Using Zoom Workflow Automation

Zoom Workflow Automation offers a powerful way to streamline business workflows within Team Chat, Zoom services, and integrates third-party apps. By defining sequences of steps 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.

Learn more about enabling Zoom Workflow Automation.

This article covers:

• Limitations of Zoom Workflow Automation
• How to access Zoom Workflow Automation
  • Windows | macOS
  • Web
• How to create workflows through Templates
  • Windows | macOS
  • Web
• How to create workflows from scratch
  • Windows | macOS
  • Web
• Workflow runs

Prerequisites for using Zoom Workflow Automation

• Workflow Automation enabled by an admin
• Zoom desktop app
  • Windows: 6.1.0 or higher
  • macOS: 6.1.0 or higher

Note: Zoom Workflow Automation is currently available in beta. During the beta period, Workflow Automation is available to paid Zoom users at no additional cost.

Limitations of Zoom Workflow Automation

• Workflows can only be created, edited, and published by individual users. Ownership of an individual workflow belongs to a single user.
• Sharing or cloning workflows or templates for others to edit, modify, and publish is not supported.
• Mobile devices do not support the creation, deletion, or publishing of workflow automations.

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 Team 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, 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 information about 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 information about 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.
   • Schedule Your Workflow: A workflow is triggered on a particular date and time and can also be configured to be recurring.
   • Start with an Emoji: User uses an emoji reaction and the workflow is triggered.
   • Launch from a Link: User clicks on the link and the workflow is triggered.
   • Trigger on Channel Join: User joins a channel and the workflow is triggered.
   • Initiate via 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.
   • Schedule Your Workflow: A workflow is triggered on a particular date and time and can also be configured to be recurring.
   • Start with an Emoji: User uses an emoji reaction and the workflow is triggered.
   • Launch from a Link: User clicks on the link and the workflow is triggered.
   • Trigger on Channel Join: User joins a channel and the workflow is triggered.
   • Initiate via 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

Workflow Automation is available during the beta period for no additional cost for paid plans. Upon general availability, paid plans will include unlimited standard workflow runs and an allotment of premium workflow runs, with specific per-run charges for any allotment overruns. Detailed pricing information will be made available at general availability launch.

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.