Salesforce Integration with Otter.ai

If you are an Otter.ai Admin, you can integrate Salesforce with Otter.ai to associate valuable conversation data between the two systems. Otter.ai will begin to sync any of your team's conversations with the appropriate Account, Opportunity, Contact, and Lead in Salesforce. 

If you are an admin, follow the simple steps below to sync Salesforce and Otter.ai.

How to sync Salesforce and Otter.ai as an admin

Centralized Sales Call Channel

The Otter Workspace Admin must create the auto-share Channel before continuing with the steps below. This will identify the users in the Workspace who are sales team members to sync their conversations to Salesforce. Follow the steps in our Centralized Sales Call Channel guide to set up the auto-share Channel before returning to complete the steps below. 

Package Installation

• Login to the Salesforce instance where you want to install the package.
• Click on the URL below for installing the package.
• Click on the option to Install for All Users.

Salesforce

• Login into your Salesforce account where you have installed the package if not already logged in.
• Assign the Otter Admin permission set to the user who will be managing the Otter Salesforce connection, preferably an admin.
  • Go to Set Up -> In the Quick find search for Permission set.
    
  • Find Otter Admin Permission Set and click on Manage Assignments -> Add Assignment and assign to the user.
    
• After assigning the permission set, In the App launcher search for Otter.ai and go to the App.
  
• Here you will see two tabs
  • Configuration Settings
    • View and manage the configuration for the App
  • Participant Requests
    • List of meetings and their details such as meeting attendees, and status of sync.

Configuration Settings

The configuration settings contain two tabs

• Monitoring Assistant
  • View the processing status of the meetings received from Otter.ai
• Settings
  • Adjust the processing frequency of the meetings.

1. Monitoring Assistant
   
   
   After installing the package to initiate the processing of the received meeting requests click on the Run Job button. This will start processing the received meeting requests. The default frequency for processing is 15 minutes i.e., after every 15 minutes post the previous execution, app will check for any new meeting requests and start processing them.

2. Settings
   
   This will give you the ability to set the time after which the next process will be executed i.e. How often you want to process the meeting requests. The default frequency for processing is 15 minutes i.e., after every 15 minutes post the previous execution, the app will check for any new meeting requests and start processing them.

3. Task Layout
   Please add the below fields to the Task Layout to see meeting insights data.
   Go to Setup -> Object Manager -> Search for Task -> Page Layouts -> Select the page layout/s where you want to add the below fields:
   

   • Action Items
   • End Time
   • Start Time
   • Meeting Date
   • Meeting Summary
   • Participants
   • Transcript

   Assign Otter Meeting Insights View permission set to the users who need to see that data.

Participant Requests

This Tab contains information of all the meeting requests received from Otter.ai.