How to Save Your Zoom Recordings to Google Drive and Share Them via Email

It is very common for companies to hold meetings, webinars, or exclusive sessions on Zoom and, shortly after they finish, participants often want to receive copies of those recordings and transcripts by email.

With this scenario in mind, using Albato it is possible to create automations that not only send these recordings to participants but also save them directly to Google Drive, preventing the event files from being lost.

See below how to create this automation model.

Connecting the Apps with Albato

The first step to create this type of automation is to ensure that all the necessary applications are properly connected to our platform. In this case, we will need to use Google Drive, Gmail, and Zoom.

If you have not connected the apps yet, go to the Apps tab on the platform, click Add a Connection App, and search for each application individually.

You will see instructions on how to connect them and, if you have any questions, you can search our blog for exclusive content about each one to complete the connection.

After adding the connections and receiving the confirmation message that each one was successfully connected, follow the instructions below.

Creating your automation

Go to the Automations tab and click Add new automation.

In the first step of your automation, click to add a trigger.

Then select the Zoom event New Recording.

After that, we will add a Tool step.

Click here to add the Tool:

Then select the Iterator option.

By default configuration, Zoom sends us three types of files for each completed recording: an audio file, the transcript of the recording, and finally the complete file (audio and video).

These files arrive in Albato in small structures called Array. That is why we need the Iterator to ensure that we correctly extract the information from each file and then make sure they will be saved to Drive.

In the Iterator, select the following group of information.

Next, click to add an action.

This time, we will select the HTTP Request app and then the option Get a File by URL.

This step will take advantage of the download link that Zoom sends us for each file format and then effectively download the file.

Click to add a new HTTP Request connection, enter a default URL such as https://zoom.com, set the type as JSON, and then click save.

When configuring this step, in URL, add the parameter that will come from the Iterator step called Download URL, like this.

Next, in the Headers area add a parameter called Authorization.

This information is important because it is what will allow Albato to download the file from your meeting.

Note that the field on the right must contain the information Bearer, written manually, followed by your Zoom Access Token.

If you do not have access to this information, we recommend checking directly with the Zoom team, who will be able to provide the necessary details so you can correctly use the required value here.

Once you finish configuring this step, click to add a new step.

This time, we will select the Google Drive option called Add a File.

Then select the file that the previous HTTP Request step will provide and also configure what the name of this file will be in Google Drive.

You can use values coming from previous steps or fixed values manually inserted.

Next, click again to add another Google Drive step, this time to create access permissions for this file.

Configure the permissions as shown below. This will ensure that everyone who receives the link will be able to access the file.

Finally, add one last Google Drive action, this time the Custom API Request action.

This will be a custom action so we can obtain the file sharing link.

Fill it in as follows.

URL:

https://www.googleapis.com/drive/v3/files/(place the File ID parameter here)?fields=webViewLink,webContentLink

Method: GET

Format: Json

Response parameters:

• webViewLink - String
• webContentLink - String

The final step of your automation will be to ensure that this Google Drive link, already with access permissions, is correctly sent to the participants of the meeting.

Click to add the Gmail action Send an email.

Configure the sender, the recipient, and finally configure the subject of the message as well as the body of the email.

In the body of the message, you can write fixed values that will always be sent the same way and, where you want to place the link, select the following parameter (webViewLink).

After finishing the configurations, your automation will look like this.

Now you just need to activate it and enjoy all the benefits of the structure you created.