How to Build a RingCentral–Salesforce Daily Call Sync with Apex (Real Estate Case Study)

A real estate acquisition team makes dozens of calls per day — to motivated sellers, to follow up on leads, to check in on contracts. Logging all of those calls manually in Salesforce is hours of administrative work that takes agents away from their actual job. And if calls aren't logged, reports are wrong, accountability breaks down, and management can't see what's actually happening.

At Central City Solutions, the team was using RingCentral as their phone system. Calls were being made but not consistently logged in Salesforce. The solution was a custom Apex integration that automatically pulls yesterday's call logs from RingCentral's API and creates Salesforce Task records — every day, at 2 AM, without any human involvement.

The Architecture

The solution has two Apex classes working together:

• RCDailyCallLogSync.cls — Schedulable class that runs at 2 AM daily, authenticates with RingCentral's API, fetches yesterday's call logs, and creates Task records in Salesforce
• RCNextUserScheduler.cls — Queueable class that chains user processing with a 2-minute delay between users, preventing API governor limit violations

Why Chained Processing?

RingCentral rate-limits API requests. If you try to sync 15 users' call logs simultaneously, you'll hit rate limits. The solution: process one user at a time, with a 2-minute delay between users via chained Queueable jobs. Each job processes one user's calls, then enqueues the next user's job with a delay.

Authenticating with RingCentral

RingCentral uses OAuth 2.0. The integration stores the access token in Salesforce Custom Settings or Named Credentials and refreshes it as needed. Each API call fetches call logs for a specific extension (stored as a custom field on the Salesforce User record) for the previous day:

Creating Salesforce Tasks from Call Logs

For each call log record returned by the API, the class creates a Salesforce Task. The key logic:

• Recording filter — only create Tasks for calls that have a recording attached (calls under 30 seconds are typically not useful)
• Contact matching — match the caller's phone number to an existing Lead or Contact in Salesforce and link the Task to that record
• Duration and direction — store call duration, inbound/outbound direction, and the recording URL in the Task description
• Bulk safety — process in batches of 250 calls per user to stay within Salesforce governor limits

Handling Errors Gracefully

The integration has built-in error handling for the most common failure scenarios:

• API timeout — if RingCentral doesn't respond within 120 seconds, log the error and skip to the next user
• User without extension — skip users whose RingCentral_Extension__c field is empty
• API authentication failure — catch HTTP 401 responses, refresh the token, and retry once
• Empty response — handle gracefully when a user had no calls the previous day

Scheduling and Monitoring

Schedule with a cron expression that runs at 2 AM daily:

After deployment, monitor via Setup → Scheduled Jobs. Check that Tasks are being created by running a Salesforce report filtered to Tasks created by the integration user with yesterday's date.

The Business Impact

Before this integration, call logging at Central City Solutions was inconsistent. Reports showed whatever agents remembered to log. After deployment: every call over 30 seconds was automatically logged, linked to the correct record, and searchable in Salesforce the next morning. Management could finally see actual call activity, not self-reported activity. The accuracy of acquisition performance reports improved immediately.

What You Need to Implement This

To replicate this in your Salesforce org, you'll need: a RingCentral account with API access enabled (Platform plan or higher), RingCentral extension IDs mapped to Salesforce User records, Salesforce API access enabled for the integration user, and a Named Credential or Custom Setting to store the OAuth tokens securely. The Apex classes themselves need to be deployed to your org and the scheduled job activated.