Zoom AI Meeting Assistant

Who should use this workflow

- Business Professionals: Individuals who frequently conduct meetings and need to summarize discussions and action items efficiently.
- Project Managers: Those who require a systematic way to track tasks and follow-ups from meetings.
- Administrative Assistants: Professionals managing schedules and meeting notes, ensuring nothing is overlooked.
- Teams Using Zoom: Organizations that utilize Zoom for meetings and want to automate the transcription and follow-up process.
- Users of ClickUp and Microsoft Outlook: Anyone looking to integrate task management and calendar scheduling into their workflow.

What problem does this workflow solve

- Time Consumption: This workflow automates the tedious process of summarizing meeting notes and extracting action items, saving hours of manual work.
- Information Overload: It helps users focus on key takeaways from meetings by filtering and formatting essential data.
- Task Management: Ensures that all action items are captured and assigned appropriately, minimizing the risk of tasks falling through the cracks.
- Scheduling Follow-Ups: Automatically creates calendar events for follow-up meetings based on discussions, enhancing productivity and accountability.

Detailed explanation of the workflow process

1. Trigger: The workflow starts with a manual trigger or can be initiated via email.
2. Zoom Meeting Data Retrieval: It fetches data about the last scheduled Zoom meeting.
3. Filtering: The workflow filters meetings that occurred in the last 24 hours to ensure relevance.
4. Transcript Retrieval: It retrieves the meeting transcript and extracts the text for analysis.
5. Summary Creation: The workflow generates a summary of the meeting, including participants and key discussion points.
6. Formatting: The summary is formatted into HTML for better presentation in emails.
7. Email Sending: The meeting summary is sent to the participants via email.
8. Task Creation: Action items from the meeting are identified and created in ClickUp for tracking.
9. Follow-Up Call Scheduling: If discussed, a follow-up meeting is scheduled in Microsoft Outlook.

How users can customize and adapt this workflow

- Adjust Trigger Settings: Users can replace the manual trigger with a scheduled trigger or a webhook to automate the process further.
- Modify Email Settings: Change the sender's email address and customize the email subject and body to fit organizational standards.
- Change Task Management Tools: If using a different task management system, users can swap ClickUp with alternatives like Trello or Asana by modifying the corresponding nodes.
- Personalize the Summarization Logic: Users can edit the script that formats the transcript text to include specific keywords or sections relevant to their needs.
- Integrate Additional APIs: The workflow can be expanded to include other integrations, such as Google Calendar or Airtable, for enhanced functionality.