How to create a Zoom meeting after lead registration in Google Sheets and send meeting information via Outlook

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

Organizing data based on registered company information and creating Zoom meetings is a simple yet time-consuming process. Additionally, it is necessary to send the Zoom meeting URL to the other party. By integrating Google Sheets, Zoom, and Outlook, as introduced in this article, you can automate the process of sharing meeting information, which is expected to improve work efficiency and quality. Let's explore ways to enhance business productivity by reducing manual effort and minimizing errors.

Recommended for

・Those who use Google Sheets, Zoom, and Outlook in their daily work
・Team leaders who feel challenged by manual lead management and meeting setup
・Sales departments aiming for faster lead response and sustainable process management
・IT personnel considering business efficiency improvements through IT tool integration using APIs
・Those who prioritize data accuracy and error prevention

Benefits and Examples of Integrating Google Sheets, Zoom, and Outlook

Benefit 1: Resource Optimization through Work Efficiency

Manually checking lead information, creating Zoom meetings, and sending meeting information via Outlook requires a lot of time and effort. By automating this process, you may be able to reduce human resources and focus on other important tasks. For example, if a sales support representative handles many leads daily, reducing the response time per lead can improve overall work efficiency. Additionally, reducing errors such as incorrect meeting links or schedule confusion may also alleviate the burden on the responsible person.

Benefit 2: Accurate Data Management

By utilizing this flow, lead information, meeting setup, and content sent via Outlook are automated, allowing each process to be handled with accurate data. For instance, if data is managed across Sheets, Zoom, and Outlook, any input errors or omissions in any of these applications can make schedule management difficult. By incorporating automation, you may minimize information deficiencies between applications and reduce management errors.

Benefit 3: Consistent Process Management

When tasks such as data registration are performed manually, there may be variations in response depending on the person in charge. However, by automating the process, information can be uniformly registered and managed. By responding to all leads with the same flow, overall operations can be standardized, minimizing confusion among stakeholders. For example, when multiple sales representatives register data, variations in information and operations are anticipated, but automation ensures consistent work regardless of who handles it, potentially reducing differences among representatives.

[What is Yoom]

Now, let's create a flow bot using the template "Create a Zoom meeting when a lead is registered in Google Sheets and send the meeting information to the other party via Outlook."

How to Create a Workflow Integrating Google Sheets, Zoom, and Outlook

The process to complete the workflow will proceed as follows.

・Integrate Google Sheets, Zoom, and Outlook with My Apps
・Copy the template
・Set triggers in Google Sheets and configure various operations in Zoom and Outlook that follow
・Turn on the trigger and confirm the actual activation

Now, let's establish new connections for the apps to be integrated.

・Integrate Google Sheets and Zoom with My Apps

(1) First, connect Google Sheets to My Apps.
After logging into your Yoom account, click "My Apps" on the left panel and search for Google Sheets from "New Connection".

‍

‍

Search for and click on the Google Sheets app icon.

‍

‍

‍

(2) Click "Sign in with Google" to move to the account selection screen, and choose the account you want to integrate from the right management account.
After selection, proceed to the sign-in screen and complete the authentication.
The first Google Sheets connection is now complete.

(3) Next, integrate the Zoom app.
Select Zoom in the same way as registering Google Sheets with My Apps.

‍

‍

(4) Enter the "Client ID" and "Client secret" of the Zoom you want to integrate.
Detailed steps for registering Zoom (OAuth) with My Apps are described on this page.
After entering the information, click [Add].

(5) The Zoom app connection is complete, so let's connect the third app, Outlook.
Search for and click the Outlook app icon in the same way.

(6) Clicking the Outlook app icon will take you to the sign-in screen, but no operation is required, and the connection will be completed instantly.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

If the settings are done correctly, you will be taken to the My Apps screen of your Yoom account with the three apps added.
Now, the three apps are connected to your Yoom account.

After confirming that the new connection of the target apps to the Yoom account is complete, click the icon for "Try this template" in the template below.

‍

‍

Click the "OK" button to copy the template.
You will be redirected to the "My Projects" screen of your Yoom account, so please check the template content.

‍

‍

There are four setup flows.

・Set Google Sheets Trigger

(1) First, set the Google Sheets app trigger.

‍

‍

From the My Projects on the left side of your Yoom account screen, click "【Copy】Create a meeting in Zoom when a lead is registered in Google Sheets and send the meeting information to the other party via Outlook".

‍

‍

After clicking, the template content will be displayed as shown in the screen below.

‍

‍

(2) First, click on the trigger "When a record is registered".

‍

(3) Enter the account information to be linked and click [Next].
On the next screen, enter the information for "Trigger Interval" and "Spreadsheet ID".

Select any of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes for the "Trigger Interval".
*Note that the trigger interval varies depending on the plan.

‍

‍

(4) For the "Spreadsheet ID" and "Sheet ID" fields, click the input bar to expand the information obtained from the account as "candidates" as shown in the screen below.
Let's also make use of this information.

‍

‍

(5) After entering the information, click [Test] and if there are no issues, click [Save].

・Set Zoom

(1) Next, click on the second action "Create Meeting".

‍

‍

(2) Enter the information of the Zoom account you want to link and click [Next].

‍

‍

(3) On the next screen, enter the relevant information in the "Email Address" and "Topic" fields.
It is also possible to set it by quoting the output obtained from the previous step as shown in the screen below. (As an example, the email address information is quoted from the first step "When a record is registered".)

‍

‍

(4) After entering the information, click [Test] and if there are no issues, click [Save].

・Set Outlook

(1) Next, click on the third action "Send Email".

‍

‍

(2) Enter the account information you want to link on the next screen.

‍

‍

(3) Scroll down and set the email content for sending the email.
It is also possible to set it by quoting the output obtained from the previous step as shown in the image below.
(As an example, the email address information is quoted from the first step "When a record is registered".)

‍

‍

After entering the information, click [Next].
As a customization, there is an item to add "Attachments" at the bottom of the screen, and by clicking the red frame part, there is an item to set "Pre-confirmation settings" to confirm before execution. By setting this, you can check the content before sending the email.

‍

‍

(4) On the next screen, check the email content.
If there are no issues, click [Test] and if there are no issues, click [Save].

(5) Finally, click on the fourth action "Update Record".

‍

‍

(6) Make sure that the Google Sheets account information is entered.
Scroll down to the "Database Integration" section and enter the relevant information.
You can expand the information obtained from the previous step as "candidates", so let's make use of this as well.

‍

‍

(7) After entering the information, click [Next].

(8) On the next screen, set to retrieve records that match the conditions from the specified table in Google Sheets and update the value of the top record in the response result.
As an example, for "① Condition of the record you want to update", specify 'Zoom MTGID' for the record you want to update, set the condition to 'Equal', and set the information that matches the condition to 'Zoom MTGID'.

‍

‍

You can also quote the information obtained from the previous step as an output.

(9) Set "② Value of the record after update".
The value set in "① Condition of the record you want to update" will be updated to the value set here.

‍

‍

(10) After entering the information, click [Test] and if there are no issues, click [Save].
This completes the setup.

・Turn on the Trigger

By clicking the red frame part "Turn on the Trigger" in the screen below, the flow bot will start automatically.

‍

‍

Here is the template used this time

‍Other Automation Examples Using Zoom

There are other examples of automation using Zoom on Yoom, so here are a few.

① Transcribe and summarize meeting minutes when a Zoom meeting ends, and notify Microsoft Teams

This flow automatically transcribes and summarizes the meeting content when a Zoom meeting ends, and notifies Microsoft Teams with the transcription results.
This automation is expected to significantly save manual work time by automatically transcribing and summarizing after the meeting ends.

② Save the transcription data of the meeting to Notion after the Zoom meeting ends

This flow is recommended for those who save and manage meeting content in Notion.
After a Zoom meeting ends, the meeting content is automatically transcribed and the data is saved to Notion.

③ After the Zoom meeting ends, transcribe and summarize the meeting, and add it to Jooto

Recommended for those who record meeting content and compile data.
Once the Zoom meeting ends, the meeting content is automatically transcribed and summarized, and the transcription results are added as a task in Jooto.

Summary

The automation through the integration of Google Sheets, Zoom, and Outlook enables operational efficiency, data accuracy, and consistent process management.
This can eliminate the hassle of manual work, allowing you to allocate time to other resources.
Additionally, minimizing input errors ensures that the responsible parties can prepare for meetings with accurate information.
This effect will be particularly significant for companies handling many leads or projects involving multiple stakeholders.

Let's utilize this automation flow to aim for more efficient and higher-quality business operations.