Definition

This action retrieves a list of all available transcripts associated with a specific Google Meet conference. It allows you to access key details about each transcript, including its generation status and the location of the final transcript file in Google Docs.

Key capabilities:

• Fetches all transcripts for a given Conference ID.
• Provides the status of each transcript (e.g., STARTED, ENDED, FILE_GENERATED).
• Returns the Google Docs ID and URL for generated transcript files.

This action is valuable for automating workflows that require archiving, analyzing, or distributing meeting transcripts after a conference has concluded.

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Inputs

1. Connection

   • Purpose: This field establishes a secure, authenticated connection to your Google Meet account. It authorizes zenphi to access conference data on your behalf.
   • Practical Guidance: You must select a pre-configured Google Meet connection from the dropdown menu or establish a new connection using ‘+’ icon. If you haven’t created one, you need to do so. This is always a static selection from your available connections.
   • Use Case Context: You would use this field to grant zenphi the necessary permissions to read transcript information from your Google Meet environment.

2. Conference Id

   • Purpose: This field specifies the exact Google Meet conference from which you want to list transcripts.
   • Practical Guidance: You can provide this ID in two ways. A static value involves pasting a specific, unchanging conference ID directly into the field. A dynamic value is more common in automations; you would use the token picker (the chain icon) to insert the Conference Id from a previous action, such as “List Conferences” or “Create Meeting”.
   • Use Case Context: You would use the ‘Conference Id’ field to tell zenphi precisely which meeting’s transcripts you need to retrieve.

3. Max Results

   • Purpose: This field defines the maximum number of transcripts to return in a single request, which is useful for managing large amounts of data. The maximum value allowed is 100.
   • Practical Guidance: You can enter a static number (e.g., 50) to limit the results per page. If a conference has more transcripts than the number specified, you will need to use the Next page Token output to retrieve the rest.
   • Use Case Context: You would use this field to control the flow of data, preventing your workflow from being overloaded by a large number of transcripts at once.

4. Next page Token

   • Purpose: This field is used to fetch the subsequent page of transcripts when the total number exceeds the Max Results limit.
   • Practical Guidance: In most cases, you will use the token picker to dynamically insert the Next Page token output from the previous run of this same action, typically within a loop. If you leave this field blank, the action will only retrieve the very first page of results.
   • Use Case Context: You would use this field in a looping mechanism to ensure you process every single transcript from a conference, page by page.

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Outputs

1. Conference Transcripts

   • Data Description: This output is a list of all the conference transcripts retrieved by the action. Each item in the list is an object containing detailed information about a single transcript.
   • Workflow Utility: This list is most commonly used in a “For Each” loop. Inside the loop, you can process each transcript individually.
   • Conference Transcript ID: A unique identifier for the transcript. This can be used for logging or as a reference in other systems.
   • Start Time: The timestamp when the transcript began. Useful for record-keeping or sorting transcripts chronologically.
   • End Time: The timestamp when the transcript ended.
   • State: The current status of the transcript. This is critical for building conditional logic. For example, you can use a condition to only proceed if the state is equal to FILE_GENERATED.
   • Docs Destination: An object containing the location and details of the generated transcript file.
     • Document ID: The unique ID of the Google Docs file. This is essential for subsequent actions like “Get Document Content” from Google Docs or “Move File” in Google Drive.
     • Export URL: A direct link to the Google Docs transcript. This URL can be used in a “Send Email” action to notify participants where they can view the transcript.

2. Next Page Token

   • Data Description: This output provides a token if there are more transcripts available to be fetched than were returned in the current request (as defined by Max Results). If this field is empty, it means you have retrieved the final page of transcripts.
   • Workflow Utility: This token is essential for pagination. You can design a loop that continues as long as this token is not empty, passing this output token back into the Next page Token input field of the next “List Conferences Transcripts” action to retrieve the next set of results.

Example Use Cases

1. Automate Meeting Archiving Automatically retrieve transcripts once they are generated and move the corresponding Google Docs file to a designated archive folder in Google Drive for compliance and record-keeping.
2. Distribute Transcripts to Attendees After a meeting, list the available transcripts, and once the status is FILE_GENERATED, automatically email the Google Docs link to all conference participants.
3. Analyze Meeting Content Fetch the transcript’s Document ID to pass it to other actions that can read the document’s content, allowing for automated analysis, summary generation, or action item extraction.
4. Create a Transcript Dashboard Use a scheduled flow to list transcripts from recent conferences and populate a Google Sheet with details like meeting time, transcript status, and a direct link to the document.

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Example

Scenario: A project management team records all its weekly sync meetings. To ensure all stakeholders can review the discussions, the team needs a process to automatically save the final transcript of each meeting to a specific project folder in Google Drive.

Steps to Implement:

1. Trigger the Flow: Use a Scheduled Flow trigger to run the workflow daily (e.g., at 1:00 AM).
2. Calculate Yesterday’s Date: To ensure you only look for recent meetings, you need to calculate the date 24 hours ago.
   • Add a Current Date and Time action to get the precise time the flow is running.
   • Add an Add to Date Time action. Set the “Date time” to the output of the previous step, and set “Days” to -1. This will give you the timestamp for “Yesterday.”
3. Find Recent Meetings: Use the List Conferences action.
   • Filter: In the “Filter” input field, construct an expression to check the start time (e.g., startTime >= ''). This ensures you only retrieve meetings that occurred in the last 24 hours, rather than listing every meeting in history.
4. Loop Through Each Conference: Add a “For Each” loop to process the list of conferences returned by the previous step.

5. Configure the List Conferences Transcripts Action: Inside the loop, add the List Conferences Transcripts action.

   • Connection: Select your pre-configured Google Meet connection.
   • Conference Id: Use the token picker to insert the Conference Id from the current item in the “For Each” loop.
6. Check Transcript Status and Move File: Add a nested “For Each” loop to iterate through the Conference Transcripts list.
   • Condition: Inside this nested loop, use an “If/Else” Condition to check if the state equals FILE_GENERATED.
   • Action: In the “True” branch, add a Google Drive Move File action.
   • Map Data: Use the Document Id (located under the Docs Destination object) from the current transcript item to identify the file, and select your target “Project Archive” folder as the destination.

Outcome: This automated workflow eliminates the manual process of checking for, downloading, and uploading meeting transcripts. It ensures that every meeting’s transcript is reliably archived in the correct project folder without delay, improving data organization and saving the project manager valuable time.

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Best Practices

1. Always Check the Transcript State Before attempting to access the transcript file, use a condition to verify that the state output is FILE_GENERATED. This prevents errors in your flow that could occur if you try to process a transcript that is still being generated or has failed.
2. Filter Your Conference List When using this action in a bulk process (as seen in the Example), always ensure the preceding “List Conferences” action is filtered by date. Without a filter, you risk processing years of historical data, which will cause your workflow to time out.
3. Use Dynamic Conference IDs Avoid hardcoding the Conference Id. Instead, use the token picker to dynamically pass the ID from a trigger (e.g., Google Calendar event) or a preceding action (e.g., List Conferences) to create flexible and reusable workflows.
4. Combine with Google Drive and Docs Actions This action is most powerful when paired with other Google Workspace actions. Use the output Document Id with Google Drive’s Move File action for archiving or with Google Docs’ Get Document Content action for analysis.
5. Verify Permissions If you receive an empty list or an “Access Denied” error, ensure the connection account has the correct permissions (such as being the meeting organizer or an admin) to view transcripts for that specific conference.