Using Zoom Workflow Automation

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The Workflow Automation tab in the Zoom Workplace desktop app has been updated to incorporate the new AI Companion agentic-based Workflow experience. New users without any classic workflows will be directed to the AI Companion Workflows builder. Existing users who have used the Workflow Automation tab will see a message encouraging them to transition to the new AI Companion Workflows experience.

Zoom Workflow Automation offers a powerful way to streamline business workflows across Zoom Workplace, including Zoom Meetings, Zoom Chat, Zoom Canvas, AI Companion and third-party apps. By defining sequences of triggers and actions, it enhances productivity and efficiency through automated processes.

Account admins can enable Workflow Automation at either the account level or for specific user groups. At the account level, all users can create automations, while at the user group level, only specific users have this capability. However, all users can view and interact with automations created by authorized individuals, but they cannot reuse a template.

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Learn more about enabling Zoom Workflow Automation.

Requirements for using Zoom Workflow Automation

Notes: 

Limitations of Zoom Workflow Automation

Table of Contents

How to access Zoom Workflow Automation

Windows | macOS
  1. Sign in to the desktop app.
  2. At the top of the desktop app, click the More menu, then Workflows.
    Upon clicking on Workflows, you’ll see a list of pre-built templates, your workflows, and the ability to create workflow from scratch or through templates.

Note: You can also access workflows through a shortcut or a slash command in Chat. Next to the chat compose box, click the ellipsis icon  , then select Workflows, or type /workflow.

Web
  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Workflows.
    Upon clicking on Workflows, you’ll see a list of pre-built templates, your workflows, an activity log of workflow executions, and the ability to create workflow from scratch or through templates.

How to create workflows through Templates

Windows | macOS
  1. Sign in to the desktop app.
  2. At the top of the desktop app, click the More menu, then Workflows.
    Upon clicking on Workflows, you’ll see a list of pre-built templates.
  3. From the list of existing templates, select the template you want to use.
    For example, you select the Introduce New Members template. You will see preconfigured steps in the canvas:
    • Send a direct message welcoming the user who joined the channel 
    • Collect responses from that user in a form 
    • Send a direct message to the user who joined the channel with resources
    • Send a message to the channel that the user joined 
  4. (Optional) In the left navigation panel, add more steps to the existing template by dragging and dropping the desired step onto the canvas.
  5. (Optional) Once a step is placed on the canvas, configure it by adjusting its properties in the configuration panel.
  6. Click Save.
  7. Click Publish.
Web
  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Workflows.
  3. Upon clicking on Workflows, you’ll see a list of pre-built templates.
  4. From the list of existing templates, select the template you want to use.
    For example, you select the Introduce New Members template. You will see preconfigured steps in the canvas:
    • Send a direct message welcoming the user who joined the channel 
    • Collect responses from that user in a form 
    • Send a direct message to the user who joined the channel with resources
    • Send a message to the channel that the user joined 
  5. (Optional) In the left navigation panel, add more steps to the existing template by dragging and dropping the desired step onto the canvas.
  6. (Optional) Once a step is placed on the canvas, configure it by adjusting its properties in the configuration panel.
  7. Click Save.
  8. Click Publish.

How to create workflows from scratch

Windows | macOS
  1. Sign in to the desktop app.
  2. At the top of the desktop app, click the More menu, then Workflows.
  3. Click Create workflow.
  4. Choose how the workflow will start – these are just a few examples:
    • Custom Schedule: A workflow is triggered on a particular date and time and can also be configured to recur.
    • When an emoji reaction is used: The user uses an emoji reaction, and the workflow is triggered.
    • When a link is clicked: The user clicks on the link, and the workflow is triggered.
    • When a channel is joined: The user joins a channel, and the workflow is triggered.
    • From a webhook: Configure an incoming webhook with a payload to trigger the start of a workflow.
  5. In the left navigation panel, select and drag the desired step onto the canvas.
  6. Once a step is placed on the canvas, configure it by adjusting its properties in the configuration panel.
  7. Click Save.
  8. Enter name and description of the workflow.
  9. Click Publish.
Web
  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Workflows.
  3. Click Create workflow.
  4. Enter name and description of the workflow.
  5. Choose how the workflow will start – these are just a few examples:
    • Custom Schedule: A workflow is triggered on a particular date and time and can also be configured to recur.
    • When an emoji reaction is used: The user uses an emoji reaction, and the workflow is triggered.
    • When a link is clicked: The user clicks on the link, and the workflow is triggered.
    • When a channel is joined: The user joins a channel, and the workflow is triggered.
    • From a webhook: Configure an incoming webhook with a payload to trigger the start of a workflow.
  6. In the left navigation panel, select and drag the desired step onto the canvas.
  7. Once a step is placed on the canvas, configure it by adjusting its properties in the configuration panel.
  8. Click Save.
  9. Click Publish.

Workflow runs

Each paid Workplace 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. During the free trial period, no charges will be incurred. Detailed pricing information will be made available prior to the end of the free trial period. 

A run occurs whenever a trigger is hit that sets off a series of actions. There are two types of runs: Standard and Premium. 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.