⚙ī¸ WhatsApp Notifier - Admin Guide

Administrator guide for configuring and managing WhatsApp Notifier in Zoho CRM

📋 Overview

This admin guide provides detailed instructions for administrators on how to install, configure, and manage the WhatsApp Notifier extension in Zoho CRM. This guide covers system-level configuration, security settings, user permissions, and maintenance procedures.

Admin Responsibilities

  • Installation: Install and configure the extension in Zoho CRM
  • Initial Setup: Configure SMSIdea credentials and WhatsApp instances
  • User Permissions: Manage who can access and use the extension
  • Security: Ensure secure storage of credentials and API keys
  • Monitoring: Monitor usage and troubleshoot issues
  • Maintenance: Update and maintain the extension
ℹī¸ Admin Access Required: Most configuration tasks require administrator privileges in Zoho CRM. Ensure you have the appropriate permissions before proceeding.

🔧 Installation

Prerequisites

  • Zoho CRM administrator account
  • Valid SMSIdea account with WhatsApp Business API access
  • SMSIdea master key (available in SMSIdea dashboard)
  • WhatsApp Business number (verified)

Installation Steps

1 Install from Zoho Marketplace

Navigate to Zoho Marketplace and search for "WhatsApp Notifier". Click "Install" and follow the installation wizard. Alternatively, if you have a private installation URL, use that to install the extension.

2 Grant Required Permissions

During installation, you'll be prompted to grant permissions. The extension requires:

  • Access to Zoho CRM Variables (for credential storage)
  • Access to Web Tabs (for extension interface)
  • Access to Setup pages (for configuration widget)
Grant all required permissions to proceed.

3 Verify Installation

After installation, verify that the extension is properly installed:

  • Check Setup > Extensions > WhatsApp Notifier
  • Verify Web Tab "WhatsApp Instances" is visible
  • Confirm configuration widget is accessible

4 Check Extension Status

Navigate to Setup > Extensions to view the extension status. Ensure it shows as "Active" and there are no error messages.

✓ Installation Complete! The extension is now installed and ready for configuration. Proceed to the Configuration section to set up your WhatsApp instances.

⚙ī¸ Configuration

Initial Configuration

Before users can use the extension, administrators need to perform initial configuration:

1. Access Configuration Widget

Navigate to Setup > WhatsApp Notifier Configuration to access the configuration widget. This widget allows you to view and manage stored credentials.

2. Configure SMSIdea Master Key

The SMSIdea master key is required for authentication. To configure:

  1. Log in to your SMSIdea account at wa.smsidea.com
  2. Navigate to Dashboard > API Settings
  3. Copy your master key
  4. Use the Login page in the extension to enter and save the master key
  5. The master key will be stored in Zoho CRM Variable: whatsappnotifier__masterkey

3. Connect WhatsApp Instance

Connect your first WhatsApp Business instance:

  1. Navigate to the Web Tab "WhatsApp Instances"
  2. Click "Connect New Instance"
  3. Scan the QR code with your WhatsApp Business account
  4. Wait for connection confirmation
  5. The API key will be stored in Zoho CRM Variable: whatsappnotifier__apikey

CRM Variables

The extension uses the following Zoho CRM Variables to store credentials:

Variable Name Purpose Access Level
whatsappnotifier__masterkey Stores SMSIdea master key for authentication Admin/Authorized Users
whatsappnotifier__apikey Stores default WhatsApp instance API key Admin/Authorized Users
⚠ī¸ Security Warning: These variables contain sensitive credentials. Ensure only authorized users have access to them. Review user permissions regularly.

Whitelisted Domains

The extension requires the following domains to be whitelisted in Zoho CRM (automatically configured during installation):

  • https://wa.smsidea.com
  • wa.smsidea.com

These domains are automatically added during installation. If you encounter CORS errors, verify these domains are whitelisted in Setup > Extensions > WhatsApp Notifier > Settings.

đŸ‘Ĩ User Management

User Permissions

Control who can access and use the WhatsApp Notifier extension:

Required Permissions

  • Web Tabs: Users need access to the "WhatsApp Instances" web tab to use the extension
  • CRM Variables: Users need read/write access to extension variables to use features
  • Setup Access: Only admins should have access to the configuration widget

Setting User Permissions

  1. Navigate to Setup > Users & Permissions > Users
  2. Select the user you want to configure
  3. Go to the Roles tab
  4. Assign appropriate role with Web Tab access
  5. For configuration access, assign Administrator role

Role-Based Access

Role Can Send Messages Can Manage Instances Can Access Config
Standard User ✓ ✓ ✗
Administrator ✓ ✓ ✓
Read Only ✗ ✗ ✗

Best Practices

  • Limit configuration access to administrators only
  • Provide training to users on proper usage
  • Monitor user activity for compliance
  • Review permissions regularly
  • Revoke access when users leave the organization

🔒 Security

Credential Storage

All credentials are stored securely in Zoho CRM Variables:

  • Master keys and API keys are encrypted at rest
  • Access is controlled through Zoho CRM permissions
  • Credentials are never exposed in logs or error messages

Security Best Practices

1. Regular Credential Rotation

Regularly rotate your SMSIdea master key:

  1. Generate new master key in SMSIdea dashboard
  2. Update in extension configuration
  3. Verify all instances still work
  4. Delete old credentials from CRM Variables

2. Access Control

  • Limit access to configuration widget to administrators only
  • Review user permissions regularly
  • Use role-based access control
  • Monitor access logs

3. Audit Logging

Enable audit logging for:

  • Configuration changes
  • Credential updates
  • Instance connections/disconnections
  • Message sending activities

4. Data Transmission

ℹī¸ Secure Communication: All API calls to SMSIdea are made through Zoho Functions (Deluge), which provide secure proxy functionality. No direct API calls are made from the client-side code.

Compliance

  • Ensure compliance with WhatsApp Business API policies
  • Follow SMSIdea's terms of service
  • Comply with data privacy regulations (GDPR, CCPA, etc.)
  • Maintain audit trails for compliance requirements
🚨 Important: Never share credentials in plain text. Always use secure channels for credential distribution. If credentials are compromised, rotate them immediately.

📊 Monitoring

Extension Health Checks

Regularly monitor the extension to ensure it's working correctly:

1. Check Extension Status

Navigate to Setup > Extensions > WhatsApp Notifier to check:

  • Extension status (Active/Inactive)
  • Last updated timestamp
  • Version information
  • Error messages (if any)

2. Monitor CRM Variables

Check stored credentials in Configuration Widget:

  • Verify master key is set
  • Check default API key is configured
  • Clear credentials if needed for troubleshooting

3. Test Instance Connections

Regularly test WhatsApp instance connections:

  • Verify instances are connected
  • Test message sending functionality
  • Check for connection errors

Usage Monitoring

  • Monitor message sending frequency
  • Track instance usage
  • Check for error patterns
  • Review user activity logs

Performance Metrics

Metric How to Monitor Expected Value
Extension Load Time Browser DevTools < 3 seconds
Message Send Success Rate SMSIdea Dashboard > 95%
Instance Connection Status Extension Interface All Connected

🔧 Troubleshooting

Common Admin Issues

Issue: Extension not appearing in Zoho CRM

Solution:
  1. Verify extension is installed: Setup > Extensions
  2. Check extension status is "Active"
  3. Clear browser cache and refresh
  4. Check user permissions for Web Tab access
  5. Reinstall extension if necessary

Issue: Cannot access configuration widget

Solution:
  1. Verify you have administrator privileges
  2. Check Setup > Extensions > WhatsApp Notifier exists
  3. Clear browser cache
  4. Try accessing from different browser

Issue: Credentials not saving

Solution:
  1. Check CRM Variables permissions
  2. Verify you have write access to variables
  3. Check browser console for errors
  4. Try clearing and re-entering credentials

Issue: CORS errors when using extension

Solution:
  1. Verify whitelisted domains in extension settings
  2. Check that wa.smsidea.com is whitelisted
  3. Review extension manifest configuration
  4. Contact extension support if issue persists

Logs and Debugging

To enable debugging:

  • Check browser console for JavaScript errors
  • Review Zoho CRM extension logs
  • Check SMSIdea API logs in their dashboard
  • Enable debug mode by adding ?waDebug=1 to extension URLs

Getting Support

If you encounter issues not covered in this guide:

  • Contact extension support: [Your Support Email]
  • Check extension documentation
  • Review Zoho CRM extension logs
  • Contact SMSIdea support for API-related issues