Salesforce video history integration

If you integrate MiiTel with Salesforce, you can register the meeting details as an Event on Salesforce. The Event will include the URL of the meeting history, start and end time of Zoom meetings, speech recognition results, call memos, etc.

Contents

Salesforce editions you can use for this integration

Your Salesforce edition must be one of the following as this integration uses REST API. Please check Salesforce editions that can be integrated with MiiTel.

  • Enterprise Edition
  • Unlimited Edition
  • Developer Edition
  • Salesforce Platform Starter
  • Salesforce Platform Plus

  IMPORTANT

  •   Please note that this integration is not available for Professional Edition and Essential Edition.

Step 1: Salesforce integration

First, you will integrate MiiTel and Salesforce.

  IMPORTANT

  •  Please confirm the following for the Salesforce account you will be using for this integration.

・ You can use the Salesforce API (able to log in by using the API)

・ You have permission to see the records, including all Accounts, Contacts, and Leads

  •  When setting up the video history integration, the following privileges are also required:

・ Permission to edit Events (API name: Event)

・ Permission to edit Activities (API name: Activity)

・ Permission to edit the fields in the activity history

・ The Salesforce user (linked to the MiiTel user) must have permission to see the user records

  1. Log in to MiiTel Admin.
  2. Click Third Party Integration > Salesforce > Basic settings tab
  3. Click Integrate.
  4. You will log in to Salesforce as the Salesforce user (if you have already logged in to Salesforce, the message "Do you want to allow access?" will be displayed. After you check the account details, click Allow.)
  5. Click Save.

  IMPORTANT

Step 2: Video history integration

Next, you will change the MiiTel Admin and Salesforce settings so the details of your recordings saved in Video Analytics can also be automatically created as an event on Salesforce. You can include the following information to the event.

  • Subject: Meeting title
  • Start: Start time
  • End: End time
  • Type: Meeting
  • Description
    • Video history URL
    • The total length of the video (minutes)
    • Speech recognition (without fillers)
    • Speech recognition (summary)
    • Call memo *1
  • Custom item: Video object ID *2

*1 Only the call memos you have registered or edited during the speech analysis process will be reflected in Salesforce. 

*2 Learn how to create a custom item.

  IMPORTANT

  1. Visit https://account.miitel.jp/v1/signin and log in to MiiTel Analytics.
  2. Click cog-solid Open MiiTel Admin on the top right of the page.

  3. Click Third Party Integration > Salesforce
  4. Click the Video history integration tab.
  5. Check Enable video history integration.
  6. After you set all of the following fields, click Save.

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1Video object ID: Select a custom field where the video object ID will be registered. The field type must be Text. (Video object ID is the ID after /video/ contained in the URL of Video Analytics.)

  NOTE

  •   To create a custom field with the field type as Text, log in to Salesforce with an account that has administration privileges, then click Settings > Object Manager tab > Activity > Fields and Relationships. Set the following fields, then click Next. (For other fields, you can leave them with the default settings.)
    Field Label: Enter the name of the field.
    Length: 50

2Call memo: Select a custom field where the call memo will be registered. The field type must be Picklist (Multi-Select).

  NOTE

  •   Create the custom field on Salesforce where the Call History will be registered.
  1. Log in to Salesforce with an account that has administration privileges, then click Settings.
  2. Click the Object Manager tab > Activity > Fields and Relationships.
  3. Click New.
  4. Select Picklist (Multi-Select) in Step 1. Choose the field type.
  5. Set the following for Step 2. Enter the details.

    1Field Label: Enter the name of the field.

    2Values: Select Enter values, with each value separated by a new line

    3Enter a sample call memo here. (The settings will be incomplete if this section is left blank.)

    4Uncheck Restrict picklist to the values defined in the value set.

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  1. Click Next and continue with the settings to Step 4. Add to page layouts, then click Save.

3Description: Click the type of information you want to include in Description from Merge field.

  IMPORTANT

  •   (For the customers using MiiTel in Japan) If you set the Minutes of the meeting (SUMMARY_WITH_GPT) for Merge field, the event on Salesforce will be overwritten and saved after you create the meeting minutes. Therefore, if you are using the event's description for taking notes, do not set the Minutes of the meeting for Merge field. Instead, click Copy to clipboard on the minutes and paste the details to the event.

  NOTE

  •   The maximum number of characters you can enter in Description is 30,000, including the field codes.
  •  This integration uses REST API, and the API will be consumed as the following.
  •  Each time the list of custom fields for the event is retrieved, the API will be consumed once.
  •  Each time the new video history is created, the API will be consumed once.
  •  If the Contact object refers to the name field, the API will be consumed once to search for the Account to be registered to Related To in the activity history.
  •   Salesforce API version used for MiiTel is 51.0, and if you wish to check the API version, please go to Find Salesforce Edition and API version.
  •   The video history will be created after the speech recognition is finished. (The timing is the same even if you have not set the speech recognition (without fillers) in the Description.)
  •   If you do the recording multiple times during one meeting, only the speech recognition that was completed the earliest will be saved to the video history.

Step 3: Activity history assignee

If you link Salesforce users to MiiTel users, the Salesforce username linked to the Zoom username (the host of the Zoom meeting) will be registered as the Assigned To in the activity history. (For Created by and Modified by, the Salesforce username set in Salesforce Integration - Basic settings will be displayed due to the restrictions of Salesforce).

  IMPORTANT

  1. Visit https://account.miitel.jp/v1/signin and log in to MiiTel Analytics.
  2. Click cog-solid Open MiiTel Admin on the top right of the page.

  3. Click Third Party Integration > Salesforce
  4. Click the Activity history assignee tab.
  5. Edit on the Salesforce username you would like to link to the MiiTel user.
  6. Click Select users to add box, then select the MiiTel username.
  7. Click Add.
  8. Click Save.

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Step 4 - a: Set the "Related to" for the activity history

If you set up the video history integration, MiiTel will create an activity history with the meeting history details in Salesforce's Events object. However, since the meeting history's activity history does not have any values that can be related to other objects, the Related to details will be blank. Therefore, if you create a report by following the steps below, you can check the meeting history even if the Related to details are blank, and you can also set the event that is related to the meeting history.

  1. On Salesforce, click the Reports tab.
  2. Click New Report.
  3. On Create Report, click Tasks and Events.
  4. Click Start Report.

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  1. Click the Outline tab on the left of the screen and set the following for Columns.
  • Date
  • Subject
  • Related to

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  1. Click the Filters tab and set the following.
  • Show Me: Set All activities.
  • Date:
    • Date: Set Date.
    • Range: Set All Time.
  • Show: Set Open & Completed Activities.
  • Show: Set Tasks and Events.  
  • Video object ID: Search and select "meeting object ID" and set not equal to for Operator, then click Apply.
  • Related to: Search and select "Related to" and set equal for Operator, then click Apply.
  1. Click Save & Run.
  2. Click the subject name if there is any record in the report. 
  3. Click ▼ on the top right > Edit.
  4. In Related to, set the record that is related to the meeting history, then click Save

Step 4 - b: Use Microsoft Outlook Calendar to set the "Related to" for the activity history

If you set up the video history integration, MiiTel will create an activity history with the meeting history details in Salesforce's Events object. If you integrate MiiTel with Microsoft Outlook Calendar, this activity history can automatically be related to the Salesforce record set up in Microsoft Outlook Calendar.

  Permissions or subscriptions required

  1. Create a new event in Microsoft Outlook Calendar.
  2. Paste the Salesforce record URL you want to relate to in the Memo section.
  3. Click Send.

  NOTE

  •   This feature is supported for Microsoft Teams, Google Meet, and Zoom online meetings.
  •   You can set the record URLs of all Salesforce objects in the Related to field.

Step 4 - c: Create a "Create a meeting" button (If you are using Zoom or Microsoft Teams integration)

For Zoom or Microsoft Teams meetings, if you create a meeting from Salesforce, you can skip Step 4 - a: Set the "Related to" for the activity history, so it is convenient to check the related details of the history.

If you want to create a meeting from Salesforce, you would need to create a button used to create meetings. After you finish the meeting, the recording of the meeting will be saved in Video Analytics and an Event with the meeting history details will be created on Salesforce. Also, in the Related to field for that Event, the record for which the button was clicked will be set.

For details about how to create a Zoom meeting with this button, check How to use the "Create a Zoom meeting" button.

  1. Log in to Salesforce with an account that has a system administrator profile.
  2. Click Setup > Setup.
  3. Click the Object Manager tab.
  4. From the list of objects, click on the object you wish to add a custom button.
  5. Click Buttons, Links, and Actions.
  6. Click New Button or Link.
  7. After you set all of the following fields, click Save.

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1Label: Enter Create a meeting

2Display Type: Choose Detail Page Button

3Behavior: Set Display in new window

4Content Source: Set URL

5Enter the code as below.

Button for creating a Zoom meeting:

https://Company ID.miitel.jp/app/zoom-room?company_id={Record ID of the object}

The code is different for each object. Please refer to the following codes as your guide.

  • Lead: https://Company ID.miitel.jp/app/zoom-room?company_id={!Lead.Id}
  • Account: https://Company ID.miitel.jp/app/zoom-room?company_id={!Account.Id}
  • Contact: https://Company ID.miitel.jp/app/zoom-room?company_id={!Contact.Id}
  • Opportunity: https://Company ID.miitel.jp/app/zoom-room?company_id={!Opportunity.Id}

Button for creating a Microsoft Teams meeting:

https://Company ID.miitel.jp/app/microsoft-outlook-event?company_id={Record ID of the object}

The code is different for each object. Please refer to the following codes as your guide.

  • Lead: https://Company ID.miitel.jp/app/microsoft-outlook-event?company_id={!Lead.Id}
  • Account: https://Company ID.miitel.jp/app/microsoft-outlook-event?company_id={!Account.Id}
  • Contact: https://Company ID.miitel.jp/app/microsoft-outlook-event?company_id={!Contact.Id}
  • Opportunity: https://Company ID.miitel.jp/app/microsoft-outlook-event?company_id={!Opportunity.Id}

  NOTE

  •  You can also make buttons for custom objects.
  •   The object (where you will create the button) must have the event enabled.
  •   If Salesforce is linked to multiple company IDs, you would have to create separate buttons for each company ID.
  1. Click OK to the message "The new custom button will not be displayed to users until you add it to the page layout."
  2. Click Page Layouts. (If you cannot find it, click Setup > Setup > Object Manager and click the object you wish to add a custom button.)
  3. Click on the page layout to which you wish to add a custom button.
  4. Click Mobile & Lightning Actions located on the top of the window.

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  1. Drag and drop the Create a Zoom meeting button to Salesforce Mobile & Lightning Experience Actions.
  2. Click Save on the top-left of the window.

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  1. You have successfully created the Create a meeting button.

eng_sfdc_x_outlook_sample1.png

For instructions on how to use the new Create a meeting button, please check How to use the "Create a Zoom meeting" button.

How to disable the integration

You can disable the integration by clicking Remove integration.

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Options: Email notifications for errors on MiiTel-integrated third-party services

When an error occurs in Salesforce integration or other MiiTel-integrated third-party services, you can receive a notification email whenever an error occurs.

Please refer to Email notifications for errors on MiiTel-integrated third-party services to set this notification.

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