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List Conferences Recordings

Definition

This action retrieves a list of all recordings associated with a specific Google Meet conference. It allows you to access detailed information about each recording, such as its status, duration, and where the recording file is stored in Google Drive.

Key capabilities:

  • Fetches all recordings for a given Conference ID.
  • Provides details for each recording, including its unique ID, start/end times, and current state (e.g., FILE_GENERATED).
  • Manages large numbers of recordings efficiently using pagination.

This action is essential for automating workflows that involve archiving meeting recordings, sending follow-up materials, or analyzing meeting content.

Inputs

  1. Connection

    • Purpose: This field establishes a secure, authenticated connection to your Google Meet account. It authorizes zenphi to access conference and recording data on your behalf.
    • Practical Guidance: You will need to select a pre-configured Google Meet connection from the dropdown menu. If you haven’t created one, you will be prompted to add a new connection and grant the necessary permissions. This is typically a one-time setup.
    • Use Case Context: You would use the ‘Connection’ field to ensure zenphi has the correct permissions to pull recording information from your Google Workspace.

  2. Conference Id

    • Purpose: This field specifies the exact Google Meet conference from which you want to list recordings.
    • Practical Guidance: The Conference ID is rarely a static value you type in manually. Most commonly, you will use a dynamic value from the token picker. For example, you might first use a “List Conferences” action and then pass the Conference Id token from that action into this field to get recordings for a specific event.
    • Use Case Context: You would use the ‘Conference Id’ field to tell zenphi precisely which meeting’s recordings you are interested in retrieving.

  3. Max Results

    • Purpose: This field sets a limit on the maximum number of recordings to return in a single request, which is useful for managing large amounts of data. The maximum value allowed is 100.
    • Practical Guidance: If a conference has more recordings than the Max Results value, the action will return a “Next Page Token” to retrieve the rest. You can set a static value like 50 or use a dynamic value from another step if needed.
    • Use Case Context: You would use the ‘Max Results’ field to control the flow of data, preventing your workflow from being overloaded by a conference with many recordings.

  4. Next Page Token

    • Purpose: This field is used to fetch the subsequent pages of recordings when the total number exceeds the Max Results limit.
    • Practical Guidance: You should leave this field empty for the first request. To get all recordings, you would place this action inside a loop. In each iteration, you would pass the dynamic Next Page Token from the previous run into this input field. The loop would continue until the token is empty.
    • Use Case Context: You would use the ‘Next Page Token’ field to ensure you process every single recording from a conference, not just the first page of results.

Outputs

  1. Conference Recordings

    • Data Description: This output is a list containing all the conference recordings retrieved by the action. Each item in the list is an object with detailed information about a single recording.
    • Workflow Utility: This list is perfect for use in a “For Each” loop. Inside the loop, you can process each recording individually, for example, by moving the recording file to a specific folder in Google Drive or sending an email notification with a link to the recording.
    • Conference Recording ID: The unique identifier for the recording. This ID is essential for any subsequent actions that need to reference this specific recording.
    • Start Time: The exact timestamp when the recording began. This can be used in subsequent steps to log or report on meeting durations.
    • End Time: The exact timestamp when the recording ended. You can use the start and end times together to calculate the total recording length for reporting purposes.
    • State: The current status of the recording, such as STARTED, ENDED, or FILE_GENERATED. This is extremely useful for creating conditional logic in your flow; for example, you could wait until the state is FILE_GENERATED before attempting to share the recording file.
    • Docs Destination: An object containing the location of the recording file in Google Drive.
      • Document ID: The unique ID of the recording file in Google Drive. This is a critical token to pass to Google Drive actions like “Move File” or “Share File” to manage the recording file directly.
      • Export URL: A direct link to the recording file. This URL can be used in a “Send Email” action to share the recording with participants.

  2. Next Page Token

    • Data Description: This token is a unique key provided when there are more recordings available than were returned in the current request (based on the Max Results input). If this field is empty, it means you have retrieved all available recordings.
    • Workflow Utility: This token is essential for pagination. You can pass this token back into the Next Page Token input field of another “List Conferences Recordings” action (often within a loop) to fetch the next set of results, ensuring you can process every recording from a conference.

Example Use Cases

  1. Automate Meeting Archives Automatically retrieve recordings from a specific conference and move the video files to a designated archive folder in Google Drive for compliance and record-keeping.
  2. Distribute Recordings to Attendees After a meeting concludes, fetch the recording’s shareable link and email it to all participants for their reference or for those who were unable to attend.
  3. Create a Recording Log List all recordings for recurring meetings and populate a Google Sheet with details like start time, end time, and the direct link to the file for auditing or analysis.
  4. Trigger Transcription Services Set up a workflow that identifies when a new recording file is generated, retrieves it, and sends it to an automated transcription service to create meeting minutes.

Example

Scenario: A project management team holds a recurring “Weekly All-Hands” meeting in the same Google Meet space. To ensure compliance, the IT Manager wants to run a workflow every Friday evening that scans that specific meeting space, retrieves any new recordings from the week, and moves them to a “Compliance Archive” folder in Google Drive.

Steps to Implement:

  1. Select a Trigger: Start the flow with a Scheduled trigger. Configure it to run every Friday at 6:00 PM.

  2. Configure the “List Conferences Recordings” Action: Add the action to the flow.

    • Connection: Select your authenticated Google Meet connection.
    • Conference Id: Enter the static Conference ID (or Space ID) for the recurring All-Hands meeting.
    • Max Results: Set to 50 to ensure all clips from the week are captured.
  3. Add a Loop: Add a “For Each Item” loop. Set the collection to the Conference Recordings output list from the previous step.

  4. Configure the Logic Inside the Loop:

    • Check Status: Add an “If/Else” condition to check if the state token equals FILE_GENERATED.
    • Move File: Inside the “True” branch, add a Google Drive Move File action.
    • File Id: Map the Document Id from the current item in the loop.
    • Destination: Select the “Compliance Archive” folder.

Outcome: This workflow runs reliably in the background every week. It automatically safeguards important meeting records without requiring the host to manually download and upload files. By checking the file state, it ensures only valid, completed recordings are archived.

Best Practices

  1. Check Recording State Before attempting to move or share a file, use a conditional branch to check if the recording’s state is FILE_GENERATED. This prevents errors by ensuring the workflow only proceeds after the recording file is fully processed and available in Google Drive.
  2. Implement Pagination for Multiple Recordings If a single conference might generate many separate recording files, place the action inside a loop that uses the Next Page Token output. This ensures you process all recordings, not just the first page of results returned by the API.
  3. Use Dynamic Conference IDs Avoid hardcoding the Conference ID. For maximum flexibility, always pass the Conference Id dynamically from a trigger (e.g., Google Calendar Event) or another action (e.g., List Conferences) to make your workflow reusable for different meetings.
  4. Combine with Google Drive Actions This action is most powerful when paired with Google Drive actions. Use the Document Id from the output to immediately manage file permissions (Share File) or organize your records (Move File).
  5. Verify Access Permissions If the action returns an empty list or an error, check if the account used in the Connection has access to those specific recordings. You may need to ensure the account is an organizer or has the appropriate permissions for that meeting space.