Text back every missed RingCentral call and assign the callback

Every 15 minutes during our business hours, check our RingCentral call log for inbound calls that went unanswered and turn each one into a tracked follow-up so an inbound lead never quietly disappears. Business hours means Monday to Friday, 9am to 6pm in our office timezone. If a run fires outside that window, stop immediately and do nothing.

Pull the calls with the RingCentral "List User Call Log" operation for my own extension, or "List Company Call Log" if I tell you to cover the whole team. Filter to inbound calls whose result marks them as unanswered, such as Missed or No Answer, covering the period since the last run. Use a lookback window of roughly 20 minutes so the small overlap between runs never drops a call, and lean on the dedupe rules below so the overlap never causes duplicate follow-ups.

Apply two filters before doing anything else. Ignore internal extension-to-extension calls: if the caller is one of our own extensions or an internal short number rather than a real external phone number, skip it entirely. Then collapse repeat calls from the same number into a single follow-up, treating the most recent attempt as the one you report and keeping a count of how many times that number tried.

For each remaining caller, look the number up in HubSpot with "Search Contacts", matching against the phone and mobile phone properties. Try more than one format, both the full international form like +14155550123 and the plain national form, because CRM records are rarely stored consistently.

When the number matches a known contact, create a callback task with HubSpot "Create Task", associated with that contact and assigned to the contact's owner, due within the next business hour, with a subject like "Call back Jane Doe, missed call at 2:15pm". Resolve the owner id to a real name with HubSpot "List Owners" so the Slack summary names a person rather than a number. Then log what happened with HubSpot "Create Note" on the same contact, recording when they called, the number they called from, how many attempts they made, and whether we texted them back.

When the number matches nothing, do not create or invent a CRM record. Flag it in the summary as a new inbound lead with the number, the time, and the number of attempts, so a human can decide who picks it up.

Send each missed caller an immediate acknowledgement text with RingCentral "Send SMS", worded along the lines of: "Hi, this is Acme. Sorry we missed your call. One of our team will call you back shortly." Before sending, check RingCentral "List Messages" for outbound SMS to that number since midnight today, and skip the text if we have already texted them once today. Never text the same number twice in one day, and never text an internal extension. The text goes out from the phone number attached to the RingCentral login connected to this workflow, because RingCentral does not permit sending SMS on behalf of another user's extension even for an administrator.

Finish with a single roll-up posted to our Slack channel with the Slack "Send a Message" operation. One message per run, never one message per call. List every missed caller with their name where we know it, their number, when they called, how many times they tried, who owns the callback, and whether the acknowledgement text was sent or skipped. Put unrecognised numbers under a separate "New inbound leads" heading so they stand out as unclaimed. If there were no qualifying missed calls in the window, post nothing at all and end the run quietly.