Zoom AI Meeting Assistant

Workflow Name

Zoom AI Meeting Assistant

Key Features and Highlights

This workflow automates the extraction of meeting data and transcript text from Zoom meetings, leveraging AI technology to generate meeting minutes, automatically extract tasks and action items, intelligently create tasks in the ClickUp project management tool, and schedule follow-up meetings based on meeting content (integrated with Outlook Calendar). The entire process achieves a closed-loop automation from meeting content acquisition, organization, task assignment to scheduling, significantly enhancing meeting efficiency and execution.

Core Problems Addressed

• Manual meeting minute preparation is tedious and prone to missing critical information
• Difficulty in timely and clear assignment and tracking of meeting tasks
• Lack of automation support for scheduling follow-up meetings
• Time-consuming information transfer across multiple systems, reducing work efficiency

By automatically retrieving Zoom meeting data and transcription text, combined with AI-driven analysis, the workflow generates formatted meeting summary emails, automatically creates tasks and calendar events, effectively solving pain points in meeting content management and execution.

Use Cases

• Automatically organizing minutes after daily Zoom video meetings for enterprises or teams
• Automatic task assignment and tracking during remote work meetings
• Rapidly converting meeting decisions into concrete execution tasks in project management
• Scenarios requiring automated scheduling of multi-party follow-up meetings

Particularly suitable for organizations with high-frequency video meetings, cross-department collaboration, and intensive project management.

Main Process Steps

1. Manually or scheduled trigger to start the workflow
2. Retrieve scheduled Zoom meetings data from the past 24 hours
3. Call Zoom API to obtain meeting recordings and transcription files
4. Extract and format transcription text, filtering for relevant content
5. Retrieve meeting participant information
6. Use AI model to automatically generate meeting minutes text (including participant list, meeting summary, tasks, important dates)
7. Format the minutes into an HTML email via a code node
8. Send the meeting minutes email to all meeting participants
9. AI further analyzes the minutes to identify specific tasks and invokes a sub-workflow to create tasks in ClickUp
10. AI analyzes and automatically schedules follow-up meetings by creating Outlook calendar events

Involved Systems or Services

• Zoom (meeting data and recording transcription retrieval)
• AI Language Model (Anthropic Claude 3.7) for meeting minutes and task generation
• ClickUp (task management system)
• Microsoft Outlook (calendar event management)
• SMTP service (email sending)

Target Users and Value Proposition

• Business managers and team leaders: Automatically organize meeting content to enhance meeting output value
• Project managers and assistants: Automatically assign tasks to ensure meeting decisions are implemented
• Remote collaboration teams: Efficiently share meeting minutes and transparently track task progress
• Any professionals relying on Zoom meetings who seek to improve meeting efficiency

By integrating multiple systems with intelligent AI technology, this workflow greatly reduces manual effort in meeting documentation and significantly improves post-meeting execution efficiency and team collaboration effectiveness.