Using Zoom Classic Workflow Automation

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

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

Account admins can enable Classic 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.

Learn more about enabling Zoom Workflow Automation.

Requirements for using Zoom Classic Workflow Automation

Notes: 

Limitations of Zoom Classic Workflow Automation

Table of Contents

How to access Zoom Classic Workflow Automation

Windows | macOS
  1. Sign in to the desktop app.
  2. In the navigation bar, click the Workflows tab.
    Note: If you do not see the Workflows tab, click the More tab, then click Workflows.

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

Web
  1. Sign in to the Zoom web portal.
  2. In the top-right corner, click the Zoom Products icon  .
  3. In the Zoom Products menu, click Workflows.
    Workflows will open in a new browser tab.
  4. In the sidebar, click Workflows.

How to create a workflow

Create a workflow using conversational prompts

  1. Launch Workflows.
  2. Click the +Create button in the upper-right corner.
  3. In detail, describe the task or process you want to automate using the workflow. If it requires multiple steps, describe each step in the desired sequence for the workflow you want to create.
  4. Click the Send icon.
    ZoomMate will begin designing the workflow, as well as ask clarification questions for configuring nodes within the workflow. Once it has all the necessary info, ZoomMate will begin building the workflow.
  5. (Optional) Once the workflow is complete, use the ZoomMate side panel text box to describe adjustments you want to make to the workflow or manually update the workflow.
  6. Once satisfied with the initial design of the workflow, at the bottom of the window, click Run to test the workflow.
  7. Continue to make any additional changes to the workflow.
  8. Click Deploy to save changes to the flow and set it to Active.

Create a workflow manually

To manually create a workflow:

  1. Launch Workflows.
  2. Under Workflow, click + Create.
  3. Below the description chatbox, click Start with a node, then click Triggers.
  4. In the node trigger list, select a trigger:
  5. Click a trigger to add it to the canvas and expand its configuration panel.
  6. Configure the trigger details. For example, for a Meeting event trigger, configure:
  7. Add additional nodes and actions as needed, such as sending a summary to Slack, saving a document to Zoom Canvas, or posting a message to a chat channel.
    Note: If a node outputs a variable, that variable can be dragged or dropped within another action node.
  8. (Optional) If the action node utilizes the Action approval field, or you are utilizing the AI Reasoning node, configure the approval flows for the action node and/or tool sets.
  9. (Optional) At any step, use the ZoomMate side panel text box to describe adjustments you want to make to the workflow, and let  ZoomMate update triggers, actions, or parameters for you.
  10. Once satisfied with the initial design of the workflow, at the bottom of the window, click Run to test the workflow.
  11. Continue to make any additional changes to the workflow.
  12. Click Deploy to save changes to the flow and set it to Active.

Create a workflow using a template

To create a workflow using a template:

  1. Launch Workflows.
  2. Under Workflows, click + Create.
  3. Below the description chatbox, click Choose a template.
  4. Browse the templates and select a template that matches your role or use case. Examples include:
  5. Click a template to open it in the workflow builder.
  6. Review the preconfigured triggers and actions, then adjust any fields (such as channels, recipients, action approvals, or storage locations) as needed.
  7. (Optional) Use the ZoomMate text box in the side panel to refine the template, add steps, or change conditions using natural language instructions.