Salesforce and x.ai: Look up Salesforce Contact Owner and Notify Them of New Meetings

Part 3 of 3: This is the third of a series of three posts on integrating x.ai Meeting Scheduling with Salesforce. Part one shows you how to change an opportunity status in Salesforce when a meeting is scheduled and two shows you how to assign a lead owner when a Round Robin meeting is scheduled.

In large teams, communication is often complicated. Even with a good workflow, things can slip trough the net. Automated notifications can help — for example, by notifying the person responsible about important updates.

We built a Zap that sends an email notification to the owner of a Lead in Salesforce every time a meeting is scheduled with this Lead via x.ai . You can duplicate it here. Select “Try this Zap” to start — or read on and find out how to use it.

The recent Zapier integration 2.0 opened up a world of no-code possibilities. This guide is part of our series on making useful automations with Salesforce and x.ai.

If you want more automations, check the first guide, in which we share a Zap that automatically sets a “Demo scheduled” status for a Lead when a meeting is scheduled. Or read the second one, also with a Zap — where Leads are created and assigned to the meeting host on Salesforce automatically every time a Round Robin meeting is created on x.ai.

Connecting your x.ai account

First, you need to add your x.ai account. After you press “Try this Zap” on this page, open the “Search & Select…” dropdown under the “x.ai account” section. Press “Add a new account”. A prompt will appear, asking you to sign in with x.ai. If you don’t have an account — create one here. If you already have an account, sign in to proceed.

Once you sign in, Zapier will ask to provide your Integration Key. To get the Key, go to this page. Zapier integration is available on Individual and Team plans. If you’re on our free-forever plan, you can upgrade here. Otherwise, you can copy your Zapier Key here.

Once you copy the Key, paste it into the “Zapier Key” field and press “Yes, Continue”. This will take you back to Zapier — select “Continue”. Zapier will suggest to test your new trigger — press “Test Trigger” to check if your x.ai data propagates correctly. If data displayed matches one of your x.ai meetings, select “Continue”.

Connecting your Salesforce account

Next, you will need to add a Salesforce account. The process is similar. Confirm default options under the “Choose App & Event” section — “App” should say “Salesforce” and “Action Event” should say “Find Record” — then open the “Salesforce account” dropdown. Select “Add a new account”. Zapier will ask you to sign in with Salesforce. Sign up if you don’t have an account, or sign in with your Salesforce credentials.

Selecting your Salesforce Lead Object

After you connect both x.ai and Salesforce accounts, you’ll need to confirm your Salesforce Objects. This is a manual step, because everyone’s Salesforce set-up is a bit different — we need to make sure Zap interacts with the right Object.

Open the “Salesforce Object” dropdown and select “Lead”. There’s a lot of fields available on Salesforce, so feel free to use the search functionality provided by Zapier. Type “Lead” into the search field, and your Lead Object will pop up. Select it to confirm.

We pre-filled rest of the fields here, but you can take a look just to be sure everything is correct — “Field To Search By” should say “Email”, and “Search Value” should display “Guest Email Address”, along with an example from your test meeting. Press “Continue”. Zapier will display selected values and suggest to do a test run — press “Test & Review” or “Test & Continue” to proceed.

Selecting your Salesforce User Object

In Step 3, we’re going to search for the Lead Owner who will receive the email. To conduct the search, specify your User Object from Salesforce. Open the “Salesforce Account” dropdown and select your Salesforce account. Press “Continue”.

Under “Customize Record”, select the “Salesforce Object” dropdown and type in “User”. Pick the Object named “User”. “Field to Search By” should say “User ID”, and “Search Value” should say “Owner ID”, and an example. We’re not creating a new User if we don’t find one, so “Create Salesforce Record…” checkbox is unchecked. Press “Continue” to proceed. Review your test data, and select “Test & Review” or “Test & Continue” — if you pick the latter, Zapier will proceed to the next step if the data is valid.

Testing outbound emails

The last step is simple — you just need to review your test email and run the last test. “To:”, “Subject” and “Body” fields are pre-filled, and you can check if your test data is shown in the email body.

If you’re happy with the formatting, and all the data points are correct, select “Test & Continue”. Otherwise, select “Customize Outbound Email” to adjust the settings — in this section, you can fill in any fields in your email notification with data you got from previous steps.

We use guest’s and host’s full names, as well as their emails and “Friendly Meeting Start/End Time” to populate our email template.

By default, emails are sent from a Zapier domain via their email service. If you’d like to use your own domain to send these emails, you can change the Zap using Mailgun, Sendgrid, or plain SMTP integrations provided by Zapier — many other Zapier Apps are available that provide this functionality.

That’s it! Turn on your Zap and Owners for your Salesforce contacts should start receiving automated email notifications when meetings are scheduled with them via 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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