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Question

How to auto respond to all RingCentral SMS messages when out of office?

  • 22 November 2021
  • 12 replies
  • 917 views

Trying to create an auto responder for SMS messages that come in to my RingCentral account while I’m out of the office. What do I put in the “to number” field if I want to create an auto reply to ALL text messages that come in, not just from one specific phone number?

Basically this exact same question was asked in another thread, but the response posted didn’t help me figure out how to do it. It says to paste the “from” field from the trigger, but when I do that it only sends the autoresponse to the one specific phone number that sent the message that was used in the trigger step.

 

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12 replies

AppGuyAaron
Userlevel 3
Badge +1

Yes but it will do it every time someone texts in. I think you already have what you want? 
 

you don’t want to send your reply to 20 people every time one person texts in. 

Aaron Watkins - Can It Be Automated? I'm pretty sure it can!
Troy Tessalone
Userlevel 7
Badge +14

Hi @TWM 

Please post screenshots with how your Zap step is configured.

Make sure to map the data point variables between the Zap steps.

Reference this help article: https://zapier.com/help/create/basics/set-up-your-zap-action#set-up-your-action

Here’s a help article about how to change the trigger test data: https://zapier.com/help/create/basics/change-the-test-data-in-your-zap-trigger

Try turning the Zap ON and testing, then check your Zap Runs for the DATA IN/OUT for each step: https://zapier.com/app/history/

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
T

 

T

Thanks, Troy. I just posted a screenshot of the action set-up. In the “Phone Number To” field, I tried to select one of the fields that just says “1. From Phone Number” without a specific phone number in it, but then it puts “1. From Phone Number: no data” and tells me there’s an error when I try to run a test. 

The zap as it is configured works, but it only sends an autoreply to the 510 phone number listed in the “From Phone Number” field and when I send a text from a different phone number, it doesn’t send the autoreply at all (not to the 510 number or to the other number that sent me a text). It appears this zap is configured only to work when someone texts me from this 510 number instead of to text back whoever might text me while I’m out of the office.

T

 

T

 

Troy Tessalone
Userlevel 7
Badge +14

@TWM

The mapped variable will change for each trigger event.

Try turning the Zap ON and testing.

Then check your Zap Runs for the DATA IN/OUT for each Zap step: https://zapier.com/app/history/

 

Help article about how to change the test trigger data: https://zapier.com/help/create/basics/change-the-test-data-in-your-zap-trigger

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
T

Hmm, so the from phone number should change automatically whenever a new text comes in? I’ve had the zap on since yesterday and I can see that a text message came in last night from a different number and it didn’t do anything (i.e., the zap didn’t run). 

 

I just tried selecting “run” from the main screen of the zap (it’s on) and it seemed to be getting hung up on this step -- just sitting here with the spinning wheel…. 

 

 

 

Maybe the problem isn’t in the reply but in the trigger set-up?

T

I went back in to the set-up and chose “retest and continue” and it sent another response to the original message I used to test it yesterday.

 

 

T

It only shows one successful run in the Zap Runs….

 

 

Troy Tessalone
Userlevel 7
Badge +14

@TWM 

Not all recordings, calls, SMSs, or voicemails are triggering my zap

The RingCentral API will only send back the recordings, calls, SMSs, voicemails, etc for the logged in user.
If you need to get recordings for other users, you'll need to connect their RingCentral accounts to Zapier and set up a zap for each one.
Once you have one zap set up, you can copy it (you can do so by clicking on the down arrow on the right side of the zap from your dashboard and selecting "copy") and then swap out the connected account in the trigger.

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
T

I successfully got it to respond to a different number, but only by manually selecting “run” from this screen:

 

 

It found the newest message and responded to it with the auto-reply. 

 

Then I tried texting it from a different number and it sent the auto-reply to that number too… so I think it’s working now. Thanks for your help!

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