Recently, there has been a growing trend in using web conferencing systems for work. In particular, when dealing with remote clients, other offices, or remote workers, it is very convenient to be able to communicate online without having to travel, considering the cost of travel.
Among them, many people may be using Zoom's meeting function for work. This time, we will introduce how integrating Zoom with the file management system Box can help those who frequently conduct business negotiations, interviews, and meetings using Zoom, or those who are responsible for creating minutes and managing files after meetings, to proceed with their post-meeting tasks more smoothly.
Those considering integrating Zoom and Box for business efficiency
Those managing meeting information by integrating Zoom and Box
Those looking to simplify post-meeting data organization by integrating Zoom and Box
For Those Who Want to Try It Now
This article introduces a method of integration using the no-code tool "Yoom". No complicated settings or operations are required, and even non-engineers can easily achieve it. You can start immediately from the template below, so please give it a try!
1. First, log in to Yoom, select "My Apps" from the left menu, and click "+ New Connection" on the right side of the screen.
2. From the new connection list in My Apps, select "Box" and "OneDrive" respectively, and connect the apps. ※ For Zoom connection, please refer to How to Register Zoom (OAuth) to My Apps. ※ For Box connection, the warning shown below will be displayed. Please select "Allow Box Access".
Once the app registration is complete, let's copy the template below.
Step 2: Set a Trigger to Activate When a Zoom Meeting Ends
3. Configure "Select Linked Account and Action". ・App Trigger Title: Can be set as desired. (Example: "After Meeting Ends") ・Trigger Action: Select "When the meeting ends".
4. Click "Next".
5. Configure the API connection settings for the app trigger. ・Trigger Activation Interval: Select an appropriate time. ・Email Address: Specify the email address of the Zoom account.
6. Conduct a test, confirm success, and click "Save".
Step 3: Set an Action to Retrieve Zoom Meeting Recording Information
7. Click the "+" button below the app trigger created in Step 2.
8. Select "Integrate with App" from the operation type.
9. Select Zoom (OAuth) from the app list.
10. Configure "Select Linked Account and Action". ・Title: Can be set as desired. (Example: "Retrieve Meeting Recording Information") ・Action: Select "Retrieve Meeting Recording Information".
11. Click "Next".
12. Configure the API connection settings. ・Meeting ID: Refer to the output as follows.
13. Conduct a test, confirm success, and click "Save".
Step 4: Set an Action to Download Zoom Meeting Recording Files
14. Click the "+" button below the action created in Step 3.
15. Select "Integrate with App" from the operation type.
16. Select Zoom (OAuth) from the app list.
17. Configure "Select Linked Account and Action". ・Title: Can be set as desired. (Example: "Download Meeting Recording Files") ・Action: Select "Download Meeting Recording Files".
18. Click "Next".
19. Configure the API connection settings. Download URL: Refer to the output from Step 3 - Procedure 17.
20. Conduct a test, confirm success, and click "Save".
Step 5: Set an Action to Create a Folder in Box
21. Click the "+" button below the operation created in Step 4.
22. Select "Integrate with App" from the operation type.
23. Select Box from the app list.
24. Configure "Select Linked Account and Action". ・Title: Set as desired. (Example: "Create Folder") ・Action: Select "Create Folder".
25. Click "Next".
26. Configure the API connection settings. ・Folder Name: Can be set as desired. Referring to the meeting date and time or meeting ID from previous outputs can help centralize file management. ・Parent Folder Content ID: Open the relevant folder in Box and refer to the last number sequence in the URL.
27. Conduct a test, confirm success, and click "Save".
Step 6: Set an Action to Upload Files to Box
28. Click the "+" button below the operation created in Step 5.
29. Select "Integrate with App" from the operation type.
30. Select Box from the app list.
31. Configure "Select Linked Account and Action". ・Title: Set as desired. (Example: "Upload File") ・Action: Select "Upload File".
32. Click "Next".
33. Configure the API connection settings. ・File Name: Can be set as desired. Be sure to include the file extension. You can refer to the meeting ID, etc., from previous outputs. ・Destination Folder Content ID: Can be referred from the output of Step 5 - Procedure 31. ・File Attachment Method: Select "Use Output" and "Downloaded File".
34. Conduct a test, confirm success, and click "Save". Finally, switch the trigger of the saved flow to "ON" to activate it.
This completes the flow of "Saving the recording file to Box when a Zoom meeting ends"!
In addition to the flow introduced this time, you can achieve various business automations by utilizing the APIs of Zoom and Box. All of these can be used with simple settings, so if you find something that interests you, please give it a try!
Other Automation Examples with Zoom and Box
After a meeting, you can transcribe and summarize the recording and save the minutes as a PDF in Box. Furthermore, it is possible to obtain recording information after a Zoom meeting, create a folder in Box, upload it, and send an email.
After the Zoom meeting ends, obtain the recording information, connect with Box, create a folder, upload the recording, and send an email.
■Notes ・Please integrate with both Zoom and Box with Yoom. ・The AI operation for OCR or transcribing audio is only available in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
After a Zoom meeting ends, transcribe and summarize the recording, then save the minutes as a PDF
By eliminating the need for transcription and summarization of recorded data, minutes can be created in a timely manner, speeding up the sharing process.
After the Zoom meeting ends, transcribe and summarize the recording, then save the minutes as a PDF in Google Drive.
■Overview Isn't creating meeting minutes after a Zoom meeting a task that requires a lot of effort—watching the recording, transcribing, summarizing, and managing files? By using this workflow, once a Zoom meeting ends, it will automatically transcribe and summarize the recording, convert the minutes into a PDF, and save it to Google Drive. By automating the entire process, you can eliminate the burden of creating minutes and spend your time on more important work.
■Who we recommend this template for - Those who feel that transcribing recordings and creating minutes for every Zoom meeting is time-consuming - Managers who want to speed up sharing of meeting content and improve team productivity - Those who want to automate manual minute creation and focus on core tasks
■Notes - Please note that available actions vary depending on your Zoom plan. - As of now, the following actions are available only on paid Zoom plans. - When a meeting has ended - Get meeting recording information (only recordings that exist in the cloud can be retrieved) - For details, please refer to the following: https://intercom.help/yoom/en/articles/9550398 - You can choose the trigger run interval from 5, 10, 15, 30, or 60 minutes. - The minimum run interval differs depending on your plan. - The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB. - For details on the file sizes that can be handled by the trigger and each operation, please refer to the following: https://intercom.help/yoom/en/articles/9413924 - AI operations for OCR or speech-to-text are available only with the Team plan and Success plan. In the Free or Mini plan, operations configured in flowbots will result in errors. - Paid plans such as the Team plan and Success plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations). - In the "Issue Document" action, you can set any storage location in Google Drive.
■ Overview This flow transcribes, summarizes the recording, and saves the minutes as a PDF to OneDrive after the Zoom meeting ends. With Yoom, you can easily achieve this flow without programming by linking between apps.
■ Recommended for: - Those who are taking time to create minutes from Zoom meeting recordings - Those who want to automate transcription and summarization of recordings to streamline minute creation - Those who manage minutes in OneDrive
■ Notes - Please link Yoom with Zoom and OneDrive respectively. - AI operations for OCR or audio transcription are features available only in the Team Plan and Success Plan. Operations set in FlowBot in the Free Plan or Mini Plan will result in an error, so please be careful. - You can take advantage of a 2-week free trial for paid plans like the Team Plan and Success Plan. During the free trial, you can use apps and AI features (operations) that are restricted. - The maximum file size for download is up to 300MB. Depending on the app specifications, it may be less than 300MB, so please be aware. - For details on file size handling in triggers and each operation, refer to the link below. https://intercom.help/yoom/ja/articles/9413924 - Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not enrolled in the general corporate plan, authentication may fail. - Triggers can be set to select activation intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan.
■Overview This is a flow to archive folders in Box on a monthly basis. With Yoom, you can easily create this flow without programming by connecting apps.
■Recommended for: ・Those who regularly archive folders in Box ・Those who want to improve the searchability of files and folders ・Those who want to prevent errors in destination of file transfer or accidental deletion of folders in Box
■Note ・Please connect Box and Yoom. ・Operations between "Repeat the same process" are only available in the Team Plan and Success Plan. If you are on a Free Plan or Mini Plan, Flowbot operations and data connect will result in errors, so please be careful. ・Paid plans such as Team Plan or Success Plan are available for a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview This flow moves a specific folder from Box to archive every month and notifies on Slack. With Yoom, you can easily connect applications without the need for programming.
■Recommended for ・Those who manage project or team files with Box ・Those who want to improve the searchability of files in Box ・Those who want to automate monthly routine tasks and improve work efficiency ・Creative teams who manage productions or data on a monthly basis ・Those who want to prevent errors in the destination of archived folders
■Precautions ・Please connect Box and Slack with Yoom respectively. ・The operation between "Repeat the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations and data connects set in the flowbot will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
■Overview This is a flow to move a specific folder in Box to the archive every month and notify via Gmail. By using Yoom, you can easily connect apps without programming.
■Recommended for ・Those who manage multiple project folders in Box ・Those who want to streamline the monthly folder archiving tasks ・Those who manually notify team members of archived folder information
■Notes ・Please connect both Box and Gmail with Yoom.
■Overview This is a flow that notifies Slack when a file is uploaded to Box. With Yoom, you can easily connect apps without programming.
■Recommended for 1. Companies using Box for file management ・For those who share files with Box as a team and want to quickly know when they are uploaded ・For those who want to receive notifications every time a new file is stored and ensure smooth information sharing
2. Companies that have introduced Slack as an internal chat tool ・For those who use Slack daily and want to always check the latest file information ・For project managers who want to grasp the work status of team members in real-time
■Notes ・Please connect Yoom with both Box and Slack.
After a Zoom meeting ends, you can automatically save the recorded files to a designated folder in Box. This reduces the hassle of manual saving and eliminates omissions or duplications in tasks. Additionally, by associating file names and folder names with meeting dates and times, you can easily establish rules for file searches.
2. Accelerated File Sharing
When recording files or minutes created from their content are automatically saved to Box, you can quickly share the saved files themselves or information about the files with relevant parties. This will facilitate the smooth progress of subsequent tasks. It also contributes to improving the productivity of the entire team or company.
Conclusion
By automating tasks through the integration of Zoom and Box, managing files after meetings becomes significantly easier. Reduce the burden of tasks while preventing omissions and duplications from manual work. Start with the automatic saving of recording files and minutes, and continue to automate tasks before and after Zoom meetings to focus on negotiations, interviews, and the meetings themselves, enhancing work efficiency!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have experience in administrative roles in specialized trading companies and the e-commerce industry. My responsibilities have spanned a wide range of areas, including sales administration, accounting, general affairs, human resources, and legal affairs. While I have worked on improving the efficiency of individual tasks, I believe that utilizing various support tools and Yoom could have made operations even more convenient. I hope to leverage my professional experience to publish articles introducing Yoom, assisting everyone in streamlining their operations.
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