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 scheduling meetings or appointments using data from a CRM tool, there is a risk of manual data entry errors and the burden of managing data manually. By using a flow that automatically creates a Zoom meeting when a lead is registered in Salesforce and notifies the customer using Gmail, you might be able to reduce these risks. In this article, we will explain in detail the recommended users, the benefits of integrating each app, and the actual setup process, so please read to the end. Recommended for: - Those who use Salesforce, Zoom, and Gmail and want to streamline operations by integrating them. - Sales teams using Salesforce for customer and task management who 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 of integrating Salesforce, Zoom, and Gmail with specific examples: Benefit 1: Reducing workload by automating a series of tasks When meeting information is registered in Salesforce, a meeting can be automatically created in Zoom and sent to the customer via Gmail. If done manually, you would need to check Salesforce, input information into Zoom, and copy & paste that information to send via Gmail, which becomes more cumbersome with a higher number of cases. By utilizing this integration, you might be able to create an environment where you can focus on core tasks without such burdens. For example, once the sales team completes interactions with a customer and inputs the required information into Salesforce, meetings can be generated and notifications sent, allowing the person in charge to prepare for the meeting without worrying about the setup. Benefit 2: Avoiding human errors from manual tasks Managing Salesforce, Zoom, and Gmail without integration involves at least three steps: checking Salesforce, inputting into Zoom, and sending via Gmail. The more steps there are, the higher the chance of human error. However, by using this integration, if the correct settings are made in advance, information can be automatically set in each place, potentially preventing such errors. For example, when a sales administration staff manages multiple customer meetings for the sales team in a day, this could be a more effective method. Benefit 3: Achieving quick meeting management As mentioned in the previous benefits, integrating Salesforce, Zoom, and Gmail can lead to reduced workload and human errors. By reducing these burdens and errors, meeting management can be conducted more smoothly than before. Automating the meeting management process, which was a challenge for the sales team due to the number of steps involved, could allow for more focus on customer interactions and potentially lead to higher success rates in negotiations. [Yoom Explanation] Now, let's create a flow bot using the template "Create a meeting in Zoom and send meeting information via Gmail when a lead is registered in Salesforce."

Salesforce, Zoom, and Gmail Integration Flow Creation Using Yoom, the integration flow for Salesforce, Zoom, and Gmail progresses through the following four processes. - Registering My Apps for Salesforce, Zoom, and Gmail - Copying the template - Configuring Salesforce as the app trigger and subsequently setting up Zoom and Gmail - Turning on the trigger and verifying that the integration is functioning correctly Step 1: Integrate Salesforce, Zoom, and Gmail with 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 transition to the following screen. - For Salesforce * When integrating Salesforce with My Apps, be cautious of the account linked with other services and the settings on the Salesforce side. 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 of the configured flow bot will result in errors, so please be careful. Paid plans like Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. Enter your username and password, and log in to complete the My Apps registration for Salesforce. - For Zoom * The method to obtain Zoom's Client ID and Client Secret can be found on this help page. Enter the above items and click "Add" to transition to the following screen. Click "Allow" to complete the My Apps registration. - For Gmail Click "Sign in with Google" on the above screen to transition 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 Salesforce Trigger

Next, set up the trigger that will be the starting point for automation.
In this automation, the trigger is activated 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, you need "Date (input format like 2021-08-01)", "Start Time (input format like 12:30)", and "Meeting Duration (input format in minutes like 60)".

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 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. The app checks whether a trigger action has been performed at each selected interval, and if an action has been performed, 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 problems, 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 "Create Meeting with App Integration".

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 that change for each customer by selecting from the output displayed when you click the frame, such as "When a new record is registered in the lead object".
* Similarly, the date, start time, and meeting duration required for creating a Zoom meeting can be set from "When a new record is registered in the lead object" to create meetings for each new lead. (In the detailed section at the bottom right of the screen below, the setting is to enter the meeting date in the "Description" item of the Salesforce lead object)

Step 4: Setting up Gmail Sending and Saving Meeting ID to 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 in the previous settings is displayed in the "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 the 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 own email address as test lead information in Salesforce.

5. Click "Update Record in Lead Object with App Integration".

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

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

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

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 to introduce.

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

When you register a planned activity in Salesforce, a meeting schedule is automatically registered in Zoom.
This automation eliminates the hassle of repeatedly registering the same information.

2. This is a flow to send a template email via Gmail based on Salesforce contact information.

You can send a template email from Gmail 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 person in charge.

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 reduces the effort 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.
Moreover, preventing human errors and enabling speedy customer response can lead to improved customer satisfaction.

The automation introduced is attractive because it can be implemented without code, making the technical barrier low and easy to practice immediately.