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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.
*This assumes the use of the cloud recording feature implemented in Zoom's paid plans.
For more details, please see Points to Note When Obtaining Recording Information for Meetings on Zoom.
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!
■Overview
This is a flow that retrieves recording information after a Zoom meeting and stores the data in Box.
■Recommended for
1. Those who frequently hold Zoom meetings and need to manage their recordings
2. Those who want to reduce manual recording management and automate the process
3. Those who regularly use Zoom and Box
■Benefits of using this template
・Recording information is quickly organized, significantly improving work efficiency.
・Recordings are automatically saved to Box after meetings, saving time on manual file management.
■Notes
・Please integrate Zoom and Box with Yoom respectively.
[About Yoom]
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.
■Overview
This is a flow that retrieves recording information after a Zoom meeting and stores the data in Box.
■Recommended for
1. Those who frequently hold Zoom meetings and need to manage their recordings
2. Those who want to reduce manual recording management and automate the process
3. Those who regularly use Zoom and Box
■Benefits of using this template
・Recording information is quickly organized, significantly improving work efficiency.
・Recordings are automatically saved to Box after meetings, saving time on manual file management.
■Notes
・Please integrate Zoom and Box with Yoom respectively.
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".
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".
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".
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".
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"!
■Overview
This is a flow that retrieves recording information after a Zoom meeting and stores the data in Box.
■Recommended for
1. Those who frequently hold Zoom meetings and need to manage their recordings
2. Those who want to reduce manual recording management and automate the process
3. Those who regularly use Zoom and Box
■Benefits of using this template
・Recording information is quickly organized, significantly improving work efficiency.
・Recordings are automatically saved to Box after meetings, saving time on manual file management.
■Notes
・Please integrate Zoom and Box with Yoom respectively.
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!
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.
■Overview
This flow involves obtaining recording information after a Zoom meeting, linking it to Box, creating a folder, uploading the data, and sending an email.
■Recommended for
1. Those who frequently conduct meetings using Zoom
・Individuals in charge of internal meetings in the management department
・Planners or planning departments that organize and hold webinars
・HR departments responsible for web interviews
2. Representatives of companies that have adopted data storage using Box in their operations
・Secretaries who need to store meeting minutes every time
・Secretaries responsible for summarizing Q&A for each presentation data
3. Those who want to reduce manual input tasks and automate processes
・Owners of small and medium-sized enterprises aiming for operational efficiency
・Marketing personnel managing data using digital tools
■Benefits of using this template
・Automatically creates folders after meetings, reducing manual effort.
・Automatically stores audio data, making it easy to manage data for each meeting.
・Promotes DX by automating routine tasks.
・By adding AI analysis of audio data to this flow bot, meeting minutes can also be automatically created.
(AI operations are available only in the Team Plan and Success Plan. Paid plans like the Team Plan and Success Plan offer a 2-week free trial.)
■Notes
・Please link Yoom with both Zoom and Box.
■Overview
This is a flow that saves meeting minutes as a PDF in Box by transcribing and summarizing the recording after a Zoom meeting ends.
With Yoom, you can easily achieve this flow without any programming, as it allows for integration between apps.
■Recommended for
■Benefits of using this template
If you frequently hold Zoom meetings, you might find the manual creation of meeting minutes each time to be time-consuming and cumbersome.
Additionally, if the task of creating meeting minutes is of high priority, it may hinder your focus on other tasks, potentially reducing productivity.
With this flow, once a Zoom meeting ends, you can automate the transcription and summarization based on the recording data, as well as the creation and saving of meeting minutes to Box.
By automating the creation of meeting minutes and saving them to Box, you can seamlessly handle tasks related to meeting minutes after a Zoom meeting ends.
By streamlining the creation of meeting minutes, you can reduce your workload and focus on other important tasks.
This might allow for seamless and comprehensive sharing of recordings with the entire team.
■Overview
This flow notifies the recording URL to Microsoft Teams once a Zoom meeting has ended.
With this flow, you can seamlessly share recordings with the entire team without any omissions.
You can freely arrange the notification recipients and message.
■Notes
・Account integration with each app and Zoom is required.
・Please note that an error will occur if the meeting did not have a recording.
・Microsoft365 (formerly Office365) has a personal plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow to notify the recording URL once a meeting on Zoom has ended.
With this flow, you can seamlessly and reliably share the recording with the entire team.
You can freely arrange the notification recipients and message.
■Notes
・Account integration with each app and Yoom is required.
・Please note that an error will occur if the meeting was not recorded.
■Overview
This is a flow that notifies the recording URL to Slack once a meeting on Zoom has ended.
With this flow, you can smoothly share recordings intended for the entire team without any omissions.
You can freely arrange the notification destination and message.
■Notes
・It is necessary to link accounts with each app and Yoom.
・Please note that an error will occur if the meeting was not recorded.
By eliminating the need for transcription and summarization of recorded data, minutes can be created in a timely manner, speeding up the sharing process.
■Overview
This flow involves transcribing and summarizing Zoom meeting recordings and saving the minutes as a PDF on Google Drive after the meeting ends.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By transcribing Zoom meeting recordings, you can create and share meeting minutes with both attendees and absentees.
However, manually transcribing recording data can be time-consuming and may delay the sharing of minutes.
With this flow, you can automate the transcription, summarization, and creation of meeting minutes from Zoom recordings once the meeting ends, and save them on Google Drive.
This eliminates the need for manual transcription and summarization, allowing for timely creation and speedy sharing of meeting minutes.
The created meeting minutes are centrally managed on Google Drive, making file searches easy.
■Overview
This flow involves transcribing and summarizing the recording of a Zoom meeting and saving the minutes as a PDF in OneDrive after the meeting ends.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between applications.
■Recommended for
■Benefits of using this template
When creating meeting minutes for Zoom meetings, you may find manual transcription and summarization tasks cumbersome.
Additionally, if the Zoom meeting is lengthy, the burden of creating minutes increases, potentially impacting other tasks.
With this flow, once a Zoom meeting ends, transcription and summarization of the recording data are performed, making the creation of meeting minutes and saving to OneDrive seamless.
You can automate the entire process related to creating meeting minutes, allowing for efficient workflow management.
Since the created minutes are saved in OneDrive, sharing them with team members is also smooth.
This is a flow bot that automatically transcribes the meeting content and saves the transcription data automatically after the meeting ends on Zoom.
◼️Overview
After a meeting ends on Zoom, the meeting content is automatically transcribed and the transcription data is saved to Notion.
Please change the settings of each action as needed.
◼️Notes
・It is necessary to link accounts with both Zoom and Notion through Yoom.
・Please note that if a meeting is not recorded, it will result in an error.
・AI operations are only available with the Team Plan and Success Plan. For the Free Plan and Mini Plan, the operation of the set flowbot 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).
◼️Overview
When a meeting ends on Zoom, the meeting content is automatically transcribed, and the transcription data is saved to Google Docs.
Please change the settings of each action as needed.
◼️Notes
・It is necessary to link your accounts with both Zoom and Google Docs to Yoom.
・Please note that if a meeting is not recorded, it will result in an error.
・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations set in the Flowbot will result in an error, so please be aware.
・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).
By automating the manual work of organizing folders and sharing information, you can streamline file management tasks.
■Overview
This is a flow to archive folders in Box every month.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By archiving reports and project data created every month at the start of a new month, the folder structure remains organized, enhancing searchability.
However, manually archiving folders can be cumbersome and may lead to errors in the destination folder.
This flow allows you to archive specific folders in Box based on a list of folders to be archived compiled in Google Sheets.
Since manual folder archiving is no longer necessary, it helps prevent errors in the destination folder and accidental folder deletion due to manual operations.
The folders to be archived are managed in Google Sheets, enabling consistent folder management rules in Box.
■Overview
This is a flow that moves specific folders in Box to an archive every month and notifies Slack.
By using Yoom, you can easily connect apps without programming.
■Recommended for
■Benefits of using this template
If you use Box for file management, you may find it cumbersome to organize folders and share information after organizing.
In this flow, at the beginning of the month, specific folders in Box are moved to a monthly archive folder, streamlining information sharing via Slack.
By automating the cumbersome manual tasks of folder organization and information sharing, you can streamline file management operations.
Folder archiving can also be done reliably, improving file searchability.
Additionally, by reducing the workload of manual routine tasks, you can create an environment where you can focus on more important tasks.
■Overview
This flow moves specific folders from Box to an archive every month and sends a notification via Gmail.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
When managing files for multiple projects in Box, having files from completed projects can cause confusion during file searches.
Additionally, if there are many folders, it can take time to find the desired files, reducing work efficiency.
With this flow, you can move specific folders in Box to an archive folder every month and notify the moved folder information via Gmail.
The folders specified in Box and the archive destination folders can be organized in a Google Spreadsheet, improving the accuracy of routine tasks.
After archiving the folders, notifications are sent to Gmail, allowing seamless sharing with team members.
When a file is uploaded to Box, a notification is automatically sent, allowing you to share information about the file in real-time.
■Overview
This is a flow that notifies Microsoft Teams when a file is uploaded to Box.
By using Yoom, you can easily integrate apps without programming.
■Recommended for
1. Those who use Box for file sharing and collaboration
・Those who use Box with their team but often miss when files are uploaded
・Those who want to always be aware of the latest file information and respond quickly
2. Those who have adopted Microsoft Teams as an internal communication tool
・Those who use Microsoft Teams regularly and want to know the file upload status in real-time
・Those who want to share information smoothly and improve the productivity of the entire team
■Benefits of using this template
By introducing a flow that automatically notifies Microsoft Teams when a file is uploaded to Box, you can share information quickly.
This allows the entire team to immediately know when important files are uploaded, enabling prompt responses.
Furthermore, since manual notification tasks are no longer necessary, work becomes more efficient, and time can be used effectively.
The time saved can be allocated to other tasks, leading to increased productivity.
■Notes
・Please integrate Yoom with both Box and Microsoft Teams.
・Microsoft365 (formerly Office365) has a personal plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that notifies Google Chat when a file is uploaded to Box.
By using Yoom, you can easily integrate apps without the need for programming.
■Recommended for
1. Companies that have implemented Box as a cloud storage service
・Those who manage files with Box as a team but often miss file upload statuses
・Those who want to ensure that uploaded files are not missed and can be shared with the entire team
2. Those who use Google Chat regularly
・Those who want to receive file upload notifications in real-time
・Those who want to quickly share uploaded files with team members
■Benefits of using this template
By using this template, you will automatically receive notifications in Google Chat when a file is uploaded to Box.
This offers several advantages.
Firstly, you can immediately grasp file uploads, allowing for prompt responses.
Especially for urgent files or important documents, you can take action without delay.
Furthermore, since notifications are made through Google Chat, communication within the team proceeds smoothly.
Information about files can be shared in real-time, facilitating smooth communication among members and improving the efficiency of collaborative work.
■Notes
・Please integrate Yoom with both Box and Google Chat.
・Integration with Google Chat is only possible with Google Workspace. Please refer to the link below for details.
■Overview
This is a flow that notifies Slack when a file is uploaded to Box.
By using Yoom, you can easily connect apps without programming.
■Recommended for
1. Companies using Box for file management
・Those who share files with Box as a team and want to quickly know when a file is uploaded
・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
・Those who use Slack daily and want to always check the latest file information
・Project managers who want to understand the work status of team members in real-time
■Benefits of using this template
By using the flow that notifies Slack when a file is uploaded to Box, you can gain several benefits.
First, team members can immediately know the existence of new files, allowing for smooth information sharing.
As a result, timely responses become possible, improving the speed of business progress.
Additionally, receiving notifications on Slack prevents missing important files and ensures accurate business execution.
If there is something you want to confirm regarding the files, you can communicate directly on the chat, contributing to smoother communication.
■Notes
・Please connect both Box and Slack with Yoom.
This is a flow bot that links the file to a specified folder in Box when a file is uploaded or added.
◼️Overview
This is a flow that links a PDF file to a specified folder in Box when it is uploaded to Google Drive.
◼️Notes
・Integration with each app and Yoom is required.
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.
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.
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!
