What This Does #
Connects your bot to external systems like CRMs, databases, or business applications to exchange information automatically.
When to Use This #
- Create leads in your CRM system
- Update customer records
- Check account status or information
- Process orders or transactions
- Sync data with business systems
Step-by-Step Instructions #
- Enable API Integration
- Go to Actions
- Find “SEND API REQUEST” section
- Click “Add to list” to enable
- Configure When to Use API
- Write clear instructions for when to make API calls
- Example: “When users request account status checks” or “When qualified leads provide contact information”
- Set Up AI Instructions (Step 1 of 2)
- Define when and how to interact with external systems
- Include data validation requirements
- Specify user communication during API calls
- Configure Technical Details (Step 2 of 2)
- Click “Generate Now” for automatic setup, or
- Manually configure API endpoints and parameters
Example Use Cases #
CRM Lead Creation:
When to use: User provides complete contact information and shows buying interest
AI Instructions: “When a user provides name, email, company, and expresses interest in our solution, create a lead in our CRM system. First confirm all information is complete, then explain you’re creating their lead record for follow-up.”
Required Information:
- Full name
- Email address
- Company name
- Phone number (optional)
- Specific interest or need
Success Response: “I’ve created your lead record in our system. Our sales team will contact you within 24 hours to discuss your needs.”
Support Ticket Creation:
When to use: Technical issues that need human assistance
AI Instructions: “Create a support ticket when users report technical problems that exceed basic troubleshooting. Gather complete problem details before making the API call.”
Required Information:
- User’s name and email
- Detailed problem description
- Steps already attempted
- System/browser information
- Urgency level
Success Response: “I’ve created support ticket #{{ticket_number}} for your issue. Our technical team will respond within {{response_time}}.”
Inventory Check:
When to use: Users ask about product availability
AI Instructions:
“Check real-time inventory when users ask about specific products. Provide accurate availability and delivery information.”
Process:
- User asks about product availability
- Query inventory system via API
- Provide current stock status and delivery times
- Offer alternatives if out of stock </aside>
API Integration Benefits #
Automated Processes:
- Instant lead creation in CRM
- Real-time data access
- Automatic record updates
- Seamless system integration
Better Customer Experience:
- Up-to-date information
- Faster response times
- Accurate data across systems
- Reduced manual work
Business Efficiency:
- Eliminates manual data entry
- Reduces errors
- Improves data consistency
- Streamlines workflows
Planning Your API Integration #
Before You Start:
- Identify which system to connect
- Determine what data to exchange
- Plan when API calls should happen
- Define success and error responses
Required Information:
- API endpoint URLs
- Authentication credentials
- Data format requirements
- Error handling procedures
Common Integration Examples #
CRM Systems:
- Salesforce: Create leads, update contacts
- HubSpot: Track interactions, update deals
- Pipedrive: Create opportunities, log activities
E-commerce Platforms:
- Shopify: Check inventory, create orders
- WooCommerce: Update customer data
- Custom systems: Process transactions
Support Systems:
- Zendesk: Create tickets, update status
- Freshdesk: Log conversations
- Custom helpdesk: Track issues
Testing Your Integration #
Pre-Launch Testing:
- Test with sample data
- Verify error handling
- Check data accuracy
- Confirm user experience
Ongoing Monitoring:
- Track API response times
- Monitor error rates
- Verify data quality
- Update as needed
Tips for Success #
- Start with simple integrations and add complexity
- Test thoroughly before going live
- Plan for error scenarios
- Keep API credentials secure
- Monitor performance and usage
- Document your integration for future reference