on the above screen to navigate to the following screen, then click "Next".

Finally, check "Select All" and click "Continue" to complete the My Apps registration.

3. Once the My Apps registration for the three tools is complete, copy the template for automation settings.

On the page of the above template, click "Try this template" to complete the copy.

Step 2: Setting up the Trigger in Salesforce

Next, set up the trigger that will initiate the automation.
In this automation, the trigger activates when a new record is registered in the Salesforce lead object.
* This automation assumes that custom field items (such as dates) are prepared in the Salesforce lead object in advance, and that information necessary for creating a Zoom meeting exists there.
* To create a Zoom meeting, "Date (input format like 2021-08-01)", "Start Time (input format like 12:30)", and "Meeting Duration (input format in minutes like 60)" are required.

1. From the left side of the Yoom management screen, select "My Projects" and click "【Copy】Create a meeting in Zoom when a lead is registered in Salesforce and send the meeting information to the other party via Gmail".

2. Click "App Trigger New Record in Lead Object...".

3. After selecting the account to link with Salesforce, click "Next".
* Other items are set by default.

4. Set the trigger activation interval and My Domain URL, then perform a test.
* Trigger activation intervals are available at 5, 10, 15, 30, and 60 minutes, and the selectable time varies depending on the plan. Once per selected interval, the app checks if a trigger action has occurred, and if so, the flow bot is activated.

5. When you perform the test, the information registered in Salesforce is output as an output.
If there are no issues, save it.

Step 3: Setting up Zoom Meeting Creation

Next, set up the creation of a Zoom meeting based on the output from Salesforce.

1. Click "Integrate with App Create Meeting".

2. Select the account to link with Zoom (OAuth) and click "Next".
* Other items are set by default.

3. Set the necessary items such as "Email Address" and "Topic", then save.
* For the meeting description, you can dynamically reflect company names and other details that change for each customer by selecting from the output of "When a new record is registered in the lead object" that appears when you click the frame.
* Similarly, set the date, start time, and meeting duration required for creating a Zoom meeting from "When a new record is registered in the lead object" to create a meeting for each new lead. (In the detailed section at the bottom right of the screen below, it is set to enter the meeting date in the "Description" field of the Salesforce lead object)

Step 4: Setting up Gmail Sending and Saving Meeting ID in Salesforce

Finally, set up sending Zoom meeting notifications via Gmail and registering the meeting ID in Salesforce.

1. Click "Send Email Send Email".

2. Select the account information to link with Gmail.
* Other items are set by default.

3. Set the necessary items such as "To", "Subject", and "Body", then proceed to the next step.
* When you click each frame, the information obtained from the previous settings is displayed in "Output". By selecting values that change for each customer from "When a new record is registered in the lead object" or "Create Meeting", you can dynamically reflect information.

4. Perform a test, and if the email is sent successfully, click "Save".
* When you click "Test", an actual email is sent. Therefore, it is recommended to set your email address as test lead information in Salesforce.

5. Click "Integrate with App Update Lead Object Record".

6. Confirm the account information to link with Salesforce and click "Next".
* Other items are set by default.

7. Set the Lead ID, update record information, and My Domain URL, then perform a test.
If successful, save it.
* Set the Salesforce lead object field where you want to register the Zoom meeting ID in the "Update Target Field" of the update record information.

8. Finally, by turning on the trigger, a Zoom meeting will be automatically created, an email will be sent to the customer via Gmail, and the meeting ID will be registered in Salesforce each time a new lead is registered in the Salesforce lead object.

If you have any questions about the flow introduced, you can also refer to the help page.

Other Automation Examples Using Salesforce, Zoom, and Gmail

There are many other examples of automation using Salesforce and Zoom in Yoom, so here are a few.

1. This is a flow where a meeting is registered in Zoom when activity information (activity) is registered in Salesforce.

When you register a scheduled activity in Salesforce, a meeting schedule is automatically registered in Zoom.
This automation saves the effort of repeatedly registering the same information.

2. This is a flow for sending template emails via Gmail based on Salesforce contact information.

You can send template emails from Gmail directly from the record detail page of the contact object.
This automation eliminates the need for manual email creation and sending, leading to improved work efficiency for the staff.

3. This is the flow for sending a template email via Gmail from the Salesforce lead detail page.

You can automatically send a template email via Gmail from the detail page of the lead object.
This automation eliminates the hassle of creating and sending emails, thereby improving work efficiency.

Summary

By integrating Salesforce, Zoom, and Gmail, you can achieve operational efficiency and prevent human errors.
This automation can significantly reduce time, especially for companies struggling with staff shortages.
Furthermore, preventing human errors and enabling speedy customer responses may lead to improved customer satisfaction.

The automation introduced is attractive because it can be implemented without code, making the technical barrier low and allowing for immediate practice.