Skip to main content
To homepage To homepage

Workflow Builder

  • 51 Questions
  • 117 Replies

Welcome to RingCentral's Workflow Builder Community

ByrneReese
5 months ago
620

Space is limited: join the Workflow Builder webinar!

ByrneReese
22 days ago
310

Getting Started with the Workflow Builder Beta

ByrneReese
4 months ago
3477
ByrneReese
Community Manager
ByrneReeseProduct Manager
How do I send an SMS from a call queue's phone number?

Sending an SMS on behalf of a call queue is not currently supported by Workflow Builder. If you need to send SMS messages from a call queue's direct number (or "DL"), you must create the call queue without having a call queue manager. The call queue must be set with unique email address and password and to send SMS from that call queue number, the app must be authenticated using the call queue's login credentials. Alternative solution The challenge in sending SMS from a call queue's phone number rests in the fact that you cannot send SMS from an extension that is not of type "User." In other words, only human beings can send SMS from phone numbers that are assigned to them. Knowing this, the solution should become relatively intuitive. First, you will need to reconfigure the call queue extension and re-assign the phone number to a User extension. Next, login to the RingCentral App as the user who you assigned the phone number to. Navigate to Settings > Phone > Call rules and voicemail.

25210
J
L
LauriNew Participant
Does Workflow Builder support scheduled automations?

Is there a way to set up an automation that runs every 2nd Wednesday of the month from 11:00 am - 1:00 pm? Similar to what you can do with phone calls? I tried setting up a workflow but I didn’t see an option that would do it every 2nd Wednesday of the month. Looks like there is just a 1 time option or I would have to set up an automation for each date I would want it to run.

343
L
W
wbtk_iwxNew Participant
Workflow Builder trigger suggestion: scheduled events

I just discovered RingCentral Automator and it looks fantastic. This may seem a bit basic, but it might be a great idea to create a simple trigger that works at a specified time and date?

302
ByrneReese
Community Manager
E
ewexlerNew Participant
Where did the "transcribe" action go?

In automation, the send SMS when voicemail received does NOT actually work to forward the message unless you add an action step to transcribe the message. In the new workflows the “transcribe” action is missing and as a result you cant forwards th text of the voicemail. i.e. loss of functionality Can this be fixed? I tried editing the json file and importing it but to no avail.

301
ByrneReese
Community Manager
K
KirbNew Participant
Cannot load or find my MessageOnly extension

In Automator I can trigger off of a message-only extension but when I search for that in Workflow Builder, it’s not showing up. We use the “voicemail received” from a message-only extension to make a ring-out to let our after hours staff know they received a message.

423
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Getting Started with the Workflow Builder Beta

We are thrilled to welcome you to the beta version of our Workflow Builder! Here's a guide to help you get started and maximize your experience with this innovative product. How to Access Workflow Builder Desktop Application: Workflow Builder is available under the "Workflows" tab in the RingCentral desktop app. Web Application: You can also access Workflow Builder via the web-version of our desktop application at https://app.ringcentral.com/workflows. If you don't see the Workflows tab, please try the following: Ensure you have signed up for the beta so we can enable it for your account. If you've signed up and received a welcome email, you might need to quit and restart the RingCentral desktop app. The Workflows tab may also reside under the "More" tab. Customize your tabs if you want the Workflows tab to be visible at all times. By default the Workflows tab will appear in the “More [tabs]” menu. For Automator Users Migrating Automations: You can easily transition your existing autom

3477
ByrneReese
Community Manager
J
JohnUser1New Participant
How can I make a workflow initiate a phone call from an SMS?

I’m trying to use RingCentral Automator to listen for a text message then generate a phone call based on that text message. Can Automator generate/initiate a phone call? Or, can Automator only connect two calls? Thank you!

211
Embbnux
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Major update to documentation

We are excited to announce a major update to our documentation as we prepare for the transition from Automator to Workflow Builder. To support users participating in the Workflow Builder beta, we have restructured our resources to be more organized and efficient. Here’s what you can look forward to: Improved Organization: The entire documentation site has been restructured to facilitate easier navigation and quick access to vital information. Updated Terminology: We are working diligently to remove references to "Automator" and "automations" to better align with our new Workflow Builder terminology. Navigation Enhancements: Our new and improved navigation system helps users find the content they need faster and more efficiently. Fresh Content: We have added new content focused on the functionalities and features of Workflow Builder to provide comprehensive guidance and support. We invite you to check out the new docs, explore the enhanced navigation, and dive into the new content. Your

280
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Notice to all users of the "SMS opt-in/opt-out auto-reply" workflow

We are excited to announce that we have just released a powerful new capability as part of our core RingCentral product—SMS opt-in/opt-out auto-replies. In the past this function was handled by Automator. So, if you have an active workflow using the old “SMS opt-in/opt-out auto-reply“ template, you may inadvertently respond to opt-out requests twice. To prevent this from happening, we strongly recommend following these steps: Steps to Disable Your Old SMS Opt-In/Opt-Out Workflows: Log in to Automator : Access your Automator account . Identify and Disable the Old Workflow : Locate your current SMS opt-in/opt-out workflow(s) and disable them to avoid duplicate responses. By disabling the old workflow, you can ensure that you only reply to SMS opt-out requests once, maintaining a smooth and compliant communication process. We invite you to utilize the newly integrated “SMS opt-in/opt-out” functionality available within RingCentral for an enhanced and seamless messaging experience. If you

882
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Check out this podcast overview of Workflow Builder

We're thrilled to introduce a new podcast, generated using Google's NotebookLM, that will take you on an insightful journey into the world of Workflow Builder. This ten-minute podcast provides an incredibly accessible way to learn more about Workflow Builder, making it easier than ever to understand how to optimize your workflows for maximum efficiency. Why Listen? This AI-generated “deep-dive” podcast not only explains the features of Workflow Builder but also shares a plethora of new and novel workflow ideas that can significantly enhance your business operations. Whether you're new to Workflow Builder or a seasoned user, you'll discover valuable techniques to streamline your processes and boost productivity. Listen on SoundCloud Don't miss out on this opportunity to transform the way you manage workflows. Click through to listen to the podcast and start optimizing your business today!

420
ByrneReese
Community Manager
D
DPenagosNew Member
Access call metadata (e.g. status of answered/unanswered and duration) in Automator

Is there a way when creating the flows in RC Automator to get the status of the call like Answered, Unanswered, abandoned or duration of the call?

262
ByrneReese
Community Manager
W
will.stoneNew Participant
How do you setup an SMS auto-reply to an IVR phone number?

I want to setup an auto-reply such that whenever someone texts my IVR phone number, they receive an SMS in response. When I setup a workflow for the IVR Menu extension, it never gets triggered. Why is that?

901
ByrneReese
Community Manager
J
jasonnoelInspiring
How can I change the phone number SMS will be sent from?

I am using RingCentral Automator. I wanted to setup auto-replies for one of our Queue Groups. I am able to create the rule, but I am not able to select the phone number for the queue group as the “Sent from” number (only my personal RingCentral number is displayed).

401
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Welcome to RingCentral's Workflow Builder Community

We are thrilled to have you join our community dedicated to helping RingCentral customers get the most out of their use of RingCentral’s Workflow Builder. What is the Workflow Builder Community? The Workflow Builder Community is a hub where RingCentral users can collaborate and leverage each other's expertise to unlock the full potential of Workflow Builder. Whether you are a seasoned pro or just starting out, this community is designed to provide you with invaluable resources, including: Workflow Recipes: Discover and share ready-made workflow recipes that can help streamline your business processes. From automating routine tasks to integrating with other tools, find practical solutions tailored to your needs. Tips and Tricks: Gain insights and learn best practices from fellow community members. Explore creative ways to automate your communication workflows. Expert Support: Seek advice from our community experts who are well-versed in RingCentral's Workflow Builder. Stuck on a complex

620
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Why doesn't my time related condition work?

The app uses timezone that user set in RingCentral service portal. Be sure you have set right timezone in RingCentral service portal. After timezone updated, please re-enable the workflow to make timezone synced to this app.

110
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
"Subscribe event error" when creating/enabling an automation

Under certain circumstances when creating or enabling a workflow, you may receive the following error: Subscribe event error, please make sure you have permission for related resource. This error occurs for workflows in which the extension the workflow is associated with is deleted or assigned to another user. The error occurs because at the time the workflow was created, the person creating the workflow had access to the extension, and thus no error was generated. But at some point, the person who owns the workflow loses access to that extension and thus is no longer permitted to receive events related to that extension.

60
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
How to get RingCentral Team Messaging team ID?

You can use "Copy team URL" feature in RingCentral Team Messaging, then you can get conversation id in the URL.

80
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
My automations based on my presence do not seem to work.

Some may observe that Workflow Builder assumes one is "Available" even after one changes their presence in the RingCentral mobile or desktop app. This is especially true when you set your status to "Invisible." The reason for this discrepancy lies in the fact that their are two types of presence within RingCentral's ecosystem: one presence is tied to telephony and the other is tied to team messaging. Workflow Builder is only able to respond to one's telephony presence, which is determined by one being on the phone or not. Other presence may be related to your team messaging presence which Workflow Builder does not currently have access to and is unable to build rules around.

60
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
How can I set up an automatic SMS reply when a user presses a key on the IVR menu?

Setting up an IVR menu to send automated SMS responses in RingCentral requires directing calls to a designated extension, and utilizing Workflow Builder to automate the sending of SMS when a call is received at that extension. Follow these steps to implement this feature efficiently while ensuring compliance with consent requirements. Step 1: Setup up an extension to route calls to Instead of leading users to a silent or empty extension, direct them to an extension that plays an audio message that will confirm that an SMS has been sent. You can use a voicemail extension or any other extension with an audio prompt, such as: "Please check for a new SMS message with the information you requested. It may take up to several minutes for the message to arrive." Step 2: Modify Your Existing IVR Menu Update your current IVR menu to include an option that redirects users to the extension you created above when they press the designated key (e.g., "Press 2 to receive an SMS"). Ensure Compliance w

680
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Why is my automation not being triggered with IVR menus?

Currently, Workflow Builder only supports triggers associated with receiving a call and calls ending for IVR menu extensions. Please refer to IVR section in admin guide for details.

70
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Why is my missed call auto-reply automation not working?

There are a few reasons why your missed call auto-reply workflow may not be working. First, if a call goes to voicemail, it will not trigger the missed call event in Workflow Builder. To enable auto-reply for calls that go to voicemail, you need to add voicemail auto-reply automation separately. Second, for calls from a call queue, the missed event is triggered at the call queue extension, not the call queue member. To set up missed call workflows for call queue extensions, please refer to the admin guide for detailed instructions. It's important to note that Workflow Builder’s events are currently based on the extension/user level. This means that if a call is redirected to an IVR menu and disconnected before reaching an extension, the event will not be fired for the extension's workflows. Unfortunately, the missed call event at IVR menus is not supported at this time. For now, users can create a advanced workflow for the IvrMenu extension in question using the call ended trigger and

200
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
How do I sent an SMS from a different phone number?

From time to time you may receive an SMS from one phone number, and want to send a response from an alternative phone number. Of course, there may be a number of different circumstances in which you would want to send an SMS from a different RingCentral phone number. However, sometimes, this phone number you want to send an SMS from is not listed in the pull-down menu in which you select the sending phone number. This trick to addressing this is often found in an admin modifying the runner of the workflow. When this is done, the workflow can be configured to send an SMS from a phone number associated with the runner of the workflow. This option is only available to administrators.

120
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
How can I prevent Automator from sending messages too frequently?

Workflow Builder allows you to set limitations on the frequency of a workflow running. To prevent excessive messaging, please refer to the user guide for instructions on how to configure these limitations.

20
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
How do I send SMS from my company's main number?

In order to send an SMS from your company's main number, the person logged into Workflow Builder must be designated the Operator for their account. This is done in the RingCentral Admin Console. Follow these steps. Log into the Admin Console. Click the "Phone System" tab. Click "General Settings" under "Auto-Receptionist." Expand the "Call handling", then click "Settings" tab Scroll down to "Call / Fax / SMS Recipients" and select your extension as the "Operator Extension." It is extension 101 by default. Once you know the extension associated with your main company number or Operator, an administrator can load that extension into Workflow Builder. They can then build and design workflows on behalf of the Operator.

520
ByrneReese
Community Manager
ByrneReese
Community Manager
ByrneReeseProduct Manager
Why is the "Send SMS from" field empty? Why am I unable to send SMS?

There are a couple reasons why a user in Workflow Builder might not have SMS fully enabled for their account or extension. Check to see which of these two issues may be affecting you and take the appropriate action. You do not have a phone/device or phone number assigned to you All SMS messages must be sent from a phone number you have rights to. For most, this is a phone number that has been assigned to them. You can verify that you have a number via our Admin Console. Follow these steps. Log into the Admin Console Click the "Settings" tab. Expand the "Phones & Numbers" section. Check for one of the following: There is a "Primary Number" assigned to you. Under the "Numbers" tab, make sure a number is assigned to you. If you do not have a number assigned to you, contact your account administrator to have one assigned to you. SMS feature is not enabled for your number/extension If you have a phone number, that phone number needs to be enabled for SMS. This check is best done via a RingC

40
ByrneReese
Community Manager

About this group

The Workflow Builder community is a committed group of RingCentral staff members, experts and new users alike who want to get the most of the RingCentral Workflow Builder product to automate key communication workflows. Come here to get answers, access tips and tricks, and receive news about the Workflow Builder product by RingCentral. 

Members

ByrneReese
Community Manager
Embbnux
Community Manager
jsilva
P
Employee
K
E
Employee
G
J
V
K
T
L
E
G
M
G
A
G
Employee
N
N
P
B
B
N
D
S
B
T
C
M
+ 33
Terms & ConditionsCookie settings

Cookie policy

We use cookies to enhance and personalize your experience. If you accept you agree to our full cookie policy. Learn more about our cookies.

 
Cookie settings
PRODUCTS
RingEX
Message
Video
Phone
OPEN ECOSYSTEM
Developer Platform
APIs
Integrated Apps
App Gallery
Developer support
Games and rewards

RESOURCES
Resource center
Blog
Product Releases
Accessibility
QUICK LINKS
App Download
RingCentral App login
Admin Portal Login
Contact Sales
© 1999-2024 RingCentral, Inc. All rights reserved. Privacy Notice