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Overview

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SMS-Magic on Zoho Recruit helps you quickly send text messages to Candidates, Contacts, and Interviewers. You can send SMS messages either as a Single or Bulk campaign from Zoho Recruit.

Registration with SMS-Magic

You will need to first choose an appropriate plan from the pricing page. You can either opt for a 15-day trial or purchase immediately. You’ll need to sign up by providing the correct information about you and your company.

Click this button to go to the registration form page:

REGISTER WITH SCREEN-MAGIC

If you encounter any difficulty, don’t hesitate to contact us through email at sales@sms-magic.com

Configure SMS settings in Zoho Recruit

Configure the SMS add-on to send SMS messages to Candidates, Contacts, or Interviewers (in the Contact list).

Notes:

  • Only the admin can purchase credits from an SMS Vendor and configure the SMS settings in Zoho Recruit
  • Only the admin can create SMS templates for candidates, client contacts, and Interviewers
  • Only the admin can send bulk SMS messages to candidates and client contacts
  • Both the admin and recruiter can send SMS messages to interviewer, candidates, and client contacts–as either single or bulk
  • Only the admin can give SMS add-on access to recruiters

Follow these steps to configure SMS settings:

  1. Click on the Settings tab
  1. Click on the SMS Settings in the right pane
  1. Configure SMS Settings as follows:
    • Set the Vendor to Screen Magic
    • If you have already registered with SMS-Magic, enter the authentication details. If not, then it is first necessary that you register to obtain the authentication details.
    • Choose the phone fields for both Candidates and Client contacts module and click on the OK button.
  1. Purchase credits for sending SMS messages from SMS-Magic


Overview

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A clean tabular representation for all your messages. Track your incoming and outgoing messages in the SMS History module of SMS-Magic Interact Extension with ease.

In SMS History Module, 

  • Incoming/Outgoing messages can be identified by the entry in the ‘Direction’ column. 
    • If the entry is IN, this message is an incoming message. The SMS History Name for an incoming message will also have IN prefixed before the SMS History Name.
    • If the entry is OUT, this message is an outgoing message. The SMS History Name for an outgoing message will also have OUT prefixed before the SMS History Name.
  • SMS/MMS/WhatsApp messages can be identified by the entry in the ‘Type’ column
    • If the entry is SMS, the message sent/received is an SMS
    • If the entry is MMS, the message sent/received is an MMS
    • If the entry is WhatsApp, the message sent/received is a WhatsApp message.
  • Media attachments can be seen in the Attachments section of the SMS History record. Click on the SMS History record with type MMS/WhatsApp, scroll down to Attachments section, to view the attached media file.
  • Track the Sent Status and Delivery Status of your Outgoing messages

Module Lookup on SMS History

Incoming and Outgoing messages in SMS History get associated with a relevant Lead/Contact record for which the mobile number of the recipient matches. 

Notes:
If multiple Lead or Contact records have the same Mobile Number, there can be discrepancies in the association of Lead/Contact.

To associate SMS History records with a relevant Custom Module record, you can configure Custom Module Lookup on SMS History. Follow the steps below to configure Lookup for your required Custom Modules –

  1. Create Lookup Field in SMS History Module layout

Create a Lookup field in SMS History for the custom module you wish to associate relevant SMS History records with. For the Deals module, we will create a lookup field – “Deal” in the standard layout of the SMS History module. 

  • Click on Setup > Customization > Modules and Fields
  • Click on SMS History
  • On Layouts tab, click on Standard
  • Drag and Drop LookUp from the Left Panel to the SMS History Information Layout
  • Enter Field Label as ‘Deal’
  • Select Lookup Module as ‘Deals’ from dropdown
  • Enter ‘SMS Deal History’ as the Related List Title
  • Click on the Done button
Notes:
Make sure the API name for the lookup field is the same as lookup field name. To check the API Name of the lookup field, Click on Setup > Developer Space > APIs > API Names tab > SMS History.
  1. Create Workflow that will perform the Lookup for the Custom Module.

Follow the below steps to create a Workflow Automation –

  • Click on Setup > Automation > Workflow Rules
  • Click on + Create Rule
  • Select the Module SMS History.
  • Enter a Rule Name and Description for the Custom Module for which you are creating the Lookup Workflow
  • Click on the Next button
  1. Create a Workflow rule as shown in screenshot below –
    • WHEN – On a Record Action > Select Create
    • CONDITION – All SMS History
    • ACTION – Function > Write your own
  1. Continue Creating a function with the steps below –
    • Enter Function Name – AssociateDeals i.e Associate<Custom_Module_Name>
    • Enter Display Name – Associate Deals  i.e Associate <Custom_Module_Name>
    • Enter a Description(optional)
    • Click on the Next button
    • Copy and paste the below code in the Text Area
MODULE_TO_BE_UPDATED = “smsmagic4__SMS_History”;
LOOKUP_MODULE = “Deals”;
LOOKUP_FIELD = “Deal”;
PHONE_FIELD = “Mobile”;
phone_list = {mobile_number,mobile_number.subString(1),mobile_number.subString(2),mobile_number.subString(3), mobile_number.subString(4)};
record_id = “”;
is_record_found = False;
for each  mobile in phone_list
{
  response = zoho.crm.searchRecords(LOOKUP_MODULE,”(“+PHONE_FIELD+”:equals:”+mobile + “)”);
  for each  deal in response
  {
record_id = deal.get(“id”);
info “Found deal with id: ” + record_id;
is_record_found = True;
break;
  }
      if(is_record_found)
  {
break;
  }
}

if(is_record_found) {
  info “Updating module: ” + MODULE_TO_BE_UPDATED + ” record with id: ” + target_id;
  info “Updating lookup field: ” + LOOKUP_FIELD + ” with id: ” + record_id;
  params = Map();    params.put(LOOKUP_FIELD,record_id.toLong());
  response= zoho.crm.updateRecord(MODULE_TO_BE_UPDATED,target_id.toLong(),params);
      if(“Error”.equalsIgnoreCase(response.get(“status”)))
  {
info “Failed to update record: ” + response.get(“message”);
  }
  else
  {
  info “Hurray! record updated successfully.”;
  }
}
  • Click on Edit Arguments above the text area
  • Add the Function Arguments as seen in screenshot below –
  • Click on the Save button
  • Click on the Save button on the Function Editor
  1. Click on the Save button to save the Workflow. The Workflow will be active by default.

For the Outgoing and Incoming messages, from/to this custom module, the Lookup workflow will associate a relevant Module record to the SMS History record.

Notes:

  • Mobile number is SMS History record should exactly match with mobile field value in Custom Module (e.g., Deal).  
  • Although this code takes care of country code, yet Mobile numbers in custom modules should not be formatted.


Overview

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You can either send a message to a single record from your Leads or Contacts, or you can select multiple records of Leads or Contacts and send a text message to all those recipients at once. Using this method, you can send messages to a maximum of 100 records.

You can select up to 100 recipients to send the SMS on Zoho. Also, to send messages to more than 100 recipients, you can use Custom List Views in your module, and send to maximum of 50K recipients for Enterprise edition Zoho CRM.

If you have configured the Send SMS button on custom modules, you can follow the same steps to send single or more messages. 

Follow these steps:

  1. Go to the Module from which you want to send messages
  2. Select one or more records
  1. Click on the Send SMS button. The SMS-Magic Portal Send SMS page appears. You will be directly logged in to SMS-Magic via Single Sign On.

Note: 

Notes:

  1. If you are unable to view the Send SMS button you need to configure it for your login view. Refer to the topic on Send SMS button for more details on configuring the button.
  2. Login to SMS-Magic Portal once, to enable Single Sign On for the subsequent access to Portal.
  1. You can review the recipient list and select/de-select the required number of recipients to whom you want to send the message
  2. On the right, select the desired Sender ID. If you select an SMS Sender ID, the Templates dropdown will include your pre-created SMS/MMS templates. If you select a WhatsApp Sender ID, the Templates dropdown will include your pre-created Registered WhatsApp Templates.
  3. If you are sending an SMS/MMS and did not select a template, type the message in the text area provided. You can add merge fields, emoticons, and supported media files.
  4. If you want to send WhatsApp messages, you can only choose a Registered WhatsApp template.
    5. Note: As per WhatsApp Business Terms of Service, sending unwanted, non-personal, or bulk messages is a violation of their Terms of Service. Hence we recommend you to avoid sending such messages over WhatsApp.
  5. Review the number of SMS credits that will be consumed on the bottom of the screen.
  6. For 20 recipients or less, you will be able to quickly send the message by clicking on the Send button.
  7. For more than 20 recipients, click on the Next button. The message preview appears displaying a preview of the message text, the number of recipients, to whom the SMS is being sent, and the corresponding number of credits being deducted. 

Here, you can see the number of recipients selected, estimated SMS credits that will be consumed, message type, and Sender ID. 

  • Click on the View Recipient List button. The recipient preview list appears. This is only a view list and details cannot be edited.
  • Close the preview list
  • On the Preview & Send page, click Send. The confirmation message appears.
  • Click Send to send the message immediately

You can also schedule the campaign for a later date and time. If you want to schedule it for later, select the date, time, and time zone. 

  • Click Schedule to schedule your message campaign, and the following message will appear:
  • Click Send to continue

The user will be redirected to the Campaigns page: 

The above screenshot shows a list of scheduled campaigns and completed campaigns with details such as campaign name, message, channel on which the campaign will be run, number of recipients, and campaign scheduled date

If you have insufficient credits an error appears to inform you of the need to top up your credits. 

  • Click on the Buy Now button to buy additional credits and resend the message.


Incoming Message Notification

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When you receive a message, you get an Incoming Message Notification on the Bell icon of Zoho CRM, as seen in the below screenshot.

Click on the Bell icon to see the notifications. Click on the notification to see the incoming message. To see the detailed SMS History message record, click on View Message link. For more details on SMS History records, please refer to the SMS History section in this guide.



Converse Desk

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Setup Converse Desk Web Tab

You need to update and install version 25.0 of the SMS-Magic Interact package on Zoho CRM to have one on one conversations with your customers from within the Zoho CRM.

Please follow the below steps to configure Converse Desk Web Tab in Zoho CRM:

  1. Once the updates to the package are installed, please follow the below steps to create Converse Desk Web Tab:
  2. On Zoho CRM, go to Setup > Customization > Modules and Fields
  3. In the Web Tabs page, click on the + New Tab button

4. Enter the details, as given below:

5. Click on the Save button

6. A Converse Desk Web Tab will be added to your Module list. Search for Converse Desk in Modules List and open it.

Browser Settings
If you are using Safari or Mozilla Firefox to access Zoho CRM, you can directly access Converse Desk on Zoho CRM. If you are using Google Chrome browser, perform the below steps to access Converse Desk Web Tab on Zoho CRM.
       a. On your Google Chrome Browser, Go to Settings -> Privacy and Security -> Cookies and other site data.

 b. Make sure your selection is either Allow all cookies / Block third-party cookies in Incognito / Block third-party cookies.

c. Scroll down to Sites that can always use cookies. Click on Add.
d. Based on the Data Center of Zoho CRM you use, enter
       i. [*.]zoho.com
       ii. [*.]zoho.eu
       iii. [*.]zoho.com.au

e. Check Including third-party cookies on this site.
f. Click on Add
 g. Restart your Browser.

  • If you have logged in to the SMS-Magic Web Portal before, Converse Desk will open automatically via SSO with Zoho CRM. If not, you will see the SMS-Magic Web Portal login screen. Login using Zoho CRM, and you will be able to view the Converse Desk.
  • If you are inactive for more than 2 hours on Converse Desk, your session will expire and you will be redirected to the login screen. Re-login to access the Converse Desk again.


Sender ID

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Sender ID is the name or mobile number which appears on the mobile phone of a recipient when they receive an SMS message. SMS-Magic provides you the option to configure the Sender ID for your organization. 

Follow these steps to create a Sender ID:

  1. Admin User can view all the incoming numbers and Sender IDs by navigating to SMS-Services > My Sender IDs on the SMS-Magic Portal.
Notes:
You will be required to provision incoming number or Sender IDs by contacting us at care@sms-magic.com.
  1. From the top menu in Zoho CRM, go to the SMS SenderID module 
  1. Click on the Create Sender ID button or + icon to create a new Sender ID. 
  1. Enter the SMS Sender ID Name for your reference and the Sender ID you want to use.
Notes:
By default, a Sender ID is assigned to the current user and will be visible to the owner of the Sender ID. You can share the Sender ID record by setting sharing rules for a particular group or profile. See Data Sharing Rules to learn more about sharing records.
  1. Your Sender ID is now ready for use. Simply choose this Sender ID when composing a message.
  1. You should be able to view the Sender ID when sending an SMS message to Leads/Contacts or any other custom modules
Notes:
There are some restrictions on Sender IDs in different countries. See Introduction > SMS Best Practices for using SMS messages to learn more.


Transfer SMS History from Leads to Contacts

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On Lead Conversion, a lead gets converted to a Contact or Accounts or Deals. Users can map the Lead fields with those of the Contacts, Accounts or Deals, so that the details of the Leads such as Name, Mobile Number, Industry, etc., are transferred to the appropriate fields of these modules.

SMS-Magic Interact extension has Workflow Rules which are used to associate SMS History of Lead to Contacts upon lead conversion. By default, these rules are active. Please contact your Administrator to deactivate them.

Transferring SMS History from Leads to Contacts, on Lead Conversion, is achieved by these Workflows –

Smsmagic4__nzqqa: This Workflow Rule will work only when a Lead record is created or updated. Each record has a unique LeadIDCPY field which is basically Stores Lead Id in a field which on conversion to contact – is copied into contact.

Smsmagic4__vpwyo: This Workflow Rule will copy SMS History records from Lead to Contact on Lead conversion.

To transfer SMS History records to Converted Leads, perform the steps mentioned below:

  1. On Zoho CRM, click on Settings > Customization >  Modules and Fields
  2. Hover over on Lead Module, and click on the Ellipsis icon. Click on the Lead Conversion Mapping button.
  1. For LeadIDCPY field mapping, select LeadIDCPY from the dropdown for the contact module and click on the Save button.
  2. The above mentioned workflow rules will now transfer SMS History records to the newly created Contact on Lead Conversion.
Notes:
LeadIDCPY value will be blank for existing records for old Zoho accounts and will not work if the record is edited. Lead conversion only works if a new Lead Record is created.


Message Template

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SMS-Magic allows you to create SMS, MMS, and WhatsApp templates that can be used while sending Bulk, Single, or Automated message.

In templates, you can use variables that represent the object—such as name or address. These variables are also called merge fields or dynamic fields. While sending SMS messages, these variables would be auto-populated to their values. This provides you with a personalized touch when you connect with your Leads and Contacts in Zoho. You can personalize messages for custom modules in Zoho CRM.

Follow these steps to create an Message template:

  1. Open one of the below URLs based on the data center where you created your SMS-Magic account during Sign Up.
  2. Login using Zoho CRM. Select the relevant Zoho Data Center from the dropdown
  3. Go to Campaign > Message Templates from the top Navigation Bar 
  1. Click on the Create New button. You get 4 sections on this page
  • Basic Information
  • Used for Channels
  • Compose Message
  • Channel Specific Info
Create new message template


Overview

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About SMS-Magic

SMS-Magic is a proven, global messaging platform with over 2,500 clients across 59 carriers. SMS-Magic enables Zoho CRM users to engage buyers and win and retain more new customer revenue while creating strong customer relationships that drive sustainable, competitive advantage. SMS-Magic is a popular messaging application on Zoho Marketplace.

Overview

The SMS-Magic Extension for Zoho CRM enables you to converse with prospects and customers easily. It gives you the ability to send and receive SMS messages from Zoho CRM. You can also automate messages using Webhooks, create SMS Templates with Dynamic fields, Manage Sender IDs, and view Delivery Reports for your messages.

With this User Guide, you can get the maximum from your SMS-Magic extension for Zoho CRM. You’ll find detailed steps and images to help you learn each feature.

For information on how to Install and Configure SMS-Magic on Zoho, read our Installation Guide. You can also contact sales@sms-magic.com for more details and assistance.