29 Aug 2018

Schedule Zoom Meetings in Salesforce

Overview

Having switched from GoToMeeting to Zoom, we’re having a lot more meetings with customers since Zoom makes it so easy for new users to join the meeting. That means we have a lot more meetings to schedule and we needed a way to see our existing meetings on the calendar and to prevent conflicts between meetings. Fortunately, custom actions in DayBack make it easy to manage our Zoom meetings from Salesforce or another calendar source, like FileMaker, Google, or Basecamp.

Schedule Zoom Meetings from Salesforce

Custom actions in DayBack Calendar let you add buttons to events in the calendar. These buttons extend the calendar’s capabilities they’re great for connecting your calendar to with third-party applications like Zoom.

With custom actions, we’ve created buttons to schedule, start, and delete meetings. These actions also listen to DayBack events and reschedule Zoom meetings when you drag a meeting to a new time; they’ll also warn you if your new meeting time conflicts with another Zoom meeting.

Here’s a video of it in action: https://vimeo.com/287123175

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Benefits – Visual Rescheduling & Conflict Detection

Seeing your Zoom meetings in the context of your other commitments is the whole point of working with Zoom inside Salesforce. It’s even more important when rescheduling meetings: drag your meeting to a new spot on the calendar and DayBack checks to make sure there are no conflicting Zooms at that time.Detect conflicting Zoom meetings within SalesforceIf you’re using more than one Zoom account, DayBack keeps track of which account is used for each meeting and only considers meetings within the same account to be conflicts.

(Need conflict detection more broadly in your Salesforce calendar–not just for Zoom meetings? Check out this mod to DayBack Calendar: conflicting events in Salesforce.)

Add This to Your Org

Here’s how to add this capability to your copy of DayBack Calendar.

1. Download the Custom Actions

Custom Actions in DayBack are written in JavaScript, so they are pretty easy to modify if you want to change the default behaviors. You can use the ones you’ll download here with almost no modification.

The fully featured integration shown in the movie above requires three custom actions and two event actions, giving you conflict detection and resolution, and making sure rescheduled events sync to Zoom.

If you’re not interested in all those features, we’ve included a simple version of the Create Zoom script that will only check if the event is in the future and then schedule the meeting.

Here’s the list of files you’ll need in the next step (download them here). The .zip contains a couple folders; you’ll want the files in the “Online” folder.

  • CreateZoom – Custom Action – Handles the creation of new meetings
  • CreateZoomSimple (Optional) – Custom Action – Basic create meeting function
  • DeleteZoom – Custom Action – Handles the manual deletion of existing meetings
  • EventDeleteZoom – On Event Delete Event Action – Checks if the meeting details exist and prompts you to delete the meeting
  • EventSaveZoom – On Event Save Event Action – Checks if the event time has changed and prompts to update the Zoom meeting accordingly
  • StartZoom – Custom Action – Starts a meeting if the details exist in the event description

2. Add the Actions to DayBack

Add these scripts to your DayBack app by going into the Administrator Settings, choosing your calendar source (this works with both native and custom Salesforce sources) and pasting each file’s contents into a new event or custom action field. For the event actions, you’ll select the type of action in the dropdown (On Event Save or On Event Delete). For custom actions, you need to give each one the name that you would like to see on the custom action button. The options to select are noted in the comments at the top of each file. Check out our documentation on custom actions here for more information.

Zoom Meetings from Salesforce - Configuration

That’s it! Return to the calendar and start scheduling meetings =)

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