Salesforce and x.ai: Change Opportunity Status in Salesforce When a Meeting is Scheduled

Part 1 of 3: This is the first of a series of three posts on integrating x.ai Meeting Scheduling with Salesforce. Part two shows you how to assign a lead owner when a Round Robin meeting is scheduled and part three shows you how to look up the Salesforce contact owner and notify them of new meetings scheduled.

Salesforce is one of the most popular Customer Relationship Systems (CRM) systems out there. It lets thousands of organizations keep track of their accounts, opportunities and campaigns, and is known for its flexibility — there’s a ton of use cases Salesforce can cover for companies, not just in sales but across the board.

When lead opportunities schedule a call with you, do you want to have your incoming lead opportunities logged into Salesforce and assigned a specific status automagically? We made a Zap that does that — using the new x.ai Zapier Integration 2.0. You can find it here.

Setting up the Zap

To start using this integration, follow the Zapier link above and click “Try this Zap”. If you don’t have an account, you’ll need to sign up first. If you do have one, just sign in.

Connecting your x.ai account

Once you’re signed in, Zapier will ask you to follow four simple steps to finalize the setup. This only takes two minutes. Select “Add a new account” and sign up for an x.ai account, if you don’t have one — or sign in. A prompt will open up asking to input your Zapier key — press “Zapier integration page”.

This will open up a new page with your x.ai Zapier integration settings. If you’re on our free-forever plan, you can upgrade to our Individual or Team plan to access the Zapier integration. Otherwise, once you log in will see your Zapier key — copy it and paste into the prompt, then confirm.

Your x.ai account should now be connected to Zapier and you should see your account name appear in the “Choose Account” dropdown. Select “Continue” to proceed.

Testing the connection

Once connected, Zapier will ask you to test the “trigger event”, which in this case is a new meeting scheduled via x.ai. For that, you should have at least one scheduled meeting in your x.ai calendar history — which also means in your Google Calendar or Outlook — for this to work. If you don’t, you can schedule a meeting with yourself for testing purposes. Make sure to use an email different from your x.ai account.

If the trigger works, you’ll see a section with the data from your last meeting mapped to x.ai data. You can select any past meeting to use as a test by pressing “Meeting X” under the “Find Data” heading. We recommend working with test data that you can easily recognize and type.

Selecting your meeting template

After you select “Continue”, the next step will open up — here you can specify specific meeting URLs used with the integration. For instance, you can switch Lead status to “Demo scheduled” only when guests schedule meetings using the /demo meeting template. Select “Filter Setup & Testing” to check your Meeting URL and try out the filter.

There’s no /demo URL in x.ai by default, but we use it in this Zap to separate your regular meetings from demo meetings. If you’d like to use one of the default ones, you can replace “demo” by any other value. To do this, type in the value of the URL you need — typing in “virtual” will means Zap triggers only when /virtual meetings are scheduled.

Adding a Demo Meeting Template on x.ai

To add new “demo” meeting type, follow this great guide by Lauren. After you add elect “Continue” to test out the filter. If there’s a message that says “Your Zap would have continued” it means the test was successful. If there’s no message, or if there’s an error, try changing the meeting URL and testing again. Select “Done editing” to proceed.

Connecting your Salesforce account

Connecting a Salesforce account is similar to connecting an x.ai one — select the “Salesforce Account” dropdown, then “Add a new account”. Salesforce will open on a new page — sign in, or sign up for a new account. Once signed into Salesforce, a prompt will ask you to select your Salesforce environment. If you’re not sure, select “Production” — this question is meant for users who use different environments for testing or development. Confirm, and select “Continue”.

Retrieving status for a Lead Object on Salesforce

This step is to search your Salesforce Leads to update them with a new status — or to create new records, if there are none. For Zapier to do this, you need to specify your Salesforce Object that contains Lead data (the same Zap could be replicated for any other Object with a status property, but we’re demonstrating on Leads here).

Open the “Salesforce Object” dropdown, then type in “Lead” and select the “Lead” option that pops out.

Creating a “Demo Scheduled” status on Salesforce

You can set any status on Salesforce when a meeting is scheduled with x.ai — in this example, we’re setting a “Demo Scheduled” status. To add a new status on Salesforce, go to the Salesforce app. In the top right corner you will find a “Settings” button with a cog icon — once pressed, it will take you to the setup menu. Select a “Setup” option inside this menu. A new page will open. You need to find the “Objects and Fields” → “Object Manager” tab on this page and open it. In the Object Manager, find your “Lead” object and select it. In the page that opens, we need the “Fields & Relationships” tab — inside that tab, you will see all the properties for the Lead object.

To edit a Status property, if you have it in Salesforce, select it. A sub-page will open with details about your Status property. Find the table with options available in the Picklist. Then select “New” to add a new option to the Picklist (we already have a “Demo scheduled” option on the screenshot).

Specify a Label for this option — “Demo Scheduled” in our case. You also need to specify an API Name used in integrations — not important in our case. We use an API Name that’s identical to the Label, “Demo Scheduled”. After this is done, select “Save”.

Selecting “Demo scheduled” status in Zapier

We already pre-filled most of the values in the “Search” section on Zapier. The only thing you need to re-check here is the Status. Select the “Demo Scheduled” Status we just added — or any other one. Here you can see that we search for Leads by their email — this means that the Zap will check Salesforce for a Lead with an email that matches the email of the person who scheduled the meeting on x.ai.

Adding Company name with x.ai custom fields

Note that the Company says “N/A” by default. To fill the Company field automatically you would need to collect company data via a custom field on x.ai. Check the final section in this guide on how to do this.

In short, when creating or editing a meeting template, you will find a tab called “Custom Fields”. Open it, and specify a Label for your custom field (“Company” in our case), type of the custom field (“One line”), and whether it’s required or not (on Salesforce this is a required field be default, so you can also select “Required” here. After you set this up, click “Company” field in Zapier and select “New Meeting Scheduled in x.ai” → “Show All Options” → “Custom Fields Custom Field X Answer”, where “X” is the number of your custom field with company names. You can also type in the name of the field to do a quick search. Company names collected via meeting forms on x.ai will then propagate to Salesforce automagically.

Screenshot from “How do I set my Meeting Templates” guide

Almost done! You can customize the Zap for your specific case by adding more data here, but for the sake of this guide we’ll proceed with one custom field for the company name. Select “Continue”.

Testing Lead lookup and status update

Next section allows you to test how the search works, and verify that Zapier receives your x.ai data, then finds a Lead based on it or creates a new one. Select “Test & Review”. If you see “We were able to find a record” message — it worked! If you get an error, go back to the previous step and check for extra data fields. Make sure your “email” field references the email you got from x.ai during Step 1. If everything worked, select “Retest and continue”.

Updating Salesforce record

This is the final Step. Open up “Salesforce Object” pop-up and find the Lead object as you did earlier, in Step 3. As you can see in the section that appears, we’re only updating the status — though you can also change this Zap if you need and update any other Lead information with data from x.ai’s scheduling tool. Select “Continue”.

Testing Status update

Check that all the data is correct and select “Test & Review”. This will do a new test run. If you see a “We created a record” message and see the status updated on Salesforce — that’s it!

Congratulations! You’ve set up automated Salesforce status updates for Leads that schedule with x.ai.

Valentine is an Operations Specialist at Optemization, a digital operations agency, that helps startups design efficient organization systems, processes, and habits.


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