Smokeball

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Overview

The Captivo integration for Smokeball connects your RingCentral phone system directly with Smokeball, so every call your firm makes or receives is automatically matched to the right contact and logged against the right matter — without anyone having to do it manually. What it does:

• Surfaces the matching Smokeball contact when a call comes in or goes out
• Automatically logs call activities against the correct matter, including duration and notes
• Lets you add call notes from directly within the RingCentral dialer
• Uses AI transcriptions to summarise conversations and to extract tasks
• Links call recordings to the matter file once available
• Lets you click through to the contact or activity in Smokeball directly from the extension

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Requirements

Before you begin, make sure you have:

• An active RingCentral account with App Connect access
• An active Smokeball subscription
• Google Chrome or Microsoft Edge browser.
• Administrator access is not required — any Smokeball user can connect their own account

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Installation

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Step 1 — Install the App Connect extension

Install the RingCentral App Connect extension from the Chrome or Edge Web Store. → Install RingCentral App Connect

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Step 2 — Open Smokeball

Navigate to your Smokeball account or refresh the page. The orange App Connect button should appear in the corner of the page once you’re on a Smokeball domain.

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Step 3 — Open App Connect and sign in to RingCentral

Click the orange App Connect button to open the dialer. If you haven’t signed into RingCentral yet, you’ll be prompted to do so. Enter your RingCentral credentials and complete the login. Once signed in, you’ll see the main dialer interface.

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Step 4 — Connect to Smokeball

From the dialer, navigate to More → Settings → Integrations. You should see CaptivoConnect for Smokeball listed. Click Connect. A popup window will open asking you to authorise the connection to your Smokeball account. Log in with your Smokeball credentials and click Authorise. The popup will close automatically once the connection is successful.

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Using the Integration

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Incoming calls

When a call comes in, App Connect automatically searches Smokeball for a contact matching the caller’s phone number. If a match is found, the contact is displayed in the dialer along with their matter information. If multiple contacts match the number, you’ll be asked to select the correct one. If no contact is found, you’ll have the option to create a new contact in Smokeball directly from the dialer.

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Outgoing calls

Click any phone number in Smokeball to dial it directly through RingCentral. App Connect will automatically match the contact and pre-populate the logging form.

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Logging a call

When a call ends, the call logging panel appears automatically. From here you can:

• Confirm or change the matched contact
• Select the matter to log the activity against
• Add a note about the call
• Edit the activity title

Click Save to log the activity to Smokeball. The activity will appear in the matter file immediately.

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Call recordings

If your RingCentral account has call recording enabled, the recording link will be automatically added to the Smokeball activity once it has finished processing. This typically takes 1–2 minutes after the call ends.

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Configuration

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Billing Rate and Billable Toggle

Set hourly billing rate for calls. Disable billable toggle to disable automatic billing entry in call logs.

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Tasks

When enabled, any tasks mentioned in the call transcription will be automatically extracted and entered as a Task inside Smokeball.

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Auto-logging

By default, the logging panel appears after each call and waits for you to save manually. To enable automatic logging without the save prompt: Go to More → Settings → Call Logging and enable Auto-save call logs.

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Subscription and Billing

The Captivo integration is a paid service billed per user per month. Each person at your firm who connects their Smokeball account uses one seat. To manage your firm’s subscription, billing, or payment details, click the Manage billing link in the App Connect integration settings. This will open the billing portal where you can view invoices, update your payment method, or cancel your subscription.

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Disconnecting

To disconnect your Smokeball account:

1. Open App Connect and go to More → Settings → Integrations
2. Click the settings icon next to CaptivoConnect for Smokeball
3. Click Disconnect

Your call history and logged activities in Smokeball will not be affected. Only the live connection is removed.

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Troubleshooting

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The App Connect button doesn’t appear on Smokeball

• Make sure you’re using Chrome or a Chromium-based browser
• Confirm the extension is enabled at chrome://extensions
• Try refreshing the Smokeball page
• If your browser is managed by your firm’s IT, the extension may need to be allowlisted

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Smokeball is listed as an integration but I can’t connect

• Make sure you’re logged into Smokeball in the same browser before clicking Connect
• Check that your Smokeball account is active and your subscription is current
• Try disconnecting and reconnecting

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Contacts aren’t being matched on incoming calls

• Check that the contact’s phone number in Smokeball is saved in a format App Connect recognises
• Confirm the contact exists in Smokeball under the number the call is coming from

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The call was logged to the wrong matter

• Open the activity in Smokeball and move it to the correct matter manually
• On the next call, use the matter dropdown in the logging panel to select the correct matter before saving

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My session expired and I’m being asked to reconnect

• This happens if you haven’t used the integration for an extended period
• Simply click Connect again in the integration settings and re-authorise with your Smokeball credentials
• Your previous call logs and activities are unaffected

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Getting Help

If you’re experiencing an issue not covered here, our support team is happy to help.

• Documentation: captivolabs.mintlify.app
• Email: support@captivolabs.com

Please include your RingCentral account number and a brief description of the issue when contacting support.