For those who regularly use Zoom and Google Sheets, manually organizing data and compiling necessary information after meetings can inevitably be time-consuming. At such times, you might often feel, "I wish I could do this more efficiently."
In this article, we introduce several workflows that can streamline your work by integrating Zoom and Google Sheets! For example, a workflow that automatically retrieves necessary data from Google Sheets after a Zoom meeting and sends it via email could significantly enhance work efficiency.
We will introduce detailed setup methods and templates you can use starting today, so please take a look!
For those who want to try it out as soon as possible:
By using Yoom, you can easily integrate Zoom and Google Sheets without any coding. Yoom provides pre-prepared templates for integrating Zoom and Google Sheets, allowing you to achieve integration immediately just by signing up, even without API knowledge.
Automatically send follow-up emails by retrieving addresses from Google Sheets after the Zoom meeting ends.
■Overview This is a flow to send an email after retrieving data from Google Sheets post-Zoom meeting. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage data using Google Sheets ・Those who want to streamline the process of sending follow-up emails to participants after meetings ・Those who want to eliminate the hassle of manually retrieving participant addresses and sending emails
2. Companies or organizations that hold online meetings using Zoom ・Those who want to automate the sending of follow-up emails for online meetings ・Those who want to conduct follow-ups quickly and reliably after meetings
■Notes ・Please connect both Zoom and Google Sheets with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
What You Can Do by Integrating Zoom and Google Sheets
By integrating the APIs of Zoom and Google Sheets, you can automatically transfer Zoom data to Google Sheets!
For example, you can execute data transfers like the ones below automatically, without human intervention.
Retrieve Data from Google Sheets and Send Emails After Zoom Meetings
After a Zoom meeting, emails can be automatically sent to the participants. This flow is recommended for HR personnel who have many interviews or sales representatives who have many business meetings.
Automatically send follow-up emails by retrieving addresses from Google Sheets after the Zoom meeting ends.
■Overview This is a flow to send an email after retrieving data from Google Sheets post-Zoom meeting. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage data using Google Sheets ・Those who want to streamline the process of sending follow-up emails to participants after meetings ・Those who want to eliminate the hassle of manually retrieving participant addresses and sending emails
2. Companies or organizations that hold online meetings using Zoom ・Those who want to automate the sending of follow-up emails for online meetings ・Those who want to conduct follow-ups quickly and reliably after meetings
■Notes ・Please connect both Zoom and Google Sheets with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
This flow is recommended for project managers who frequently review Zoom meeting minutes. By summarizing the meeting content and transcribing it into Google Sheets, information sharing becomes smoother!
When Zoom ends, summarize and add to Google Spreadsheet.
Add recording information to Google Sheets after a Zoom meeting ends
This flow is recommended for those who find it cumbersome to share Zoom meeting data. It centralizes the organization and management of Zoom recording information.
When the meeting ends on Zoom, retrieve the recording information and add it to Google Sheets.
Let's Create a Flow to Integrate Zoom and Google Sheets!
Now, let's actually create a flow that integrates Zoom and Google Sheets!
This time, we will use Yoom to proceed with the integration of Zoom and Google Sheets without any coding. If you don't have a Yoom account yet, please issue one from the Yoom registration form.
[What is Yoom]
This time, we will set up a "Flow Bot that retrieves data from Google Sheets and sends an email after a Zoom meeting ends"!
The creation process is broadly divided into the following steps.
Integrate Zoom and Google Sheets with My Apps
Copy the template
Set up triggers and actions
Set the trigger to ON and complete the preparation for flow operation
Automatically send follow-up emails by retrieving addresses from Google Sheets after the Zoom meeting ends.
■Overview This is a flow to send an email after retrieving data from Google Sheets post-Zoom meeting. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage data using Google Sheets ・Those who want to streamline the process of sending follow-up emails to participants after meetings ・Those who want to eliminate the hassle of manually retrieving participant addresses and sending emails
2. Companies or organizations that hold online meetings using Zoom ・Those who want to automate the sending of follow-up emails for online meetings ・Those who want to conduct follow-ups quickly and reliably after meetings
■Notes ・Please connect both Zoom and Google Sheets with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
First, register your apps with Zoom and Google Sheets.
Click "+ Add" on the right from "My Apps" on the left.
Register My App with Zoom
After clicking "+ Add," search for "Zoom" from the list of apps.
Refer to this article to input the Client ID , Client secret and Secret Token then click "Add" to proceed to the next step.
When the following screen appears, click "Allow."
If "Zoom" appears in My Apps, the integration is complete.
Register My App with Google Sheets
* It is recommended to create the sheet you will use in the flow before integrating My Apps. You can modify the content later, so create the sheet first. If you create it after integration, there might be issues with reading the information correctly.
After clicking "+ Add," search for "Google Sheets" from the list of apps.
When the following screen appears, click the red box "sign in with Google."
When the following screen appears, select the account you want to use (the account you want to integrate).
Check the following screen and click "Continue."
Check the following screen and click "Continue" to proceed.
If "Google Sheets" appears in My Apps, the integration is complete.
Step 2: Copy Template
Now, let's create the flow bot!
Click "Try it" from the banner below to copy the template.
Automatically send follow-up emails by retrieving addresses from Google Sheets after the Zoom meeting ends.
■Overview This is a flow to send an email after retrieving data from Google Sheets post-Zoom meeting. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage data using Google Sheets ・Those who want to streamline the process of sending follow-up emails to participants after meetings ・Those who want to eliminate the hassle of manually retrieving participant addresses and sending emails
2. Companies or organizations that hold online meetings using Zoom ・Those who want to automate the sending of follow-up emails for online meetings ・Those who want to conduct follow-ups quickly and reliably after meetings
■Notes ・Please connect both Zoom and Google Sheets with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
Once the template copy is complete, please click "OK".
Step 3: Setting the App Trigger
*This flow assumes that the topic (Zoom meeting title) includes information such as "Test Corporation_Deal".
First, let's set up the app trigger. Please click "When the meeting ends".
When the following screen appears, check your account information and proceed to the next step.
Next is the API connection settings.
Select the "Trigger Interval" according to your business needs. *Please note that the shortest trigger interval varies depending on the plan.
Ensure that the "Email Address" is the email address of your Zoom account. Launch a Zoom meeting for setup and click "Test" after it ends.
The output of the following values will enable data integration between Zoom and Google Sheets by referencing them in subsequent settings. In actual settings, specific values such as IDs are reflected. After checking, click "Save" and proceed to the next step.
Step 4: Setting to Extract Data from Text
Next, click "Extract Data from Text".
Here, we will set up the extraction of data from text.
When the following screen appears, click next.
Next, the detailed settings.
Select "Topic" from the output for "Target Text".
Enter the item you want to extract for "Item to Extract".
This time, we will set it to "Company Name". If you also want to extract the person in charge, add "Company Name, Person in Charge" and set it up.
Then, let's conduct a test.
If the item you want to extract is displayed correctly, the test is successful! The following output will be referenced in the next settings.
Click "Save" to proceed to the next step.
Step 5: Setting to Retrieve Records
The Google Sheet to retrieve records this time is created as follows.
Click "Retrieve Records".
The following screen will appear.
After checking the account information, scroll down.
Fill in the database integration section.
Select the "Spreadsheet ID" from the options.
Also select the "Spreadsheet Tab Name" from the options.
The "Table Range" refers to the range in Google Sheets.
Alphabets represent columns, and numbers represent rows. Enter the values for the target range.
Once all inputs are complete, click "Next" to confirm the integration.
Next, we will configure the detailed settings for database operations. We will retrieve records that meet the following conditions from the specified range in the Google Sheet.
For "Condition for Records to Retrieve", select "Company Name" and "Equal" from the dropdown. This will retrieve information from rows where the "Company Name" item in the specified sheet matches the "Company Name" in the output.
Set the conditions according to the contents of your sheet!
This setting will retrieve records with the keyword "Company Name".
Next, perform a "Test". If the test is successful, the following screen will appear.
If the specified range in the Google Sheet is retrieved, it's OK!
The following output values will be referenced in the next settings! Click "Save" to proceed to the next step.
Step 6: Setting to Send Emails
Click "Send Email".
Let's set up the email content.
Select the email address from the output for "To".
The email address value is obtained and referenced from the "E-mail" field specified in the spreadsheet.
Enter the "Subject" using the following example as a reference.
"Thank you for earlier" or "Thank you for the meeting" might also be good. Set the subject according to the situation in which it will be used.
Enter the "Body" using the following example as a reference.
Select the parts "{{Company Name}}{{Manager}}" from the output. Once everything is set, proceed to the next step.
The following screen will appear, so after confirming the email content, conduct a test.
If the email is sent correctly, the test is successful.
Here is the test email that was actually received.
Finally, click "Save" to proceed to the next step.
Step 7: Confirming the Automation of the Flow Bot
All settings are complete!
Once the settings are complete, the following screen will appear, so please turn "Trigger ON".
Well done!!
If You Want to Integrate Google Sheets with Zoom
This time, we introduced how to integrate data from Zoom to Google Sheets, but if you want to perform data integration from Google Sheets to Zoom, please also use the following template.
Add Users to Zoom When a Row is Added in Google Sheets
Automatically adds Zoom users based on the information added to Google Sheets. This flow is recommended for recruiters who have many interview opportunities.
Add a user to Zoom when a row is added in Google Sheets.
■Overview The "Automatically save recording data to Dropbox after Zoom meeting ends" workflow leverages the integration of Zoom and Dropbox to streamline the management of meeting recordings. After the meeting ends, the recording data is automatically saved to Dropbox, reducing the need for manual transfer tasks and easing data management.
■Recommended for ・Business professionals who frequently use Zoom and want to efficiently manage meeting recordings ・Team leaders who spend time saving and sharing recording data ・Companies already using Dropbox and looking to strengthen integration with other tools ・Administrators who want to automate data organization after meetings to improve work efficiency ・Those who want to reduce manual data saving tasks and focus on more creative work
■Notes ・Please integrate Zoom and Dropbox with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・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 here. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be aware. ・For details on the file size that can be handled by triggers and each operation, please check below. https://intercom.help/yoom/en/articles/9413924
Convenient Automation Examples Using Google Sheets
Google Sheets is not only useful for data accumulation but also for automating document issuance. Additionally, it is helpful for automatically sending emails to customers, making it adaptable to a wide range of administrative tasks.
Automatically generate and send informational emails using ChatGPT from a list in Google Sheets.
■Overview The flow 'Automatically generate and send guidance emails using ChatGPT from a Google Spreadsheet list' is a business workflow that streamlines the creation of guidance emails for customers or team members.
■Recommended for ・Those who want to send emails based on data managed in Google Spreadsheets ・Those who want to automatically generate email content using ChatGPT ・Sales or public relations personnel who spend time creating emails manually ・Owners of small and medium-sized enterprises who want to achieve efficient communication ・IT personnel who want to automate business workflows using Yoom
■Notes ・Please integrate Google Spreadsheets, ChatGPT, and Yoom. ・To execute ChatGPT (OpenAI) actions, a contract for OpenAI's API paid plan (a state where payment can be made when the API is used) is required. https://openai.com/ja-JP/api/pricing/ The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
This is a flow to issue a document based on customer information in Google Sheets and send it to Gmail.
■Notes ・Please link Google Sheets and Gmail with Yoom. ・The trigger 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.
This is a flow where you fetch report information from Meta Ads (Facebook) at a specified time daily, and automatically log it in a Google Spreadsheet.
■Overview The "Translate posts made on Google Chat and add to Google Spreadsheet" flow streamlines team communication and supports international operations. By automatically translating exchanges on Google Chat into English and recording them in a specified Google Spreadsheet, it significantly reduces the effort of information sharing. In today's business environment that demands multilingual support, it enables smooth collaboration.
■Recommended for ・Team leaders who regularly use Google Chat and need to translate information into English ・Representatives of global companies where communication in multiple languages is required ・Business administrators who spend time on manual translation and input into spreadsheets ・Owners of small and medium-sized enterprises aiming for efficient information sharing and data management ・IT personnel who wish to improve business processes through automation
■Notes ・Please link each of Google Chat, Google Spreadsheet, and Yoom. ・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. ・Integration with Google Chat is only possible with Google Workspace. Please see below for details. https://intercom.help/yoom/ja/articles/6647336
In this article, we introduced methods for automation using Zoom and Google Sheets. This makes organizing data and sharing information after meetings much easier, allowing you to use your time more effectively. No special programming knowledge is required, and anyone can easily start automating.
If you've felt even a little burdened by your previous tasks, try registering for free with Yoom to experience even more convenient automation!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
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