Using personal workflows with AI Companion

Personal workflows let you automate repetitive tasks using simple, everyday language, using a flexible, node-based visual canvas. You can use agentic AI workflows from templates or a low-code builder to automate multi‑step actions across Meetings, Chat, Docs, and Tasks. In addition to Zoom sources and data, you can connect to third-party applications, allowing you to retrieve data from and output to other third-party tools such as Google, Microsoft, and Salesforce.

When you click Workflows in the sidebar, Workflow mode will automatically open, where you can describe a workflow in natural language. You can also access the following workflow-related options, which are displayed under Workflow in the sidebar.

Personal workflows for AI Companion is available to paid AI Companion and Custom AI Companion users in the US. Free users can also access a limited version of this feature, with up to 10 runs per month.

Both test runs when building and runs after publishing workflows count towards monthly usage. Paid AI Companion and Customer AI Companion users will initially have unlimited runs for a limited time.

Requirements for using workflows with AI Companion

• Pro, Business, Enterprise account, or AI Companion standalone account
• AI Companion on the web enabled by an admin
• Supported browsers: Chrome, Edge, Safari, or Firefox (latest versions)
• Use of Third-party connectors requires a Custom AI Companion license
• Use of the Send SMS message, Send Voice message, Web crawler nodes requires a Custom AI Companion license

Note: AI Companion may not be available for select verticals and select regional customers.

How to create a workflow

Create a workflow using conversational prompts

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
2. In the sidebar, click Workflow.
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.
   AI Companion will begin designing the workflow, as well as ask clarification questions for configuring nodes within the workflow. Once it has all the necessary info, AI Companion will begin building the workflow.
5. (Optional) Once the workflow is complete, use the AI Companion 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 Save to save changes to the flow and set it to Active.

Create a workflow manually

To manually create a workflow:

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
2. In the sidebar, click Workflow.
3. Under Workflow, click + Create.
   The workflow builder will open, as well as the AI Companion side panel.
4. In the workflow canvas, click + Start with a node.
5. In the node trigger list, select a trigger:
   • Manually start: Starts the workflow when you press a button.
   • Fill out a form: Starts the workflow when users submit a form with required fields.
   • Meeting event: Starts the workflow when specific Zoom Meeting events occur, such as when a meeting starts or ends.
   • Chat event: Starts the workflow when a Zoom Chat event occurs, such as when a message is received or a specific emoji is used.
   • Custom schedule: Starts the workflow at a scheduled date and time.
   • From webhook: Starts the workflow automatically based on external events or system updates, such as a new form submission, a CRM status change, or an alert from another app, so processes stay connected and responsive across all your tools.
   • RSS feed: Starts the workflow when an RSS feed item is published.
6. Note: When you hover over a trigger option, a coach or help tooltip appears to explain when to use that trigger.
7. Click a trigger to add it to the canvas and expand its configuration panel.
8. Configure the trigger details. For example, for a Meeting event trigger, configure:
   • Meeting event type: When the meeting ends.
   • Which meetings to monitor: All my meetings.
   • Time offsets: 0 min to trigger exactly when the event happens, or a negative or positive offset to trigger before or after the event.
9. Add additional nodes and actions as needed, such as sending a summary to Slack, saving a document to Zoom Docs, 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.
10. (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.
11. (Optional) At any step, use the AI Companion side panel text box to describe adjustments you want to make to the workflow, and let AI Companion update triggers, actions, or parameters for you.
12. Once satisfied with the initial design of the workflow, at the bottom of the window, click Run to test the workflow.
13. Continue to make any additional changes to the workflow.
14. Click Save to save changes to the flow and set it to Active.

How to use workflow templates

To use a workflow template:

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
2. In the sidebar, click Workflow.
3. Under Workflow, click Templates.
4. Browse the templates and select a template that matches your role or use case. Examples include:
   • Meeting management templates, such as:
     • Pre-meeting reminder: Before the meeting starts, remind yourself of the essentials, such as the topic, start time, and key participants.
     • General Meeting Preparation Flow: Automatically prepares for upcoming meetings by searching related documents and chats.
     • Meeting Summary to Slack: Generate a comprehensive AI-powered meeting summary and send it to a Slack channel.
   • Chat-based templates, such as
     • Auto Meeting Summary Chat Sender: Processes meeting topics and participants' data in a chat-friendly format, with improved prompts, enhanced formatting, and emojis.
     • Daily Chat Summary: Receive a daily recap of Zoom Chat channel activity.
     • Channel Welcome and Summary: When a new member joins a channel, send a welcome message and provide a summary of the channel's messages over the last 3 days.
   • Templates geared towards sales use cases, such as:
     • Sales Meeting Prep with Salesforce & Zoom Docs: Prepare for sales meetings by searching Salesforce for customer notes and opportunities and related Zoom docs/chats/meetings.
     • Salesforce Opportunity Auto-Update from Meetings: After a meeting, automatically update a Salesforce opportunity from the content of the meeting transcript.
     • Post-Meeting Follow-Up Email Generator: After a meeting, automatically send a follow-up email complete with key decisions and action items.
   • Templates geared towards marketing use cases, such as:
     • Brand Marketing Content Brief Generator: Automatically generate cross-channel marketing content briefs from meeting transcripts. Create unified briefs with blog, video, and social media outlines, extract actionable tasks, and organize them in Zoom Docs and Tasks for streamlined content production.
     • Meeting-End Stakeholder Recap: After a meeting, automatically generate a structured marketing campaign recap in a Zoom Doc with published/running/queued content status and share the recap to relevant Chat and Slack channels for stakeholder updates.
   • Templates geared towards IT and Engineering use cases, such as:
     • Daily Jira Task Summary to Zoom Chat: Automatically fetch all of a user’s unfinished assigned JIRA tasks every morning and send a formatted summary via Zoom Chat to keep users informed of their pending work items.
     • Auto-Create Jira Tickets: Automatically creates Jira bug tickets when users react with a ticket emoji in Chat. AI extracts issue details from the conversation thread, assigns the ticket to the mentioned users, and posts a confirmation message with ticket details back to the chat.
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 AI Companion text box in the side panel to refine the template, add steps, or change conditions using natural language instructions.

How to use the action approval feature within workflows

In workflows, action nodes that perform sensitive write operations (e.g., updating a Salesforce Opportunity or creating a Jira ticket) allow users to review, edit, and approve changes before they are executed. When triggered, a pending action appears within AI Companion for user review.

Users can configure the AI Reasoning node's tool sets to either always ask for approval (the default) or always allow the tool sets' actions without confirmation. For action nodes (e.g., Leave channel node), users can select whether the node allows the action without approval or always prompts for confirmation before proceeding.

Admins can also disable the ability to automatically allow actions and force approval for all sensitive write operations across nodes and tool sets.

Configure approval flows for action nodes

1. Create or open a workflow.
2. Add or edit an action node that utilizes the Action Approval field.
3. Under Action Approval, select an option:
   • Always ask for confirmation: The workflow can not complete the action until the user has approved the action within the AI Companion panel.
   • Always allow this action without prompting: The workflow will automatically complete it without requiring additional user approval.
     Note: This is the default for action nodes that can require approval. However, if the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to select this option.
4. Save the workflow.

Configure approval flows for the AI Reasoning node

1. Create or open a workflow.
2. Add or edit the AI Reasoning node.
3. Under Tool sets, next to the desired tool set (Zoom Tasks, Zoom Chat, etc.), click the Settings icon [Gear icon].
4. Next to the desired action, select an option:
   • Always ask: Users will need to approve the action within AI Companion before the workflow can continue.
     Note: This is the default for all actions associated with a tool set.
   • Always allow: The action will be performed without additional approval.
     Note: If the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to select this option.
5. Click Close.

Approve a pending action

If an action is configured to Always ask for confirmation or Always ask, the action node will require approval before continuing the workflow. To approve the action:

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
   Under Pending actions, workflows that require approval before continuing will be listed.
2. Click the workflow and review the output.
3. (Optional) Click Cancel to cancel the action and terminate the workflow.
4. (Optional) If you do not want to manually approve the specific action within the workflow in the future, change the action's approval setting to Always allow.
   Note: If the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to modify this.
5. Click Approve & continue to continue the workflow with the approved output.

How to manage workflows

To view and manage workflows in My Workflows:

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
2. In the sidebar, click Workflow.
3. Under Workflow, click My Workflows.
4. Use the available filters to find the workflow you want to review or update:
   • Search by workflow name.
   • Filter by date range.
   • Filter by flow trigger type.
5. (Optional) Click + Create new to create a new workflow from scratch directly from the My Workflows list.
6. Click the Name of a workflow to open it in the editor.

Disable or enable a workflow

To disable or enable a workflow:

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
2. In the sidebar, click Workflow.
3. Under Workflow, click My Workflows.
4. Under the Status column, click the toggle for the desired workflow to either Active (enabled) or Inactive (disabled).
   Note: Workflows with manual triggers can not be disabled.

Delete a workflow

To delete a workflow:

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
2. In the sidebar, click Workflow.
3. Under Workflow, click My Workflows.
4. Locate the desired workflow.
5. Under the Actions column, click the More icon [three dots].
6. Click Delete.
7. When prompted for confirmation, click Delete.

How to share a workflow

You can share a workflow with users within your organization. To share a workflow:

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
2. In the sidebar, click Workflow.
3. Under Workflow, click My Workflows.
4. Use the available filters to find the workflow you want to review or update:
   • Search by workflow name
   • Filter by date range.
   • Filter by flow trigger type
5. Click a workflow name to open it.
6. In the top right corner, click Share.
   Note: A Workflow must be saved before it can be shared.
7. Enter the desired contact or channel you want to share the workflow with.
8. Click Send.
   The workflow will be shared with the desired users, allowing them to view the workflow. Note: Users will not be able to edit the workflow and must save a copy of the workflow to use and/or modify it.

How to view workflow activity logs

To view workflow activity logs:

1. Sign in to the Zoom web portal and navigate to AI Companion on the web.
2. In the sidebar, click Workflow.
3. Under Workflow, click Activity logs.
   A list of workflow execution records displays.
4. Use the available filters to narrow down activity:
   • Search by workflow name.
   • Filter by status, such as completed, failed, running, paused, timed out, or terminated.
   • Filter by date range.
5. Review the columns for each workflow run, such as Name, Last run, Status, and Actions.
6. (Optional) Click a specific run or the actions associated with it to view details, troubleshoot failures, or re-run the workflow if supported.

Nodes available for building workflows

Trigger nodes

Trigger nodes define when your workflow starts, whether by manual button click, scheduled time, meeting event, chat activity, or RSS feed update.

Additional notes for using webhooks

If using the From webhook trigger:

• The variables that need to be defined (e.g., incident_id, summary, priority) need to match what is expected from the third-party service that triggers the workflow via webhook.
  Note: These variables are available for use in later workflow steps.
• The workflow must be saved first to obtain the webhook URL (Your webhook URL) to be used within the third-party app or service.
• When testing the workflow, users will be prompted to manually send a sample payload to trigger the workflow. The sample payload can usually be found in the third-party service's webhook support documentation or in tools like Postman to capture live traffic.

AI Power (AI Companion) nodes

AI Companion nodes leverage artificial intelligence to process, analyze, and transform data within your workflows, enabling intelligent content generation, structured data extraction, and natural language-based decision-making.

*Note: The Zoom app tool sets and web search tool are selected in the Reasoning node by default. Users can select additional third-party app tool sets approved by their admins, or unselect any tool set.

Flow control nodes

Flow control nodes provide additional actions to help manage flow and output of a workflow, including creating action-based loops, adding condition-based routing and output, and managing the workflow's final output.

More Tool nodes

Tool nodes that provide additional actions, including searching resources, performing web queries, and sending notifications via SMS/voice messages.

Zoom Meeting nodes

Meeting nodes enable you to create, manage, and interact with Zoom meetings within your workflows, whether by scheduling new meetings, updating existing ones, canceling scheduled sessions, or sending messages to meeting participants.

AI Docs nodes

Docs nodes enable you to create, update, share, and retrieve AI Docs (formerly Zoom Docs) within your workflows, allowing you to automate document management and collaboration tasks.

Zoom Chat nodes

Chat nodes enable you to create, manage, and interact with Zoom Chat within your workflows, whether by sending messages to channels, retrieving message history, creating new channels, or managing channel memberships.

Zoom Task nodes

Task nodes enable you to create, manage, and interact with Zoom Tasks within your workflows, whether by creating new tasks, updating existing ones, assigning tasks to team members, or tracking task completion status.

Third-party nodes

Third-party nodes enable you to integrate external applications and services into your Zoom workflows, whether by connecting to CRM systems like Salesforce, project management tools like Jira, communication platforms like Slack, or productivity suites like Google Workspace and Microsoft 365.

Note: Access to Google (Drive, Calendar, Gmail, etc.) and Microsoft (Outlook, OneDrive, etc.) data sources will require a license to AI Companion. In addition, access to the equivalent third-party connectors (as well as other third-party connectors) will require a license to Custom AI Companion.

Best practices for building workflows

• Start without any integrations, leveraging data within the Zoom ecosystem.
• After completing your first successful workflow, move on to one integration and expand gradually.
• Use AI Nodes to interpret unstructured data before passing it to third‑party systems.
• Always include a notification or documentation node for visibility.

How to troubleshoot workflows

Authentication and connection issues with workflows

Authorization issues with third-party integrations

If you are experiencing issues with authorization problems with third-party integrations:

• If workflows keep asking for authorization but never complete, try disconnecting and reconnecting the integration in workflow settings.
• Salesforce connector visibility issues may occur due to changes in data source configuration.

Trigger and execution issues

Team chat event not triggering workflow

If you are experiencing issues with workflows that use the Team chat event trigger not triggering correctly, check whether the workflow was shared with you using chat nodes. If the workflow owner still has appropriate channel permissions, as workflows can deactivate if the owner loses access or leaves a channel.

From Webhook not triggering workflow

If you are experiencing issues with workflows that use the From webhook trigger not triggering correctly, confirm the following:

• Confirm that the external system is sending a POST request (not GET).
• Confirm the payload format matches the workflow's expectations.
• Confirm the workflow is published and active.

In addition to the above, you can also view the logs for the workflow to verify the request being sent via the webhook.

Form and condition node issues

Form variable issues

If you are experiencing issues with form variables:

• Variables from forms within switch case branches may not be accessible outside that branch.
• For user selection fields showing duplicate names, email addresses are not currently displayed (known design defect.

Condition node issues

If you are experiencing issues with condition nodes:

• If the condition nodes return "evaluationResult: null" and terminate, try adjusting the prompt for the LLM evaluation.
• Certain topology configurations may be unsupported; disconnect and reconnect lines if needed.
• Ensure the default branch is properly configured.

Data and variable-related issues

Errors related to illegal characters in field names

If encountering issues related to field names, remove special characters like periods (.) from field names (e.g., change "jira.link" to "jiralink").

Missing or incorrect data issues

If encountering missing or incorrect data issues:

• For meeting data that isn't loading properly (content appears incomplete), verify the document size isn't exceeding the 20,000,000-character limit.
• Check that variables are properly passed between nodes, and use the variable selector to ensure correct references.
• If data appears truncated or missing, confirm the workflow has proper permissions to access the source content.
• For empty or null values, verify the trigger fired correctly and captured the expected data - check Activity Logs.
• If the extracted data doesn't match expectations, review the Extract Data node configuration and ensure the prompt clearly specifies what information to capture.
• For inconsistent data across workflow runs, check if the source content format has changed or if the conditional logic needs adjustment.

Other node-specific issues

Send chat message based on node failures

If you are having issues with workflows utilizing the Reply to a message, Send a message to a channel, Send a direct message, or Send a message to the meeting nodes, check the following:

• If mention tags appear as plain text instead of the usual formatted mentions, the node will fail.
• "Bad Request" errors (400) may indicate channel permission issues or incorrect message formatting.

AI node failing

If the LLM node is failing/timing out, check that referenced documents aren't too large (the maximum character limit is 20,000,000).

Get a doc node failing

If the Get a doc node is failing, check the following:

• If getting "UNKNOWN_ERROR" or data retrieval issues, verify the document size isn't exceeding limits.
• Ensure you have proper access permissions to the document.

Google Sheets nodes failing

If you are receiving errors when using Google Sheets nodes, check the following:

• For "Unable to parse range" errors (e.g., "Sheet1!C18:C31"), verify the sheet range format is correct
• Check that the spreadsheet is properly authorized and accessible.

Jira nodes failing

If you are receiving errors when using Jira nodes, check the following:

• For "No operation with name 'set' found" errors, check the field mapping configuration.
• Some Jira fields may not support variable inputs. If a Jira field uses variable inputs, remove the input and test whether the workflow still fails.