Documentation CRM webCRM

CRM integration

webCRM

webCRM integration overview
  • CategoryCRM
  • AuthApplication token

Overview

webCRM connects on /integrations in the dashboard. Click the webCRM card and the 'Connect webCRM' modal asks for your webCRM Application Token (a REST API key you generate under Settings, Configuration, Integration, API). The first Integrate click calls /integration/web-crm/organizations to list the Organisations the token can access and a 'Select An Organisation' dropdown appears; pick the Organisation and click Integrate again to save. MessageMind then exchanges the Application Token for a short-lived access token on each session (api.webcrm.com/auth/apilogin) and uses it to read your webCRM Persons, create Organisations, Persons and Opportunities for your MessageMind contacts and keep custom fields in step. Every record MessageMind creates in webCRM is tagged ('Messagemind' in OrganisationCustom1, 'MessageMindSource' on the Person) so you can see at a glance which contacts came from MessageMind.

What MessageMind can do with it

  • Import existing webCRM Persons into MessageMind as contacts, with primary email, phone and custom fields preserved.
  • Create an Organisation and a Person in webCRM for a MessageMind contact that is not already linked, and link the two sides so repeated syncs do not duplicate.
  • Create Opportunities in webCRM for specific business interests, with the full chat transcript attached as the opportunity comment.
  • Keep MessageMind contact custom fields in sync with the matching Person's CustomFields in webCRM.
  • Soft-delete a webCRM Person (set status to 'Resigned') instead of hard-deleting the record.

Requirements

  • A webCRM account with permission to generate an Application Token in the webCRM settings.
  • If webCRM applies IP restrictions, the MessageMind server IP must be allowed. Otherwise the Application Token is rejected at login.

How to connect

  1. In webCRM, go to Settings, Configuration, Integration, API and create a REST API Application token. Copy the token value.
  2. In the MessageMind dashboard, open /integrations and click the webCRM card. The 'Connect webCRM' modal opens with the description about syncing CRM data in real time.
  3. Paste the token into the field labelled 'Application Token' and click Integrate.
  4. MessageMind calls /integration/web-crm/organizations with the token to list the webCRM Organisations the token can access. If the token is bad or webCRM's IP policy is blocking the call, the dashboard shows the toast 'Failed to get organisatiosn info from webCRM' and the connect form stays open.
  5. A 'Select An Organisation' dropdown appears. Pick the webCRM Organisation this MessageMind tenant should write records against and click Integrate again.
  6. MessageMind saves the Application Token and the selected Organisation id and exchanges the token for a bearer access token on webCRM's /auth/apilogin endpoint. On success the integration is enabled.

Authentication and permissions

Mechanism
webCRM Application Token (REST API key) exchanged for a bearer access token on webCRM's /auth/apilogin endpoint (base URL https://api.webcrm.com). MessageMind caches the access token until shortly before it expires, then re-exchanges the Application Token for a new one.
Credentials
The webCRM Application Token, stored on your MessageMind tenant under the 'Application Token' key, plus the webCRM Organisation id picked in the 'Select An Organisation' step so later calls target the right Organisation.

Available data and actions

Reads

  • webCRM Persons (paged), including name, primary email, primary and mobile phone, and custom fields.
  • A single webCRM Person by id, used when MessageMind needs to confirm the Person still exists or read its Organisation.
  • webCRM Fields Metadata, in aggregate and by entity type (for example 'Opportunity'), to drive field mapping.
  • webCRM Organisations (paged), with optional SecurityInfo include.

Writes

  • Organisations created for MessageMind contacts, tagged with 'Messagemind' in the OrganisationCustom1 field.
  • Persons created for MessageMind contacts, linked to the Organisation, with a 'MessageMindSource' custom field recording that the record came from MessageMind.
  • Opportunities created for specific contact interests, carrying the chat transcript in OpportunityComment, pipeline fields, and the 'Messagemind' marker in OpportunityPlus3.
  • Updates to a Person's comment field, used to attach a conversation transcript to an existing webCRM Person.
  • Updates to a Person's CustomFields when the matching MessageMind contact's custom fields change.
  • A soft-delete on a Person, by setting PersonStatus to 'Resigned'. Hard deletion is not used.

AI agent use cases

  • Push a new MessageMind contact into webCRM as an Organisation and Person when the AI qualifies them in chat, so sales sees the record immediately.
  • Attach the full MessageMind conversation transcript to a webCRM Opportunity when the customer expresses a specific interest, so the sales rep opens the opportunity with the context already in place.
  • Keep custom fields the AI gathers (budget range, document references, status flags) aligned with the matching webCRM Person without manual data entry.
  • Bring an existing webCRM Person list into MessageMind so the AI can resume conversations with contacts your team already knows.

Configuration

  • The import pulls Persons in pages (default 100 per page, up to 5 pages). Larger webCRM databases need the import to be run repeatedly or scoped.
  • Imported Persons without an email and without a phone are skipped: MessageMind needs at least one identifier to deduplicate against existing contacts.
  • Every Organisation and Person MessageMind creates in webCRM is marked ('Messagemind' in OrganisationCustom1 and a 'MessageMindSource' custom field on the Person) so your team can filter MessageMind-sourced records inside webCRM.
  • Opportunity creation is interest-driven and uses a tenant-specific mapping of interest to pipeline, level, description and marker fields.

Example workflows

Qualified chat creates a webCRM record

  1. A MessageMind contact without a webCRM link reaches a point where it should be pushed to the CRM.
  2. MessageMind checks that no webCRM external id is already on the contact.
  3. MessageMind creates an Organisation in webCRM with the contact's name, phone, country, and the 'Messagemind' marker.
  4. MessageMind creates a Person linked to that Organisation, carrying email, phone, the contact's custom fields and the 'MessageMindSource' marker.
  5. The returned webCRM Person id is stored on the MessageMind contact so subsequent updates target the same record.

Limitations

  • The webCRM access token is cached per MessageMind process; a token rotated outside of MessageMind is not noticed until the cached token expires and the next login runs.
  • The import of existing Persons walks up to a fixed number of pages per run. Very large webCRM databases need the import to be run more than once or scoped to recent contacts.
  • Opportunity creation uses a tenant-specific interest-to-pipeline mapping; interests outside that mapping do not create an opportunity.
  • MessageMind soft-deletes a webCRM Person (status 'Resigned') and never hard-deletes.

Troubleshooting

After pasting the Application Token the modal shows 'Failed to get organisatiosn info from webCRM' and the Organisation dropdown never appears.

webCRM's /integration/web-crm/organizations call returned no organisations. The token is wrong, has been revoked in webCRM, or webCRM's authorised-IPs list is blocking the MessageMind server. Regenerate the token under Settings, Configuration, Integration, API, confirm the MessageMind server IP is allowed on webCRM's side, then try again.

The connection shows as disabled with an invalid-token error.

Generate a fresh Application Token in webCRM and paste it into the MessageMind connection. The previous token was either regenerated in webCRM or is blocked by webCRM's IP restrictions.

A contact pushed to webCRM shows up twice.

MessageMind checks the contact's webCRM link before creating a new Organisation and Person. If a duplicate still appears, the contact was likely not yet linked at the time of the first push. Keep the duplicate the AI created and link the MessageMind contact to it; subsequent updates will target that record.

Custom fields updated in MessageMind are not showing up on the webCRM Person.

The sync updates only Persons that already carry a webCRM external id on the MessageMind contact. If the contact has not been pushed to webCRM yet, create the Organisation and Person first, then edit the custom fields.

Records are being written to the wrong webCRM Organisation.

The 'Select An Organisation' step committed the wrong Organisation id. Disconnect webCRM on /integrations and run the connect flow again, picking the correct Organisation in the dropdown.

Disconnect and reconnect

  • On /integrations in the dashboard, open the webCRM card and click Disconnect. The stored Application Token and selected Organisation id are removed; MessageMind stops reading from or writing to your webCRM account.
  • Previously created Organisations, Persons and Opportunities stay in webCRM; disconnecting does not delete them, and MessageMind-created records keep their 'Messagemind' marker in OrganisationCustom1 and the 'MessageMindSource' custom field on the Person.
  • To reconnect, generate a new Application Token in webCRM, paste it into the connect form and pick the Organisation again.