Integrating Instagram with Zoho Desk

Integrating Instagram with Zoho Desk

Instagram

Instagram integration via Meta business pages offers a popular Instant Messaging channel that facilitates customer communication. To set up a Meta business page, customers must authenticate the business profile and grant the necessary permissions for the business pages they intend to manage via instant messaging.


Meta Business Suite

Meta Business Suite is a comprehensive solution for overseeing your marketing and advertising efforts on Facebook and Instagram. It combines various tools to facilitate customer engagement across all apps and drive improved business outcomes.

How it works

You can use the Instagram platform to facilitate message exchanges between your Meta business page and your potential customers and followers. The Instagram business account provided by the Meta business suite enables and displays these interactions as Instagram conversations. These conversations can originate from your business's Meta business page, the page's Instagram posts, your website through a widget plugin, and various other sources.  Refer here for the steps to set up a business account on Instagram.

The relationship between an Instagram Business Account and a Facebook page

  • First and foremost, to configure an Instagram channel, we must create a business account on Instagram.
  • After that, we have to connect a Facebook page to that Instagram account from the Facebook Account Manager.
  • We can manage multiple Facebook pages and Instagram accounts under a single-parent Facebook account.

Steps to connect a Facebook page with an Instagram account:

1. Login to Facebook.com and select the Facebook page profile for which the Instagram Business account needs to be associated.
2. Navigate to Settings & Privacy -> then Settings.
3. Scroll down and select Linked Accounts.
4. Click on Instagram and then View.
5. Click Connect Account.
6. Click on confirm and done for all the prompts displayed. Then, it will load an authentication window.
7. Click Login as an Instagram account name, and the Facebook page needs to be associated with that Instagram account.
8. Click Continue.
9. Now, your Facebook page is successfully associated with the Instagram account.

The messaging flow 

When someone sends a message to your Instagram Business Page (Business account), a webhook is triggered to notify you that your Meta Business Page or Instagram professional account has received a message. Your app can then call the Meta social graph to get this conversation, determine the appropriate reply, and send a response within 24 hours. The platform allows you to do this at scale, and provides various conversation entry points and message types.

This article details how you can add an Instagram channel.

The onboarding process

1. Log in to your Zoho Desk account with administrator privileges.
2. Click the Setup icon (  ) in the top bar.



3. Under Channels, click Instant Messaging.
4. Click Configure corresponding to Instagram on the Instant Messaging page.



5. Click Create Channel on the Instagram page.
The number of channels you create cannot exceed the departments in your account.  



6. On the Add Channel page, do the following:
      6.a. Upload an icon for the channel.
The icon size cannot exceed 1 MB and should be in the .jpg, .png, or .jpeg format.
      6.b. Enter a name for the channel.
      6.c. Select the Meta business page added under Step 7.
      6.d. Select the department in which you want to receive messages.
      6.e. Click Save.
7. To link your Instagram business, log in to your Facebook account as a user with Admin privileges for all accounts being added, then follow the on-screen instructions to authorize Zoho Desk to use your Instagram business account.
      7.a. Log in to your Facebook account.


      7.b. Enter the password and click Continue to link your Facebook account.




      7.c. Click Continue on your current business account to Zoho Desk window.



      7.d. Select all the Meta business pages you want to manage in Zoho Desk, and ensure page permissions are toggled to Yes.





      7.e. Click Done.
      After successful addition of the Meta business pages, you will be led to the below alert, which states that you have successfully linked your Zoho Desk account with Instagram.




Supported file formats and attachment limits for Instagram

Direction

Media Type

Supported Formats

Maximum File Size

Outgoing

Image

.jpeg, .png

8MB

 

Video

.mp4, .ogg, quicktime, x-.msvideo, .webm

20MB

 

Audio

.x-aac, .m4a, .vnd, .wav, .mp4

20 MB

Incoming

Image

.jpg, .jpeg, .png

50MB

 

Video

.mp4, .ogg, quicktime, x-.msvideo, .webm

50MB

 

Audio

.x-aac, .m4a, .vnd, .wav, .mp4

50 MB


Limitations 

    •    There's a 1600-character limit for messages sent through Instagram.
    •    Instagram allows a business only seven days to respond to the end user before the messaging window closes. To prevent messages from being sent but not delivered, the composer will be blocked once the messaging window is closed. The only way to re-open it is if the end-user sends a new message.

Instant Messaging Preferences

You can update your preferences for each of the instant messaging channels created in your help desk at any time. The preferences allow you to assign a different set of agents for each channel. Additionally, you can specify after how long a new ticket should be created for responses received on an existing chat. By default, the threading intermission is set to 60 minutes. Any replies coming in after 60 minutes will create a new ticket. You can extend this period up to 24 hours under preferences.

To associate agents with channels:

1. Click the Setup icon ( ) in the top bar.
2. Click Instant Messaging under the Channels menu.
3. Click Associate Agents accordion under the Edit Channel page.
4. Click Configure corresponding to Instagram on the Instant Messaging page.
5. Select an agent from the drop-down.
6. Click Save. The agent can view conversations from the chosen channels and reply to customers instantly.

Delete an Instagram Channel 

You can delete an Instagram channel if you wish to stop sending or receiving messages in it. The channel's existing conversations will stay intact, but the agents will not be able to respond, transfer or block the associated chats.

To delete a channel

1. Click the Setup icon (  ) in the top bar. 
2. Under Channels, click Instant Messaging
3. Click Instagram on the Instant Messaging page. The list of channels created in your account will be displayed.
4. Click on the horizontal ellipsis at the top-right corner of your channel, followed by Delete Channel.
5. Click Yes, Delete on the confirmation dialog box. The channel will be deleted.
Once the channel is deleted, you will not be able to send or receive messages. Even though the chats are intact (read-only), the agents cannot transfer or block the existing chats.

Deactivating an Instagram Channel 

You can deactivate an Instagram channel if you wish to stop sending or receiving messages in it. The channel's existing conversations will stay intact, and you can activate it again when required.

To deactivate a channel:

    1    Click the Setup icon (  ) in the top bar. 
    2    Under Channels, click Instant Messaging
    3    Click Instagram on the Instant Messaging page. The list of channels created in your account will be displayed.
    4    Turn off the toggle corresponding to the channel you want to deactivate. 
    5    Click Deactivate on the confirmation dialog box. The channel will be deactivated.
LIMITATION: The IM module does not support receiving audio and video files from Instagram messaging applications.

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