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The process to provision a Playbooks account and connect it to your CRM requires a live meeting with a XANT team member. The following instructions outline what you can do to prepare for this meeting to make setup a breeze.

Preparing for the Provisioning Meeting

Prepare for your provisioning meeting by gathering the required information for each user. Having this information ready before attending the provisioning meeting is crucial to ensuring the set-up process goes smoothly.

Necessary Team Members

During the provisioning and setup process the following Dynamics/O365 users are required.

For some XANT customers, one individual knows all the login credentials and can control the actions for each of these users. For other customers, each of these users are controlled by a different team member. If this is the case, all three team members need to attend the provisioning meeting with the information outlined in the sections below for each user.

Playbooks Administrator

This user will be the first user to login to the Playbooks account via the Playbooks Manager app. When the account is provisioned, an email will be sent to this user’s email address which kicks-off the “Playbooks Manger One Time Setup.” The Playbooks Administrator can be someone that would assist managers in adding users and teams, creating Plays and email templates, and staying on top of other operations like managing call recording exceptions. Think of this user as “Sales Operations”.

Before the provisioning meeting, gather the Playbooks Administrator’s email address and CRM UID. This email address needs to be an actual email address where email can be delivered. To use Playbooks, each user must be on the same email domain as the Playbooks Admin.

Office365 Global Administrator

A user with Office365 Global Admin rights is required to authorize the connection between XANT and your CRM. After the Playbooks Administrator’s initial login, the XANT UI prompts the Office365 Global Admin to authorize Playbooks to connect to Dynamics by entering their credentials. The Playbooks Administrator and the Office365 Global Administrator may be the same person making the steps above simple to complete. If these users are not the same person, this authorization step can be completed by using one of the following methods.

Integration User / Non-Interactive User

The Integration User or Non-Integration User serves as the API connect point between Playbooks and the CRM and was created in your CRM during step two of this setup process. The permission level of this user allows Playbooks to sync tasks and update Playbooks fields on the Lead, phone, email, and task entity records. Before the provisioning meeting, gather these Integration User / Non-Interactive User details.

After submitting the above information, the Playbooks Admin will receive a Success message. With the XANT Integration User saved on the Playbooks System User page, the two systems will be able to sync and read data bidirectionally.

Attend the Provisioning Meeting

With the team members and information for each required user, you are prepared for the provisioning meeting to create your Playbooks instance and connect it to your CRM. Coordinate with your Technical Consultant at XANT to schedule that meeting, making sure you have each required party from your team.

During the Provisioning Meeting, you’ll be asked to complete some steps to authorize your account. Below is a brief description of these steps.

Immediately following authorization, the Playbooks Administrator is presented with a window to enter the Dynamics credentials for the Non-Interactive User (see section above for a list of the required information).

After submitting the above information, the Playbooks Admin will receive a Success message.

With the Dynamics non-interactive user saved on the Playbooks System User page, the two systems will be able to sync and read data bidirectionally.

Welcome Email

Once your Playbooks account is provisioned, the Integration User or Playbooks admin will receive a welcome email from no-reply@xant.ai. Check the junk folder in case you don’t see it in your inbox.

Click on the yellow button in your Welcome email and you will either be prompted to create a Password following the password requirements or be automatically directed to the next step to install the Unmanaged Package.

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