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Overview

RingCentral connects to VisaFlo through RingCentral App Connect, a browser extension from RingCentral. When a call or SMS comes in, App Connect looks up the number in VisaFlo and shows the matching lead or client. After the call, it saves the call details and your note to the matching lead or client’s Activity timeline and Notes in VisaFlo. Open Activity on that record and click View to read the log. Keep Activity open in your active browser tab; it checks for new notes every 30 seconds.

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Before you start

  • You need a RingCentral account and Chrome or Microsoft Edge.
  • Each staff member connects with their own key. Calls and SMS they log are saved in VisaFlo under their name.

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Connect App Connect to VisaFlo

  1. While VisaFlo awaits RingCentral approval, send your RingCentral Account ID through support chat. VisaFlo is not listed in App Connect’s CRM list until access is enabled. Wait for our confirmation before connecting. Your Account ID is not your phone number, so sending your main company number will not work. To find it, sign in to the RingCentral Admin Portal as an admin, open Users and select the Super Admin. The number in the page address is usually your Account ID.
  2. Install RingCentral App Connect in Chrome or Edge.
  3. In VisaFlo, go to Settings > Integrations > RingCentral and click Create my key. Copy the key: it is shown only once.
  4. After we confirm access, open App Connect and sign in with your RingCentral account.
  5. Choose VisaFlo from the CRM list, paste your key and click Connect. App Connect shows Connected to VisaFlo as your name and company.
  6. In App Connect, open Settings > VisaFlo and pick your time zone, so the times in your notes are right.
  7. Open Settings > Activity logging and confirm that automatic logging for phone calls, SMS conversations and voicemail messages is enabled.
  8. For browser calling, allow RingCentral App Connect to use your microphone when prompted. Check Settings > Audio for the microphone and speaker you want to use.
Check logging preferences after installing or switching App Connect extensions. Keep your browser and the App Connect window open, and review App Connect for unsaved calls or messages.
Key ready in VisaFlo means your personal key has been issued. It does not confirm an active RingCentral connection. Under the key, VisaFlo shows when App Connect last used it. Check App Connect for your connection, pending logs and any errors. If VisaFlo cannot load your key status, click Retry before creating or changing a key.

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What happens on a call

  • Known number: App Connect shows every lead and client whose phone number matches, clients first. The number matches however it was saved, for example +1 604 555 1234, (604) 555-1234 or 6045551234, including a number saved only on the contact. A lead already converted into a shown client is not listed again.
  • Unknown number: choose Create new lead…, enter a name and an email, and the lead is created in VisaFlo with the caller’s number. VisaFlo needs an email for every lead. An open lead with that email is reused; missing contact details are filled without replacing details already on file.
  • Logging a call: the call is saved as a note on the contact, titled [Call] Inbound call from or Outbound call to the contact’s name, with you as its author. The note holds your note, the date and time, the duration and the result. Editing the log in App Connect updates the same note in Notes and Activity.
  • SMS, voicemail and fax: messages are saved as one note per contact per day, and later messages that day are added to the same note.
If a note changes while you are editing it, VisaFlo blocks the conflicting save and keeps your draft open. Click Copy, then Close without saving. Reopen the note and merge your changes with the new messages before saving.

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Disconnect

In VisaFlo, go to Settings > Integrations > RingCentral and click Disconnect. Your key stops working at once. If you lose your key, click Regenerate: the old key stops working and you paste the new one into App Connect. A key also stops working when its owner leaves the company.

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Logging limits

  • Browser and App Connect must stay open. This integration uses client-side logging. Reopening App Connect can catch up on calls, but this is not immediate: RingCentral checks every ten minutes and processes up to ten matched calls at a time. See RingCentral’s automatic logging guide.
  • Some matches need your input. If several records share a number, App Connect does not pick one for you: select the correct lead or client in App Connect, then save the log. For an unknown caller, create a lead with an email before saving the log. Review unsaved calls or messages in App Connect.
  • Calls that end at your main number’s auto-attendant are not logged. App Connect logs calls that reach a staff member’s extension. A caller who hangs up at the company greeting before being connected appears only in your RingCentral call log.
  • Your VisaFlo permissions still apply. Your personal key can only access the leads and clients your staff account is allowed to use.
  • SMS needs an enabled number. RingCentral must enable SMS on your number. Shared SMS may require an additional RingCentral subscription. See RingCentral’s SMS guide.
  • Shared inbox conversations are saved as snapshots. Each distinct snapshot is added to the note so that delayed updates cannot erase newer messages. Earlier messages may therefore appear more than once. Shared inbox timestamps follow RingCentral’s supplied format rather than VisaFlo’s selected logging time zone.
  • Name search uses prefixes. Enter the beginning of a first or last name with the same capitalization as the stored contact. If the search is too broad, enter a longer prefix.
  • Media stays with RingCentral. Recording and message attachment links are saved in notes; VisaFlo does not archive the media files. Links can stop working when the source content is removed or access expires.