Using workflows with My Notes

Users can create and attach Agentic workflows with My Notes at any point in the meeting lifecycle—during scheduling, in a meeting, or after a meeting—to automate post-meeting action items and follow-up tasks from meeting transcripts or manually entered notes. Workflows can be customized using natural language by specifying details such as task assignees, deadlines, or recipients, without requiring any technical configuration.

For workflows to be usable with My notes, they must meet the following criteria:

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Requirements for using workflows with My Notes

Note: AI features may not be available for select verticals and select regional customers. See the Zoom AI  Security and Privacy Whitepaper for more information.

Table of Contents

How to attach a workflow in My Notes

Windows | macOS
  1. Sign in to the Zoom desktop app.
  2. Start a note.
  3. In the My Notes window, click Attach workflow to this note.
  4. In the Attach workflow dialog, do one of the following:
    • Select the checkbox next to the desired workflow(s) to attach a prebuilt workflow template.
    • Click the + icon in the upper-right corner, then enter a natural language description of the task you want to accomplish after the meeting to create and attach a custom workflow.
      Note: You can attach up to 20 workflows to a note.
  5. Click Attach.
    Once the note has been completed and closed, the workflows will begin running using the transcript. 
  6. (Optional) Click Details to view the template within the Workflow editor.
    Once the workflow has completed its initial run, if the workflow requires additional approval:
    1. Click Review to review and approve the final output.
      Note: These can be reviewed within the Workflows tab or in ZoomMate. 
    2. Review the output.
    3. (Optional) Use either the hero prompts or the textbox to modify the generated content using natural language.
      Note: You can also manually update the output text. 
    4. (Optional) Change the approval flow to Always allow to automatically generate the output without approval in the future.
      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.
  7. If using a third-party integration for the first time, when prompted, authenticate into the service. 
  8. Click Confirm to complete the workflow. 
  9. The workflow will complete and create the final output.
    Note: If there are any errors or issues, you can view the activity logs to troubleshoot.

How to attach a workflow to an existing note

Windows | macOS
  1. Sign in to the Zoom desktop app.
  2. Click either the Hub or the Docs tab.
    Note: If you do not see a tab, click the More tab , then click Hub or Docs.
  3. In the navigation menu, click My Notes.
  4. Find and click the desired note.
  5. Click on the name of the note to view the note.
    The note will open.
  6. Under the notes title, click Workflows. 
  7. Click Attach more workflows.
  8. Next to the desired workflow(s), click the checkbox to add them.
    Note: A maximum of 20 workflows can be attached to a note.
  9. Click Attach & Run.
    The workflows will begin running using the transcript.
    Note: If available, the meeting summary will also be used. 
  10. (Optional) Click Details to view the template within the Workflow editor.
    Once the workflow has completed its initial run, if the workflow requires additional approval:
    1. Click Review to review and approve the final output.
      Note: These can be reviewed within the Workflows tab in the Zoom desktop app or in ZoomMate.
    2. Review the output.
    3. (Optional) Use either the hero prompts or the textbox to modify the generated content using natural language.
      Note: You can also manually update the output text. 
    4. (Optional) Change the approval flow to Always allow to automatically generate the output without approval in the future.
      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.
  11. If using a third-party integration for the first time, when prompted, authenticate into the service. 
  12. Click Confirm to complete the workflow. 
  13. The workflow will complete and create the final output.
    Note: If there are any errors or issues, you can view the activity logs to troubleshoot.

Web
  1. Sign in to the Zoom web portal.
  2. In the left navigation, click Notes.
  3. Click the desired note to view it.
    The note will open.
  4. Under the notes title, click Workflows.
  5. Next to the desired workflow(s), click the checkbox to add them.
    Note: A maximum of 20 workflows can be attached to a note.
  6. Click Attach & Run.
    The Workflows will begin running using the transcript.
    Note: If available, the meeting summary will also be used. 
  7. (Optional) Click Details to view the template within the Workflow editor.
    Once the workflow has completed its initial run, if the workflow requires additional approval:
    1. Click Review to review and approve the final output.
      Note: These can be reviewed within the Workflows tab or in ZoomMate.
    2. Review the output.
    3. (Optional) Use either the hero prompts or the textbox to modify the generated content using natural language.
      Note: You can also manually update the output text. 
    4. (Optional) Change the approval flow to Always allow to automatically generate the output without approval in the future.
      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.
  8. If using a third-party integration for the first time, when prompted, authenticate into the service. 
  9. Click Confirm to complete the workflow. 
  10. The workflow will complete and create the final output.
    Note: If there are any errors or issues, you can view the activity logs to troubleshoot.
Android | iOS

  1. Sign in to the Zoom mobile app.
  2. Tap Canvas.
  3. (Optional) Tap Hub, then select My Notes.
    Note: If you do not see Hub, tap More , then tap Hub.
  4. Open the note where you want to attach a workflow.
  5. Under the note title, tap Workflows.
  6. From the list, select the workflow you want to attach.
    After the workflow is attached, it begins running automatically. Tap Workflows to monitor its progress.
    The workflow status displays as Pending while it is running or when it requires your input to continue.
  7. If the workflow status is Pending, complete any required actions:
    • If prompted, enter the required details.
      Note: The required fields vary depending on the workflow's app or integration.
    • If prompted, tap Approve & continue to authorize the workflow and continue execution.
    • If prompted, tap Authenticate to connect any apps required by the workflow if they haven't already been authenticated.
      After completing any required actions, the workflow continues running until it completes.

How to attach a workflow to a Zoom meeting 

Windows | macOS

Attach a workflow prior to a Zoom meeting

  1. Create or open an existing meeting.
  2. Click Add workflow. 
  3. Next to the desired workflow(s), click the checkbox to add them.
    Note: A maximum of 20 workflows can be attached to a meeting.
  4. Click Update.
    Note: Once a workflow is attached, My Notes will automatically be enabled for that meeting. 
  5. Click Save to save changes to the meeting
    Once the meeting ends, the workflow will run automatically using the transcript and/or meeting summary. 

Attach a workflow during a Zoom meeting

  1. Sign in to the Zoom desktop app.
  2. Join or start a meeting. 
  3. Start a note.
  4. In the My Notes window, click the More icon then select Attach workflow to this note. 
  5. Next to the desired Workflow template(s), click the checkbox to add them.
    Note: A maximum of 20 workflows can be attached to a meeting.
  6. Click Update.
    Once the meeting ends, the workflow will run automatically using the transcript and/or meeting summary. 
Web

Attach a workflow prior to a Zoom meeting

  1. Sign in to the Zoom web portal.
  2. In the left navigation, click Meetings.
  3. Create or open an existing meeting.
  4. Next to Workflows, click Attach workflow to this meeting.
  5. Next to the desired workflow(s), click the checkbox to add them.
    Note: A maximum of 20 workflows can be attached to a meeting.
  6. Click Update.
    Once the meeting ends, the workflow will run automatically using the transcript and/or meeting summary.

How to remove an attached workflow from a Zoom meeting

Windows | macOS

Remove a workflow prior to a Zoom meeting

  1. Sign in to the Zoom desktop app.
  2. Click the Calendar tab. 
  3. Open the desired calendar event.
  4. Click the Edit icon. 
  5. Click [#] workflow(s) selected.
    The workflows currently attached to the event will be displayed. 
  6. Next to each desired workflow(s), click the checkbox to remove it.
  7. Click Update.
    The workflows will be removed from the event.

Remove a workflow during a Zoom meeting

  1. Sign in to the Zoom desktop app.
  2. Join or start a meeting. 
  3. Start a note.
  4. In the My Notes window, click [#] workflows selected. 
  5. Next to each desired workflow(s), click the checkbox to remove it.
  6. Click Update.
    The workflows will be removed from the note.
Web

Remove a workflow prior to a Zoom meeting

  1. Sign in to the Zoom web portal.
  2. In the left navigation, click Meetings.
  3. Next to the desired meeting, click Edit.
  4. Next to Workflow, click [#] workflows selected.
    The workflows currently attached to the meeting will be displayed. 
  5. Next to each desired workflow(s), click the checkbox to remove it.
  6. Click Update.
    The workflows will be removed from the meeting.

How workflows handle My Notes transcript retention 

Workflows that are triggered immediately after a transcript or note is created can continue to run, even when a My Notes transcript retention policy is configured. Guardrails are in place to help ensure that transcripts are not copied or stored outside of My Notes in accordance with the configured transcript retention policy.
 
The availability of the Workflows tab and workflow actions depends on the configured My Notes transcript retention period.

0-Day Retention

When the admin configures 0-day transcript retention in My Notes admin settings:

Retention Greater Than 0 Days

When the configured transcript retention period is greater than 0 days:
This behavior allows the workflow execution and status to remain available as appropriate while preventing transcripts from being retained beyond the configured My Notes retention period.