How to Automate Meeting Setup by Integrating Microsoft Teams and Zoom

Step 2: Set the Trigger

‍Now, let's set up a trigger that activates when meeting information is posted on Microsoft Teams.

From the "Project List" on the left side of the screen, select the project for which you want to create a flow.

If you want to create a new project, you can do so from the "+" on the right side of the "Project List".

Click "Create New" → "Create from Scratch" at the top right to start creating the flow.

You can freely set the title and description of the flow, so please decide for yourself.

Select "When a specific app event is received" as the trigger.

You will be taken to the app selection screen, so please select "Microsoft Teams".

Set the title of the "App Trigger" and set the "Trigger Action" to "When a message is sent to the channel".

Set the trigger activation time to 5 minutes and select "Team ID" and "Channel ID" from the options.
※ The selectable time for the trigger activation interval varies depending on the plan.

Click "Test" and if "Test Successful" is displayed, click "Save".

With this, the trigger that activates when meeting information is posted is set up.

Step 3: Set the Action

We will introduce actions to extract meeting data from Microsoft Teams and issue a Zoom meeting URL.

Extract Microsoft Teams Meeting Data

‍Next, set up an action to extract meeting data from Microsoft Teams.

Click the "+" under the Microsoft Teams app trigger you created earlier.

You will be taken to a screen to select the operation type, so select "Extract data from text".

Set the title as you like.

You will be taken to a screen to set details, so enter Output in the "Target Text" and specify the "items to extract" from the text, separated by commas (,).

In the output, you can use the Microsoft Teams data you entered earlier.

In the target text, it will be displayed as {{Message Content}}, but once the test is successful, it will be displayed as shown below, so rest assured.

‍Issue a Zoom Meeting URL

Next, let's set up an action to issue a Zoom meeting URL.

Click the "+" under the "Extract data from text" operation you created earlier.

Select "Integrate with App" in the operation field and select "Zoom".

Set the title of the "App Trigger" and set the "Trigger Action" to "Create Meeting".

You can enter the meeting name in the "Topic" or set the meeting name from the output field.

If you want to set a "Password", please enter the password.

Enter or set the "Meeting Description", "Meeting Date", "Start Time", and "Meeting Duration" fields in the output.

Click "Test" and if "Test Successful" is displayed, click "Save".

Finally, if you turn the trigger "ON", the action to issue a Zoom meeting URL is complete.

‍

Other Automation Examples Using Microsoft Teams and Zoom

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Microsoft Teams and Zoom.

If you find something interesting, please give it a try!

Automation Examples Integrating Microsoft Teams and Zoom

When a meeting ends on Zoom, you can notify Microsoft Teams with the recording URL or transcribe and summarize the meeting minutes and notify Microsoft Teams. Additionally, you can create a meeting on Zoom at a specified time and notify Microsoft Teams with the meeting information.

Examples of Automation Using Microsoft Teams

Notify Microsoft Teams of Information Submitted via Forms

Automatically notify Microsoft Teams of information submitted through Google Forms, HubSpot, etc.

Notify Microsoft Teams when a new message is posted in the chat tool

Automatically notify Microsoft Teams when a new message is posted on Slack, Discord, etc.

Notify Microsoft Teams of Today's Schedule and Upcoming Deadlines

Automatically notify Microsoft Teams of the day's schedule from Google Calendar and tasks with today's deadlines from Notion.

Example of Automation Using Zoom

Transcribe the meeting content and save it to a database when a Zoom meeting ends

When a Zoom meeting ends, the meeting content is transcribed and automatically saved to platforms like Notion or kintone.

After the Zoom meeting ends, transcribe and summarize the recording, and save the minutes as a PDF in cloud storage

After the Zoom meeting ends, transcribe and summarize the recording, and automatically save the minutes as a PDF to Google Drive, OneDrive, or similar services.

After a Zoom webinar ends, obtain the participant list and share the recording link via email

After a Zoom webinar ends, obtain the participant list and automatically share the recording link via Gmail or Outlook.

By utilizing these templates, you can save the effort of creating your own flowbots, giving you more free time.
With Yoom, you can connect over 100 apps without any coding.
Of course, you can also create original flowbots and automate them freely.
Use your customized flowbots to simplify your tasks more and more.

Benefits of Integrating Microsoft Teams and Zoom

There are two main benefits of integrating Microsoft Teams and Zoom.

Centralized Management of Information Between Apps

Without app integration, you have to switch between apps.
However, if you integrate the apps, you can manage them on a single platform.
This allows you to centrally manage notifications and schedules, making it easier to integrate multiple apps.
Eliminating the hassle of switching between apps makes your work smoother and more convenient!

Time Savings

Once app integration is complete, you can save time on scheduling and setting up meetings.
For example, you can create a Zoom meeting URL from Microsoft Teams' chat or calendar, so you don't waste time.
Eliminating the need to open both apps is also a significant advantage.

‍Conclusion

In this article, we introduced a flow where a new Zoom meeting URL is created when meeting details are posted in a Microsoft Teams channel.
This handles everything from meeting preparation to participation, which can improve work efficiency.
Automating tasks that were done manually can enhance the quality of work and make better use of time.
Not only with Microsoft Teams and Zoom, but also aim for further time savings by effectively integrating the apps you use!