Enabling Zoom Workflow Automation

Zoom Workflow Automation allows you to set up and optimize business workflows across Zoom Workplace, including Zoom Meetings, Zoom Team Chat, Zoom Docs, AI Companion, as well as seamlessly integrating with third-party apps to streamline productivity. This product enables you to define a series of triggers and actions to automate tasks, boosting both productivity and efficiency.

Admins can enable Zoom Workflow Automation either at the account level or for specific user groups. Enabling it at the account level allows all users to create automations, while enabling it at the user group level restricts this capability to users within those groups. Regardless of who can create automations, all users can view and interact with automations created by authorized users.

Learn how to use Zoom Workflow Automation.

Requirements for enabling Zoom Workflow Automation

Notes: 

Limitations of Zoom Workflow Automation

Table of Contents

How to enable or disable Zoom Workflow Automation

Account

To enable or disable Workflow Automation for all users in the account:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Workflow Automation tab.
  4. Click the Enable Workflow Automation toggle to enable or disable it.
  5. (Optional) Under Workflow Automation settings, select the Allow incoming webhooks to trigger workflows to enable the incoming webhook trigger for all users at the account level, then click Save. 
  6. If a verification dialog displays, click Enable or Disable to verify the change.
  7. (Optional) To prevent all users in your account from changing this setting, click the  lock icon, and then click Lock to confirm the setting.

Group

To enable or disable Workflow Automation for all users in the group:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click User Management then Groups.
  3. Click the user group you want to edit.
  4. Click the Workflow Automation tab.
  5. Click the Enable Workflow Automation toggle to enable or disable it.
  6. (Optional) Under Workflow Automation settings, select the Allow incoming webhooks to trigger workflows to enable the incoming webhook trigger for all users at the account level, then click Save. 
  7. If a verification dialog displays, click Enable or Disable to verify the change.

 

Frequently asked questions about Workflow Automation

General

Is AI Companion included in Workflow Automation?

AI Companion summaries can be seamlessly integrated into any workflow. Using the AI Companion meeting summary trigger, workflows can automatically post completed meeting summaries to a Zoom Doc and/or share them via workflow actions in Team Chat. Additionally, workflows support summarizing any Team Chat channel, group chat, or Continuous Meeting Chat (CMC) conversation, with the summarized content easily shared to a Zoom Doc or through workflow actions in Team Chat. More AI Companion capabilities are coming soon, further enhancing automation and collaboration.

If I create a workflow for an emoji reaction, does it only trigger the first time the emoji is used on a message or for every user that adds onto that emoji?

It triggers every time an emoji reaction is used.

Does the skin tone for an emoji reaction workflow matter?

No. Regardless of the skin tone used for emoji reactions, the workflow will still trigger as expected. For emojis with varying skin tones, we will indicate "(All skin tones)" next to the emoji to clarify that all tones are supported.

For a workflow notification, why doesn't it display the message instead of saying "New Notification"?

Currently, bot card notifications don’t display the message text. They only show "New Notification."

If I enable workflows at the group level for users in two or more groups, which group wins? Is the setting enabled or disabled? (Primary group vs. Most Restrictive setting)

The user’s primary group setting determines if the ability to create workflows is enabled.

Are workflow triggers, actions, and variables only available in English, or are other languages supported?

Currently, only English is supported.

Admin

Will this work in Continuous Meeting Chat (CMC) channels? What if I am the host/owner of the CMC?

Yes. Workflow Automation will work with CMC channels. The owner of the CMC has access controls to determine who can use Workflow Automation within a specific channel.

Options:

Can the channel owner or admin delete a workflow card that gets posted to a channel (for example, if the response is off-base or unprofessional)?

Yes, the channel owner/admin can delete a workflow bot message from the channel.

Can the channel owner or admin disable a workflow within a channel?

As a channel owner or admin we have access controls to let you determine who can use Workflow Automation within a specific channel.

Options:

Do the workflow cards get captured in Chat History and Legal Hold reports?

Yes, workflow cards posted into channels and chats are captured in chat history and legal hold reports.

Do the workflow cards follow the local and cloud retention policies set by the admins?

Yes, Workflow cards follow the retention policies set by Zoom Trust Center (ZTC).

Does all content in the workflow cards become viewable in the Chat History Report? Can an admin delete a card if it's inappropriate or contains sensitive info?

Yes, all content in workflow cards is viewable in chat history reports. Admins can delete a card if it is deemed inappropriate or contains sensitive information.

Does the person triggering or completing the workflow get captured in reports?

Currently,reports do not capture the person completing the workflow.

Does Workflow Automation support Customer Managed Key (CMK)? Does the key broker service encrypt messages using the customer-provided keys?

Content posted by the workflow into channels is stored using CMK, but workflow metadata and execution data are not encrypted using CMK.

How long are workflows stored? Can a time limit be set to archive a workflow to a read-only state, or can it be reactivated after a period of inactivity?

Workflow execution history is stored for 14 months. No time limit or auto-archive feature is available at this time.

Can admins see and manage all workflows created by users?

Yes, admins can see and manage all workflows via the Workflow Management page in the admin portal.

App Steps

What users need to authenticate to allow third-party apps to connect as steps in a workflow? Can an admin authenticate for all users like a service account?

Currently, admins cannot authenticate for all users. Each user who uses the third-party app needs to authenticate individually.

At what stage does authentication take place? Can third-party apps be authenticated at the start of initiating workflows or each time a workflow is created with a third-party app?

Authentication happens when creating or executing the workflow. Apps are authenticated each time a third-party app step is created or executed.

Regions & Platforms

In which regions will Workflow Automation be available at the GA launch on February 16, 2025?

All regions.

Licensing

Will customers need to purchase licenses to use Workflow Automation?

Zoom Workflow Automation is now generally available to all paid Workplace plans at no additional cost during the free trial period. Each plan includes standard and premium runs, each with a fixed allotment. Once this limit is reached, customers will be charged on a per-run basis. Detailed pricing information will be made available prior to the end of the free trial period.

How do you differentiate a Standard workflow from a Premium workflow?

A standard run is defined as a run within the Zoom platform or when only one third-party app is used within a single workflow run. A premium run is defined as a run that uses two or more third-party apps within a single workflow run.