Zoom AI Meeting Assistant

Workflow Name

Zoom AI Meeting Assistant

Key Features and Highlights

Zoom AI Meeting Assistant is an automated workflow designed to extract recordings and transcription texts from Zoom meetings, leveraging artificial intelligence to automatically generate meeting minutes, distill actionable tasks, and synchronize relevant tasks to ClickUp. Additionally, it automatically schedules follow-up meetings based on the meeting content. This workflow integrates the OpenAI GPT-4o model and combines multi-platform services including Zoom, ClickUp, and Microsoft Outlook to enable intelligent recognition and efficient management of meeting content.

Core Problems Addressed

• Meeting information is often complex and time-consuming to organize manually, with a high risk of missing critical details.
• Delays in meeting minutes distribution and task assignment reduce team collaboration efficiency.
• Scheduling follow-up meetings is cumbersome and lacks automation support.

Zoom AI Meeting Assistant effectively resolves these issues by automating meeting content organization, task creation, and calendar scheduling, thereby enhancing meeting management efficiency and execution.

Use Cases

• Remote teams needing efficient management of Zoom meeting content and associated tasks.
• Organizations aiming to automate meeting minutes generation to ensure accurate information dissemination.
• Project managers or assistants requiring rapid task assignment and follow-up meeting scheduling.
• Any organization relying on Zoom for regular meetings and seeking to improve meeting outcomes.

Main Workflow Steps

1. Manual trigger of the workflow (can be replaced with scheduled or webhook triggers)
2. Retrieve scheduled Zoom meetings within the last 24 hours
3. Request Zoom API to obtain meeting recording files and transcription texts
4. Extract and format transcription content
5. Invoke OpenAI GPT-4o model to generate meeting minutes document, including meeting date, participant list, summary, tasks, and important dates
6. Format the generated meeting minutes into HTML email content
7. Send the meeting minutes via SMTP email to meeting participants
8. Use AI to analyze meeting content, extract actionable tasks, and invoke a sub-workflow to automatically create tasks in ClickUp
9. Similarly, use AI to identify follow-up meeting arrangements mentioned during the meeting and automatically create Microsoft Outlook calendar events
10. Visualization and error handling nodes ensure smooth execution; the workflow automatically terminates with error alerts if transcription data is missing

Systems and Services Involved

• Zoom: For retrieving meeting data, recordings, and transcription texts
• OpenAI GPT-4o: For generating meeting minutes and intelligently extracting tasks and meeting arrangements
• ClickUp: For automatic task creation and management
• Microsoft Outlook: For automatic creation of follow-up meeting calendar events
• SMTP Email Service: For sending formatted meeting minutes emails
• n8n Platform: For overall workflow automation and node management

Target Users and Value Proposition

• Remote team members, project managers, assistants, and meeting organizers
• Enterprises and teams seeking to improve meeting efficiency and reduce manual documentation workload
• Organizations requiring automated task assignment and calendar scheduling
• Tech-driven companies aiming to optimize meeting management processes through AI technology

With Zoom AI Meeting Assistant, users can achieve intelligent processing of meeting content, save time, enhance accuracy in information delivery, and improve task execution efficiency—allowing greater focus on core business development.