How to Summarize Zoom Meeting Minutes with AI and Automatically Notify on Slack

[What is Yoom]

Here, we will explain how to automate "transcribing and summarizing meeting minutes after a Zoom meeting ends and notifying on Slack" using Yoom's flow bot template.

You can try it from the free plan. Register now and get started!

＞Register for free on Yoom

Notice

※AI operations are only available on the Team Plan and Success Plan. In the Free Plan and Mini Plan, operations of the set flow bot will result in an error, so please be careful.

※Paid plans (Team Plan and Success Plan) offer a 2-week free trial, during which you can use apps and AI features with restrictions.

※To obtain Zoom recording information, cloud recording must be enabled. Cloud recording is only available on specific Zoom plans, so please check the details.

How to Create a Workflow Integrating Zoom, Slack, and AI

Things to Prepare in Advance

Here is a list of items needed for the integration process.

Zoom

• Zoom account information (such as email address)
• Client ID and Client secret
  • These can be obtained from app registration in the Zoom App Marketplace.
  • ＞Help: How to Register My Apps for Zoom (OAuth) and Zoom Phone

Slack

• URL of the workspace to notify
• Channel to post
  • Administrator approval may be required, so please check in advance.

＞Help: Details on How to Register My Apps for Slack

＞Slack Official: Managing App Approvals in a Workspace

Step 1: Setting Up My App Integration

Here, we will set up the registration of the app to be integrated with Yoom. Log in to Yoom's workspace and click on new connection from the My Apps section!

‍

‍

‍

A list of apps that can be connected with Yoom will be displayed, and you can search for the app to be used this time from the search window at the top.

Zoom

Enter "Zoom" in the search window and click on Zoom (OAuth). The input screen for integration information will be displayed.

‍

‍

‍

Client ID and Client secret can be obtained after registering a Zoom account in the App Marketplace.

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

Once each item is completed, click the add button to complete the registration of My Apps.

Slack

Enter "Slack" in the search window, and when the app name appears, click it to transition to the sign-in screen for the workspace.

Enter the URL of the workspace you are using and click continue. You will move to a screen requesting permission to access Slack from Yoom.

‍

‍

Click allow to complete the registration of My Apps.

• ＞Help: Details on How to Register My Apps for Slack
• ＞Slack Official: Managing App Approvals in a Workspace

Step 2: Copy Yoom's Template to My Project

After registering with Yoom, click ”try it”.

The template will be copied to my project. Click on the title in the red frame to transition to the settings screen.

‍

‍

There are multiple processes, but we will use the output obtained from each process to acquire the content to be notified on Slack.

Step 3 App Trigger "When the Meeting Ends"

Click on the first process of the template. Here, we will obtain the recording information.

‍

‍

(1/2) Select Linked Account and Action

The items displayed here are pre-configured.

‍

‍

• Title
• App
• Account Information Connected to Zoom(OAuth)
• Trigger Action

→ Click Next

(2/2) API Connection Settings for App Trigger

‍

‍

‍

• Trigger Activation Interval
  • You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
• Email Address
  • Please enter the email address registered with Zoom

→ Click Test → Success The output has been obtained here.

‍

‍

→ Click Save

Step 4 Integrate with App "Obtain Meeting Recording Information"

‍

‍

Click on the second process of the template. Here, we will set up to obtain information extracted from Zoom.

(1/2) Select Linked Account and Action

Since it is already configured, proceed to the next step.

→ Click Next

(2/2) Select Linked Account and Action

‍

• Meeting ID

• Since the quote code is pre-embedded, no operation is required.

→ Click Test → Success The output can obtain detailed meeting information.

‍

‍

→ Click Save

Step 5 Integrate with App "Download Meeting Recording File"

‍

‍

Click on the third template! In this process, we will set up to download the meeting file.

(1/2) Select Linked Account and Action

Since it is already configured, proceed to the next step.

→ Click Next

(2/2) API Connection Settings

‍

‍

• Download URL

• Embed the URL obtained in the previous process. Since the code is pre-embedded, no setup is required.

→ Click Test → Success The output can obtain the downloaded file.

→ Click Save

Step 6 Transcribe Audio Data

‍

‍

Click on the fourth process. Although it is displayed as configured, there are necessary settings to confirm.

(1/2) Select Action

• Title
  • "Transcribe Audio Data" is configured.
• Action
  • Select according to the length of the meeting time.

‍

‍

→ Click Next

(2/2) Set Details

• File Attachment Method
  • Since the file is downloaded in the previous settings, use that value. Please select "Downloaded File" from the dropdown.

‍

‍

‍

→ Click Test → Success The output can obtain the analysis results.

→ Click Save

Step 7 Summarize

‍

‍

Click on the fifth process. Although it is displayed as configured, there are necessary settings to confirm.

(1/2) Select Action

• Title
  • "Summarize" is configured.
• Action
  • Select according to the volume of text.

‍

‍

→ Click Next

(2/2) Set Details

Set using the analysis results obtained in the previous process.

‍

‍

• Text to Summarize
  • The quote code of the analysis result is pre-embedded.
• Number of Characters
  • It is pre-set to 1000. Please set it based on the number of characters in the analysis result. Although the specified number of characters is instructed to the AI, the final decision is made by the AI, so the summary may not match the specified number of characters.
  • ※ Please note that there is a possibility of a significant reduction from the specified number of characters. 
• Summary Conditions
  • You can instruct the AI by entering "more concise" or similar.

→ Click Test → Success The output can obtain the summary results.

→ Click Save

Step 8 Integrate with App "Notify on Slack"

‍

‍

Click on the sixth process. Here, we will set up the content to be notified on Slack.

(1/2) Select Linked Account and Action

The displayed items are pre-configured.

• App Trigger Title
• App
• Account Information Linked with Slack
• Trigger Action

→ Click Next

(2/2) API Connection Settings

‍

• Destination Channel ID
  • Click the edit field to open a dropdown, and Slack channels will be picked up. Select the channel to send notifications to, and the quote code will be embedded.

• Message
  • Click the edit field to display the list of obtained outputs. Let's create a template message while quoting the obtained outputs.

‍

→ Click Test → Success

→ Click Save

Step 9 Turn the App Trigger [ON]

Once all processes are configured, a complete screen will pop up.

‍

‍

Turn the Trigger [ON] to activate the flow bot.
<span class="mark-yellow">Automation was achieved in a short time without using programming.</span> Here is the template used this time.

Other Automation Examples Using Zoom and Slack

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Zoom and Slack.
All of them can be used with simple settings, so if you find something interesting, please give it a try!

Other Automation Examples with Zoom and Slack

You can notify Slack with the recording URL when a meeting ends or create a meeting based on the content posted on Slack.
Additionally, you can integrate with Gmail to automatically register a meeting on Zoom after receiving an email and notify Slack.

Automation Example Using Zoom

Select meeting participants and create a Zoom meeting URL.

Simply select participants directly from the management tool and the Zoom meeting URL will be automatically generated, eliminating the need to manually enter or check the URL.

Notify Recording URL When Meeting Ends on Zoom

‍This flow notifies the recording URL to the chat tool when a meeting ends on Zoom.
With automation, sharing recordings with the entire team should be seamless and without any omissions.

Automation Example Using Slack

Notify Slack When a Task is Registered

Automatically notifying Slack when a task is registered enables prompt response and efficient communication.

Notify Slack once audio data has been stored.

The moment audio data is uploaded, it will be automatically transcribed and you will be notified of the results, making it easier to understand the content.

Two Benefits of Automatically Transcribing and Summarizing Zoom Meetings and Posting Minutes to Slack

From the perspective of assistants, administrative staff, and project teams, we explore the benefits of integrating Zoom, Slack, and AI.

Benefit 1: Significantly Reduce Post-Meeting Workload

Creating meeting minutes and sharing information after meetings can be a cumbersome task for assistants and administrative staff.
By implementing this automation flow, meeting topics, times, and invitation links are automatically retrieved from Zoom, and the summary results are posted to Slack along with the necessary information.
With reduced manual work, it is expected that you can focus on other tasks, significantly reducing the daily workload.

Benefit 2: Easily Manage and Share Meeting Data

For project teams, simplifying the sharing and review of meeting content is a major advantage. In this flow bot, download URLs and sharing passcodes obtained from Zoom after the meeting are automatically posted to Slack.
This allows all team members to access necessary materials in a timely manner, and past meeting content can be organized and managed collectively.
It will enable smooth progress checks and reviews of meetings.

Conclusion

By using this flow bot, meeting minutes are automatically created after a Zoom meeting ends, and summary results are posted to Slack, which should significantly reduce the workload.
Furthermore, meeting data is automatically archived, allowing the entire team to quickly access the necessary information, making information sharing smoother.
With a no-programming-required flow bot template, you can easily implement this automation and achieve an efficient workflow.
Be sure to utilize Yoom to aim for efficiency in your daily tasks.

See you next time!