> ## Documentation Index
> Fetch the complete documentation index at: https://docs.floral.so/llms.txt
> Use this file to discover all available pages before exploring further.

# webCRM

> Connect webCRM to use customer history in briefings and save meeting minutes and briefings in webCRM.

Connect webCRM so Floral can prepare briefings from your customer history and save approved meeting minutes on the right company in webCRM. Nobody on the team has to copy notes from Floral into webCRM.

## What the connection does

| When                                                         | What happens in webCRM                                                                                    |
| ------------------------------------------------------------ | --------------------------------------------------------------------------------------------------------- |
| You prepare a [briefing](/product/briefings)                 | Floral reads the company's activities, opportunities, and recent meetings, and uses them in the briefing. |
| A briefing is finished                                       | Floral saves it as a completed activity on the company. You can turn this off.                            |
| Meeting minutes are [approved](/product/summaries-and-deals) | Floral saves the minutes as a meeting on the company, with a link back to Floral.                         |
| A meeting attendee is not in webCRM yet                      | Floral creates the person on the company and adds them to the meeting.                                    |
| The company is not in webCRM yet                             | Floral creates the company with its name and CVR number.                                                  |

Floral does not change or delete anything that already exists in webCRM. It only reads and adds.

## Before you start

You need:

* **Organization administrator access in Floral.**
* **A webCRM API token.** A webCRM administrator creates it in webCRM's API settings. If you are unsure where to find it, ask webCRM support for an API token for an integration.
* **To know which webCRM field holds the CVR number.** Floral uses webCRM's standard VAT number field, `OrganisationVatNumber`, unless you change it. If you store CVR in a custom field, ask your webCRM administrator for the field's API name. It starts with `Organisation`, for example `OrganisationExtraCustom1`.
* **A webCRM user** who should own briefings and meetings that cannot be matched to a person. You choose the user from a list in Floral.

<Tip>
  Choose the owner user with care. Floral assigns every briefing activity to this user and reads earlier meetings from this user's calendar when it prepares briefings.
</Tip>

## Connect webCRM

<Steps>
  <Step title="Open the webCRM settings">
    In Floral, open **Settings > CRM connections** and select **webCRM**. You can also open **Settings > Sources** and choose the **CRM-forbindelser** tab.
  </Step>

  <Step title="Paste the API token">
    Paste the token into **WebCRM-token**. The field hides what you type.
  </Step>

  <Step title="Check the CVR field">
    **CVR-feltnøgle** is filled in with `OrganisationVatNumber`. Keep it if you store CVR numbers in webCRM's VAT number field. Otherwise, enter the name of your CVR field exactly as webCRM spells it, including capital letters.
  </Step>

  <Step title="Choose the owner user">
    Select **Hent brugere** next to **Ansvarlig bruger**, then choose the user from the list. If the list cannot be loaded, type the user's webCRM ID instead. Your webCRM administrator can find it in webCRM's user administration.
  </Step>

  <Step title="Choose how far back to read meetings">
    **Mødehistorik i dage** sets how many days of earlier meetings Floral reads for briefings. The default is 730 days, which is two years. You can choose from 1 to 3650 days.
  </Step>

  <Step title="Choose what to save in webCRM">
    Leave **Sync briefings to WebCRM** on if finished briefings should be saved as completed activities. Approved meeting minutes are always saved.

    Turn on **Sync internal meetings** only if meetings without external participants should also be saved in webCRM. See [Internal meetings](#internal-meetings).
  </Step>

  <Step title="Save">
    Select **Gem WebCRM-forbindelse**. The button is available when the token, CVR field, and owner user are filled in. Floral signs in to webCRM and checks the token, the CVR field, and the user ID before it saves. When the connection is saved, the status changes to **Forbundet**.
  </Step>
</Steps>

If a check fails, Floral does not save the connection and tells you what to correct. See [If something needs attention](#if-something-needs-attention).

## How Floral finds the company

Floral remembers which webCRM company each Floral company is linked to. When there is no link yet, it looks in this order:

1. **CVR number.** Floral searches the CVR field for the company's CVR number and links the first match.
2. **Company name**, only when you start a briefing. If the name matches exactly, Floral asks you to confirm that it is the same company before the briefing starts.
3. **Create the company.** If nothing matches, Floral creates the company in webCRM with its name and CVR number. If webCRM reports that the CVR number already exists, Floral links to that company instead.

When approved meeting minutes are saved, Floral skips the name search. If the CVR number does not match, Floral creates the company. Add CVR numbers to your companies in Floral to avoid duplicates.

## What Floral saves in webCRM

### Meeting minutes

When minutes are approved and the meeting is linked to a company, Floral creates a meeting on that company:

* **Subject**: the calendar title of the meeting.
* **Time**: the meeting's start time and length. The length is one hour if it is unknown.
* **Description**: the full minutes with the summary, what was discussed, and agreements and tasks with owners and deadlines, followed by a link back to Floral.
* **Owner**: the webCRM user whose email matches the person who approved the minutes. If there is no match, the owner is the user you entered in **Ansvarlig bruger**.
* **Participants**: the attendees. Floral finds each attendee by email. If an attendee does not exist, Floral creates them as a person on the company with their name and email.

webCRM sends no invitations for meetings that Floral creates.

### Briefings

When **Sync briefings to WebCRM** is on, each finished briefing becomes a completed activity on the company. It is assigned to the user in **Ansvarlig bruger**, and the activity text contains the briefing and a link to it in Floral.

### Internal meetings

A meeting is internal when all its participants are from your own organization. Internal meetings are not saved in webCRM unless **Sync internal meetings** is on. When it is on, approved internal meetings that are linked to a company are saved too. Customer meetings are always saved.

## Check your first sync

<Steps>
  <Step title="Choose a known customer">
    Pick a customer that already exists in webCRM with a CVR number, and make sure the company in Floral has the same CVR number.
  </Step>

  <Step title="Prepare a briefing">
    Start a briefing for the company. Check that it mentions earlier activities or meetings from webCRM.
  </Step>

  <Step title="Approve meeting minutes">
    Approve the minutes from a meeting with that customer. The minutes show **Synced to CRM** when the meeting has been saved.
  </Step>

  <Step title="Open the company in webCRM">
    Check that the meeting is on the right company and that the description, time, owner, and participants look right. If briefing sync is on, also look for the briefing activity.
  </Step>
</Steps>

## If something needs attention

| What you see                                                                          | What to do                                                                                                                                                                           |
| ------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| The status is **Kræver handling**                                                     | Open the webCRM settings and read the error under **Seneste fejl**. Correct the setting, then select **Gem WebCRM-forbindelse** again. You must paste the token again when you save. |
| **WebCRM afviste tokenet** when you save, or `WebCRM authentication failed` on a sync | The token is wrong or has been deleted in webCRM. Create a new token in webCRM, paste it, and save.                                                                                  |
| **WebCRM kender ikke feltet** when you save                                           | webCRM has no field with that name. Enter the field name exactly as webCRM spells it, for example `OrganisationVatNumber`.                                                           |
| **Der findes ingen aktiv WebCRM-bruger med ID** when you save                         | Check the user ID with your webCRM administrator. The user must be active in webCRM.                                                                                                 |
| **Kunne ikke kontakte WebCRM** when you save                                          | webCRM did not answer. Wait a moment and save again.                                                                                                                                 |
| Floral creates new companies instead of finding existing ones                         | Check that **CVR-feltnøgle** is the exact webCRM field name and that the CVR numbers in webCRM and Floral match.                                                                     |
| The minutes show **CRM sync failed**                                                  | Read the error on the minutes, correct the cause, then select **Retry sync**.                                                                                                        |
| The minutes say **The summary isn't linked to a company.**                            | Link the meeting to a company in Floral, then retry.                                                                                                                                 |
| The minutes say **Internal meetings aren't synced to CRM.**                           | The meeting is internal. Turn on **Sync internal meetings** if you want to save it.                                                                                                  |
| The same meeting appears twice in webCRM                                              | A retry can create a second meeting. Delete the extra meeting in webCRM.                                                                                                             |
| A briefing has no webCRM history                                                      | Check that the company is linked, that the owner user has access to the company's meetings, and that **Mødehistorik i dage** covers the period you expect.                           |

Floral retries a failed save automatically a few times over several hours. You can retry sooner from the minutes.

<Warning>
  Only paste the webCRM token into the **WebCRM-token** field in Floral. Never send it by email, chat, or support message.
</Warning>