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Find Meeting

Definition

The Find Meeting action allows you to retrieve comprehensive details about a specific Google Meet meeting space. By providing a Meeting ID or Code, you can access its configuration, moderation settings, and information about its most recent conference—including direct links to recordings, transcripts, and participant lists.

Key Capabilities:

  • Locate a specific meeting space using its unique ID or user-friendly code.
  • Retrieve the latest conference details, including recording files and transcript documents.
  • Access the meeting’s configuration and moderation settings (e.g., “is moderation on?”).

This action is essential for automating post-meeting workflows, such as distributing recordings, summarizing transcripts with AI, or archiving meeting artifacts to Google Drive.

Inputs

  1. Connection

    • Purpose: Authorizes Zenphi to securely access your Google Meet data.
    • Practical Guidance: Select a pre-configured Google Meet Connection from the dropdown menu. This grants Zenphi the permissions required to interact with the Google Meet API.

  2. Meeting Space ID / Meeting Code

    • Purpose: Specifies exactly which meeting space you want to find.
    • Practical Guidance: You can provide this in two ways:
    • Static Value: Type or paste the specific meeting code (e.g., abc-defg-hij) directly into the field. Note: Enter only the code, not the full URL.
    • Dynamic Value: Use the Token Picker to insert an ID from a previous step, such as the output of a Create Meeting action or a Google Calendar Event trigger.

Outputs

  1. Meeting Space Id
    • Data Description: The unique, system-generated resource name that identifies this specific meeting space.
    • Workflow Utility: This ID is the primary key for the meeting. You will use it as a token input in subsequent actions, such as ‘List Conference Participants’ or ‘Update Meeting Space’, to ensure the action targets the correct room.
  2. Meeting URI
    • Data Description: The complete, clickable URL required to join the meeting (starts with https://meet.google.com/).
    • Workflow Utility: This is essential for communication actions. You can insert this token into the body of a ‘Send Email’ or ‘Post Message to Slack’ action to give participants a direct link to join the call.
  3. Meeting Code
    • Data Description: The short, user-friendly unique string (e.g., abc-defg-hij) found at the end of the meeting URL.
    • Workflow Utility: Use this in contexts where a long URL is messy or unnecessary, such as in the “Location” field of a calendar event, a text message (SMS), or when logging meeting codes into a database for tracking.
  4. Meeting Space Config
    • Data Description: A complex object containing the settings and rules configured for this meeting space.
    • Workflow Utility: This object helps you build conditional logic (“If this setting is X, do Y”).
    • Sub-Properties:
      • Access Type:
        • Data Description: Determines who can join without asking (knocking). (e.g., “RESTRICTED” or admin-defined defaults).
        • Workflow Utility: Useful for security auditing. You can create a flow that flags meetings with “Open” access in a Google Sheet for IT review.
      • Entry Point Access:
        • Data Description: Lists the allowed methods for joining (e.g., Web, Phone).
        • Workflow Utility: Verify if phone dial-in is available before sending an invite that includes phone numbers.
      • Attendance Report Generation Type:
        • Data Description: Indicates if attendance reporting is enabled for this space.
        • Workflow Utility: Use this to determine if you should expect an attendance report email or if you need to use Zenphi’s “List Participants” action to manually log attendance instead.
      • Artifact Config:
        • Data Description: Settings related to files generated by the meeting.
        • Sub-Properties:
      • Recording Config > Auto Recording Generation:
        • Data Description: A boolean (True/False) indicating if the meeting records automatically when a host joins.
        • Workflow Utility: Crucial for reliability. Use an ‘If Condition’ to check this value; if False, send a Slack reminder to the host saying “Don’t forget to press Record!” before the meeting starts.
      • Transcription Config > Auto Transcript Generation:
        • Data Description: A boolean indicating if the meeting is automatically transcribed.
        • Workflow Utility: Similar to recording, use this to verify if text data will be available for your AI summarization workflows.
      • Smart Notes Config > Auto Smart Notes Generation:
        • Data Description: A boolean indicating if Google’s AI summary feature is enabled.
        • Workflow Utility: If this is True, you might skip your own custom Zenphi AI summary step to save processing costs.
  5. Moderation
    • Data Description: The status of the moderation mode (e.g., ON or OFF).
    • Workflow Utility: Use this for compliance checks. If your organization requires moderation for external client calls, use this token to validate that the rule was followed.
  6. Moderation Restrictions
    • Data Description: If moderation is ON, this object details exactly what is restricted. (Returns null if moderation is OFF).
    • Workflow Utility: Provides granular details for security logging or incident reports.
    • Sub-Properties:
      • Chat Restriction:
        • Data Description: Defines who has permission to send chat messages.
        • Workflow Utility: Log this in a meeting minutes document to note if participant interaction was limited.
      • Reaction Restriction:
        • Data Description: Defines who can send emojis/reactions.
        • Workflow Utility: Primarily for detailed configuration auditing.
      • Present Restriction:
        • Data Description: Defines who is allowed to share their screen.
        • Workflow Utility: Important for security workflows; ensure strictly private meetings had screen sharing restricted to the host only.
      • Default Join As Viewer Type: * Data Description: Indicates if new participants are forced to join as “Viewers” (read-only) rather than contributors. * Workflow Utility: Useful for webinar-style setups to confirm the audience permissions were set correctly.
  7. Latest Conference
    • Data Description: A comprehensive object containing all data for the most recent session held in this meeting space.
    • Workflow Utility: This is the parent object for all post-meeting automation. It allows you to access recordings, transcripts, and metadata for the session that just finished.
    • Sub-Properties:
      • Meeting Space Id:
        • Data Description: The ID of the space where this conference occurred.
        • Workflow Utility: Redundant confirmation of the parent meeting ID.
      • Conference Id:
        • Data Description: The unique identifier for this specific instance (time) of the meeting.
        • Workflow Utility: Essential for database logging. If you track meetings in a SQL database or Google Sheet, store this ID to prevent creating duplicate rows for the same meeting session.
      • Start Time / End Time:
        • Data Description: Timestamps marking the exact duration of the conference.
        • Workflow Utility: Use these to calculate the actual meeting duration (e.g., “End Time” minus “Start Time”) for billing or timesheet automation.
      • Expire Time:
        • Data Description: The date when this conference record will be deleted by Google (30 days after end).
        • Workflow Utility: Use this to set deadlines for your automation. For example, “If Expire Time is within 2 days, trigger an urgent archival flow.”
      • Recordings (List):
        • Data Description: A list containing all recording segments associated with this conference. (There may be multiple if recording was stopped and started).
        • Workflow Utility: Use this in a For Each loop action to process every video file generated, ensuring no parts of the meeting are lost.
        • Item Properties:
          • Conference Recording Id: Unique ID for the segment.
          • Start Time / End Time: Duration of this specific video segment.
          • State: Status (e.g., FILE_GENERATED). Always check this is FILE_GENERATED before trying to move the file.
          • Drive Destination > File Id: The Google Drive ID. Pass this to a “Move File” action.
          • Drive Destination > Export URI: A direct link to play the video.
      • Transcripts (List):
        • Data Description: A list containing all transcript segments associated with this conference.
        • Workflow Utility: Use this in a For Each loop to aggregate all text parts if the meeting had breaks.
        • Item Properties:
          • Conference Transcript ID: Unique ID for the segment.
          • State: Status (e.g., FILE_GENERATED).
          • Docs Destination > Document Id: The Google Doc ID. Pass this to a “Read Document” action to extract text for AI analysis.
          • Docs Destination > Export URI: A direct link to open the transcript.
      • Latest Recording (Object):
        • Data Description: A helper object that points directly to the single most recent recording file.
        • Workflow Utility: The “Fast Path.” Use this for simple workflows where you assume there is only one recording file. It saves you from creating a loop.
        • Sub-Properties:
          • File Id: Use this to move/copy the MP4 file.
          • Export: Use this to email a playback link.
          • State: Verify this is FILE_GENERATED before processing.
      • Latest Transcription (Object):
        • Data Description: A helper object that points directly to the single most recent transcript file.
        • Workflow Utility: The “Fast Path” for text processing. Use this to quickly grab the document ID for summarization without looping.
        • Sub-Properties:
          • Document Id: Use this to read the content of the transcript.
          • Export URI: Use this to share the transcript link.
          • State: Verify this is FILE_GENERATED.

Example Scenario

Scenario: A project manager hosts a weekly recurring “Status Update.” They need to automatically archive the recording and transcript to a specific project folder in Google Drive and email the team a link to the recording.

Steps to Implement:

  1. Trigger: Use a Scheduled Flow trigger to run weekly, 30 minutes after the meeting ends. (This buffer ensures Google has time to process the video file).
  2. Action: Add Find Meeting.
    • Input: Enter the static meeting code (e.g., abc-defg-hij).
  3. Action (Recording): Add Google Drive - Move File.
    • Input: Use the token picker to select Latest Recording -> File Id.
    • Destination: Select the “Project Archive” folder.
  4. Action (Transcript): Add Google Drive - Move File.
    • Input: Select Latest Transcription -> Document Id.
    • Destination: Select the same folder.
  5. Action (Notify): Add Gmail - Send Email.
    • Body: “Hi Team, the recording is ready: [Insert Token: Latest Recording.Export URI].”

Outcome: The meeting artifacts are automatically filed and shared every week without manual effort.

Best Practices

  1. Time Your Trigger: When automating post-meeting tasks, schedule your flow to run with a buffer (e.g., 30+ minutes) after the meeting ends. Google needs time to render the video and transcript files before Zenphi can retrieve them.
  2. Check for Nulls: Not every meeting gets recorded. Before using a “Move File” action, add an If Condition to check if Latest Recording.File Id is not empty. This prevents your flow from erroring out on days when no recording was made.
  3. Use Shortcuts: For 95% of use cases, you only need the most recent file. Use the Latest Recording and Latest Transcription outputs directly to save time, rather than creating complex loops for the full lists.