Isn't it a hassle to create minutes for every web meeting? Especially if you frequently use Zoom meetings, creating minutes can take time, delaying information sharing and causing other important tasks to fall behind.
In such cases, it is recommended to automate the creation and sharing of web meeting minutes! This will free you from the tedious task of creating minutes and allow you to focus more on important tasks.
Here, we introduce a method to integrate Zoom and Google Chat without any coding. After the web meeting ends, the creation and sharing of minutes will be done automatically, so please give it a try!
Recommended for
Those considering improving work efficiency with Zoom and Google Chat.
Those who share minutes of meetings held on Zoom via Google Chat.
Those who want to integrate Zoom and Google Chat to prevent missing minute sharing.
For those who want to try it immediately
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 right away with the template below, so please give it a try!
When the meeting on Zoom ends, transcribe the minutes and summarize them, then notify on Google Chat.
How to Create a Flow that Automatically Summarizes Zoom Meetings with AI and Notifies Google Chat
Let's set up the flow using Yoom. This flow is designed to "transcribe and summarize meeting minutes when a Zoom meeting ends and notify Google Chat."
Integrate Yoom with Zoom and Google Chat
Set up to retrieve Zoom meeting information
Configure AI features (transcription and summarization)
Set up notifications to Google Chat
These four main steps can be completed without programming knowledge. Click "Try it" on the banner below, copy the template, and let's proceed with the setup together.
(※1) AI operations (transcription) are available only on certain paid plans. These paid plans offer a two-week free trial, during which you can use restricted apps and AI features (operations). (※2) To retrieve Zoom recording information, meeting data must be cloud recorded. Please note that cloud recording is limited to specific Zoom plans. For more details, please refer tohere.
When the meeting on Zoom ends, transcribe the minutes and summarize them, then notify on Google Chat.
Step 1: Integrate Zoom and Google Chat with My Apps
First, let's integrate the apps we will use with Yoom. After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu.
When the "New App Connection" window appears, search for the app name and proceed with the input according to the displayed content.
＜For Zoom (OAuth)＞
・Enter the Client ID and Client secret, then click "Add".
* The method to obtain Zoom's Client ID and Client secret can be checked on this help page.
・Click "Allow" to complete the registration of My Apps.
＜For Google Chat (OAuth)＞
・Click "Sign in with Google" to sign in.
* Integration with Google Chat is only possible for Google Workspace. For details, please refer to here. * Only those with administrator privileges on Google Cloud Platform can perform Google Chat integration.
・Enter the Client ID and Client Secret, and upon registration, it will be completed in My Apps. * Please check the help page for the Client ID and Client Secret.
Once the integration is complete, it will be displayed in the My Apps list, so please check it.
Step 2: Set App Triggers in Zoom
The initial setting is "When the meeting ends". When clicked, the account information of the Zoom integrated with My Apps is reflected.
The title can be modified, so change it to something easy to understand if necessary. Once you have confirmed the account information, proceed to the next step.
Next, set the trigger interval.
Check whether the meeting has ended at the specified time interval. A short setting is generally recommended. Enter the email address of the Zoom account to be checked, then host a test meeting on Zoom, end it, and click "Test" to confirm the integration.
* Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. Please note that the shortest activation interval varies depending on the plan.
If successful, the output can be obtained.
If the details of the meeting tested are displayed next to each item in the above image, the test is successful.
This completes the app trigger settings.
Step 3: Set Up to Obtain Zoom Recording Information
Next, set up "Obtain Meeting Recording Information". On the first page, as before, confirm the account information (modify the title if necessary) and proceed to the next step.
Enter the email address of the Zoom account from which to obtain recording information and click "Test". Output related to the recording can be obtained.
Note that only cloud recordings can be obtained. An error will occur during local recording, so please check the following link as well.
Once the output is obtained, click "Save" to complete the setup for obtaining recording information.
Step 4: Download the Recording File
The next setting is "Download the Meeting Recording File". As before, on the first page, confirm the account information and modify the title if necessary.
On the next page, the output is reflected in the download URL field. Let's test it as it is.
The output of the downloaded file can be obtained, so click "Save" to complete the setup.
Step 5: Set Up Transcription
Next, set up the AI operation "Transcribe Audio Data".
Let's set up the action. The number of tasks consumed varies depending on the specified action, so please check the contract plan and select the appropriate one.
Next, set up the file attachment method.
Since the value of the downloaded file will be used, set it as shown in the image above.
The audio data obtained in the "Download Meeting Recording File" flow will be used automatically.
Click "Test" to obtain the analysis results of the audio data of the prepared meeting as output. Click "Save" to complete the settings up to this point.
Step 6: Set Up Audio Data Summarization
The next AI operation setting is "Summarize". Set up the action as in the transcription settings.
Once set, proceed to the next step to set the summarization conditions.
Specify the text to be summarized and the conditions for summarization.
The conditions for summarization can be freely entered. Since it is an instruction to ChatGPT, make it concise and easy to understand. The following link provides conditions for summarizing text, so please refer to it.
Once the necessary items are set, click "Test", and if no error occurs, click "Save" to complete the summarization settings.
Step 7: Set Up Notifications to Google Chat
Finally, click "Notify Google Chat". First, confirm the account information and modify the title.
Once confirmed, click "Next".
Next, set the content to be notified to Google Chat.
After selecting the resource name of the space from the candidates, use the output to enter the content of the message.
Once set, click "Test" to check if the message is delivered to the specified space. If there are no issues, click "Save" to complete the notification setup.
Finally, turn on the trigger and run the flow.
Thank you for your hard work on the setup. Now the meeting content will be automatically summarized and notified to Google Chat.
When the meeting on Zoom ends, transcribe the minutes and summarize them, then notify on Google Chat.
Examples of Automation Using Zoom, Google Chat, and AI Features
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs and AI features of Zoom and Google Chat.
If you find anything interesting, please give it a try!
Examples of Automation Integrating Zoom and Google Chat
When a meeting ends on Zoom, you can notify Google Chat with the recording URL. Additionally, it is possible to set up an integration that notifies Google Chat of Zoom meeting information daily.
Notify Google Chat of daily Zoom meeting information.
■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.
■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 Are you manually checking the contents of attachments such as invoices and purchase orders received in Outlook and transcribing them into Microsoft Excel? This routine task not only takes time but can also cause human errors such as input mistakes. By using this workflow, upon receiving specific emails, the attached files are automatically read by the OCR feature and added to Microsoft Excel as data, helping eliminate these data entry issues.
■Who we recommend this template for - People who manually enter the contents of attachments received in Outlook into Microsoft Excel - Accounting or sales operations staff looking to streamline routine data entry tasks such as invoices and purchase orders - Those considering automating tasks that convert information on paper or PDFs into data using OCR
■Notes - Please connect both Outlook and Microsoft Excel with Yoom. - Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. - For the trigger, you can choose an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies by plan. - The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be lower than 300 MB. - For details on file size limits for the trigger and each operation, please see the link below. https://intercom.help/yoom/en/articles/9413924 - AI operations for OCR or speech-to-text are available only on the Team Plan and Success Plan. On the Free Plan or Mini Plan, operations configured in your flow bot will error out. - Paid plans such as the Team Plan and Success Plan offer a 2-week free trial, during which you can use restricted apps and AI features (operations). - OCR may not read data exceeding 6,500 characters or text that is very small. - For settings related to operations that manipulate Microsoft Excel databases, please see the link below. https://intercom.help/yoom/en/articles/9003081
■Overview This is a flow to read business card images attached to a Google Form using OCR and add them to a Notion database.
■Notes ・Please integrate with both Google Form and Notion through Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval may vary depending on the plan. ・OCR data may not be readable if it contains more than 6,500 characters or if the text is small. ・AI operations are features available only in the Team Plan and Success Plan. For the Free Plan and Mini Plan, the operations of the set flowbot will result in an error, so please be aware. ・Paid plans like Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps and AI features (operations) that are subject to restrictions. ・Please refer to the link below for the method of obtaining the response content when using Google Form as a trigger. https://intercom.help/yoom/ja/articles/6807133
■ Overview Are you opening files each time to check the contents and manually transcribing the information from invoices received in Gmail? This work not only takes time, but also tends to cause human errors such as input mistakes and missed entries. By using this workflow, simply receiving a specific email in Gmail allows AI-OCR to automatically read the text information from the attached invoice PDF and add the data to Google Sheets.
■ Recommended for ・Accounting staff who spend a lot of time transcribing invoices received in Gmail ・Those who manage invoice data using Google Sheets and feel challenged by manual entry ・Those who want to eliminate human errors in invoice processing and improve operational accuracy
■ Notes ・Please connect both Gmail and Google Sheets with Yoom. ・The OCR_AI operation is available only on the Team Plan and Success Plan. On the Free Plan or Mini Plan, operations of configured Flowbots will result in errors, so please be aware. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are otherwise restricted. ・You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・Please note that OCR data may not be readable for data exceeding 6,500 characters or when the characters are small. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB, so please be aware. ・For details on the file sizes that can be handled by triggers and each operation, please refer to the following: https://intercom.help/yoom/en/articles/9413924
This is a flow to extract text from a post using AI when a message is sent on Microsoft Teams and add it to Microsoft Excel.
■Caution ・Please connect Yoom with both Microsoft Teams and Microsoft Excel. ・AI operations are only available with the team plan and success plan. Operations set in the flow bot for the free plan or mini plan will result in an error, so please be careful. ・You can perform a two-week free trial of paid plans such as the team plan and success plan. During the free trial, you can use restricted apps and AI features (operations). ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft 365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please be aware that the shortest activation interval varies depending on the plan. ・For the settings regarding operations that manipulate the Microsoft Excel database, please refer to the link below. https://intercom.help/yoom/ja/articles/9003081
This flow adds the post content to Notion when a message is sent on Slack.
■ Notes - Please link Slack, Notion, and Yoom respectively. - AI operations are a feature available only with the Team Plan and Success Plan. For Free Plan and Mini Plan, operations of the flow bot that you are setting will result in an error, so please be careful. - 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).
Benefits of Automatically Summarizing Zoom Meetings with AI and Notifying Google Chat
Benefit 1: Smooth Information Storage and Sharing
When a Zoom meeting ends, transcription and summarization are automatically performed and posted to Google Chat. This helps prevent information from being overlooked or missed, making it convenient. Additionally, since meeting minutes are accumulated in Google Chat, it's easy to search past meeting content.
For example, if you want to check the progress of a project from a few months ago, you can quickly obtain the necessary information by using the search function within Google Chat. It's also useful for reviewing work and conducting effective follow-ups. Furthermore, it can be beneficial in situations where quick responses are required, such as sales meetings or project meetings.
Benefit 2: Reducing the Effort and Errors in Creating Meeting Minutes
After a Zoom meeting ends, automatic transcription and summarization are performed, and notifications are sent to Google Chat, eliminating the need for manual minute-taking. This reduces the time spent organizing meeting content, allowing you to allocate more time to other tasks.
Additionally, it helps prevent omissions and errors in manual recording, potentially improving the accuracy of information. This can lead to improved work efficiency, especially for sales departments and project management teams that often handle multiple meetings in a short period. In this way, automating minute-taking should simultaneously reduce effort and errors.
Conclusion
With Yoom, you can easily integrate Zoom with Google Chat and perform automatic transcription and summarization without programming knowledge. This should lead to improved work efficiency and information accuracy.
For those who want to make effective use of their time and focus on other tasks, Yoom becomes a powerful ally. Start with a free registration and experience the benefits of automation.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
With five years of experience as an SEO writer, I continue to write with the motto of being "easy to read" and "easy to understand." I want to convey the convenience of Yoom, which allows app integration without programming knowledge, to as many people as possible!
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