How to integrate Zoom with Google Chat to notify meeting minutes in Google Chat after a Zoom meeting ends

Have you ever felt that taking minutes during meetings is a hassle? Especially for departments that frequently use Zoom meetings and share information via Google Chat, accurately recording and sharing meeting content is crucial. However, manually creating minutes can be time-consuming and prone to errors.

By integrating Zoom and Google Chat with Yoom, transcription and summarization are automatically performed after the meeting ends, and notifications are sent to Google Chat. This reduces the hassle of creating minutes and can improve the accuracy of information.

Benefits of Automatically Summarizing with AI and Notifying Google Chat at the End of Zoom

Benefit 1: Smooth Information Storage and Sharing

When a Zoom meeting ends, minutes are automatically transcribed and summarized, and posted to Google Chat. This allows not only participants but also absentees to quickly grasp the content.

It helps prevent oversight and information bias, facilitating smooth progress management. Additionally, since meeting records 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, allowing for effective follow-up and reflection on work. This is particularly useful in situations where quick responses are required, such as sales meetings or project meetings.

Benefit 2: Reducing the Hassle and Errors of Creating Minutes

After a Zoom meeting ends, minutes are automatically transcribed and summarized, and notifications are sent to Google Chat, eliminating the need to manually create minutes. This reduces the time spent organizing meeting content, allowing more time for other tasks.

Also, it prevents omissions and errors due to manual creation, improving the accuracy of information. This is especially beneficial for sales departments and project management teams that often handle multiple meetings in a short period, as it can improve work efficiency. Automating the creation of minutes creates an environment where participants can focus on the content, and it is expected to improve the speed of post-meeting responses.

How to Create a Flow for Automatically Summarizing with AI and Notifying Google Chat at the End of Zoom

Let's set up the flow using Yoom.
The flow this time is "When a meeting ends on Zoom, transcribe and summarize the minutes, and notify Google Chat."

Integrate Yoom with Zoom and Google Chat as My Apps
Set up to obtain Zoom meeting information
Set up AI features (transcription and summarization)
Set up notifications to Google Chat

These four main steps can be advanced without programming knowledge.
Click "Try it" on the banner below, copy the template, and let's proceed with the setup together.

(※1) AI operations are only available on some paid plans. The applicable paid plans offer a two-week free trial, during which you can use restricted apps and AI features (operations).
(※2) To obtain Zoom recording information, meeting data must be cloud recorded. Cloud recording is limited to specific Zoom plans, so please be aware. For details, please refer tohere.

[About Yoom]

Step 1: Integrate Zoom and Google Chat with My Apps

First, let's integrate the apps we will use this time 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's My App integration, Client ID and Client secret are required. Also, Google Chat can only be implemented by those with administrator rights on Google Cloud Platform.

For more details, please refer to the links below.

How to Register My Apps for Zoom (OAuth) and Zoom Phone

How to Register My Apps for Google Chat (OAuth)

Once the integration is complete, it will be displayed in the My Apps list, so please check it.

Similarly, if you can confirm Google Chat, the My App integration settings are complete.

Step 2: Set Up App Trigger in Zoom

The initial setting is "When the meeting ends".
When you click, the account information of 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.

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Check whether the meeting has ended at the specified time intervals. Set it according to your business needs.
After entering the email address of the Zoom account to be checked, hold a meeting for testing in Zoom, end it, and click "Test" to confirm the integration.

If successful, you can obtain the output.

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If the details of the meeting you tested are displayed next to each item in the above image, the test is successful.

This completes the app trigger setup.

Step 3: Set Up to Obtain Zoom Recording Information

Next is the setting for "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 you want to obtain recording information and click "Test".
You can obtain output related to the recording.

Note that only cloud recordings can be obtained.
An error will occur with local recordings, so please also check the link below.

Points to Note When Obtaining Meeting Recording Information in Zoom

Once you have obtained the output, click "Save" to complete the setup for obtaining recording information.

Step 4: Download Recording Files

The next setting is "Download Meeting Recording Files".
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.
Go ahead and click "Test".

You can obtain the output of the downloaded file, so click "Save" to complete the setup.

Step 5: Set Up Transcription

Next, set up the AI operation "Transcribe Audio Data".

Set up the action.
The number of tasks consumed varies depending on the action specified, so check the contract plan and choose the appropriate one.

Next, set up the file attachment method.

Since we will use the value of the downloaded file, set it as shown in the image above.

The audio data obtained in the "Download Meeting Recording Files" flow will be used automatically.

Click "Test" to obtain the analysis result of the audio data of the meeting prepared for testing 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 you did during the transcription setup.

Once set, proceed to the next step to set the summary conditions.

Specify the text to be summarized and the conditions for the summary.

The summary conditions can be entered freely. Since it is an instruction to GPT, make it concise and easy to understand.
The link below is for conditions for summarizing text, but please refer to it.

How to Set Up "Summarize"

Once you have set the necessary items, click "Test", and if no error occurs, click "Save" to complete the summary settings.

Step 7: Set Up Notification 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, enter the content of the message using the output.

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 settings.

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.

‍Examples of Other Automations Using Zoom, Google Chat, and Summary Features

1. Automatically Send Recording URL

With the integration of Zoom and Google Chat, you can automatically notify Google Chat of the recording URL after a meeting ends. This automation is effective for meetings where transcription is not necessary or for those where you want to review while looking at the shared screen.

2. Summarize Email Content and Notify Google Chat

You can use a Yoom email as a trigger to summarize the content with AI operations and notify Google Chat. Not only the content but also the recipient's name and email address are accurately shared, allowing you to quickly take the next actions such as replying or responding.

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3. Summarize Form Content and Notify via Google Chat

In addition to emails, you can also summarize the content of the audio data attached to the form and notify it via Google Chat. This automation is convenient for those who hold meetings not only through Zoom but also through other methods.

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Summary

With Yoom, you can easily integrate Zoom and Google Chat without any programming knowledge, enabling automatic transcription and summarization of meeting minutes. This leads to improved efficiency and accurate information sharing in your work. For those who want to make the most of their time and focus on other tasks, Yoom is a powerful ally. Start with a free registration and experience the benefits of automation.

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