Assigning a default from number for all users
If you'd like all users to be able to use the same from number, you can set a default from number for your CRM.
1. Open the extension settings: Setup > Marketplace > Installed > SMS for Zoho CRM > Configure
2. Choose which number you want to be default
A: Set the Do you want to allow everyone to use the same phone number? field to Yes
B: Choose the number from the Default From Number dropdown
Assigning specific numbers to certain users
It's possible to change or allocate who can use "From" Numbers. Assigning a from number to a single user or specific team is useful if you have multiple numbers available and you want to create a consistent point of contact with an area of your business, e.g. customer support or accounts.
1. First you need to go into the Smooth Inbox and Bulk SMS module, which you'll find in the menu ribbon at the top:
- Available to everyone - this is exactly as it states, all users can send an SMS from this number and is the default option.
- Available to a team - this is where you could allocate a number to a specific team of users, for example your accounts department if you wanted to send invoice reminders to your customers.
- Available to a single user - again, this one is exactly as it states: one number, one user.
5. If everyone uses a default phone number to send SMS, you might like to change the setting for the number you use as a Default From Number. In the menu ribbon at the top, click the Settings cog icon.
7. In the next screen, click on the Installed tab.
8. Then locate SMS for Zoho CRM and click on Configure:
9. Set “Do you want to allow everyone to use the same phone number?” to Yes.
10. Select a “Default From Number” from the drop-down menu.
11. Click Save.
Assign a from number based on specific fields in a record
Another option is to set Criteria for when to use. This is an advanced feature if you want to automatically choose a from number when the CRM record data matches certain conditions. For example, if the City field in the record is set to "Dallas", you could configure the criteria so that a 10DLC local number with the Dallas area code is selected.
Click the ? icon for instructions on how to use this feature.
Assign a from number to a team
1. Use the dropdown box to select Available to a team:
2. After you select that option, you'll see a new dropdown box appear underneath called Team, where you can select the team you want to assign the number to:
3. Once you've assigned the number to a team, you can add a description so when you're looking through your list of numbers, you can see at a glance where you've allocated the number.
Remember to also check the box next to Enable this number, otherwise the users in the assigned team won't be able to use it!
4. Click Save and you're done.
Assign a from number to a single user
1. Use the dropdown box to select Available to a single user:
2. After you select that option, you'll notice a new dropdown box appear underneath called User, where you can choose which user you'd like to allocate the number to:
3. Once you've assigned the number to a user, you can add a description so when you're looking through your list of numbers, you can see at a glance where you've allocated the number.
Remember to also check the box next to Enable this number, otherwise the assigned user won't be able to use it:
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