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List Conferences

Definition

The List Conferences action retrieves a list of conference records from Google Meet. This allows you to access historical or ongoing meeting data based on specific filter criteria, enabling automated reporting, auditing, and tracking of meeting activities within your organization.

Key capabilities include:

  • Filtering conference records by criteria like Meeting Space ID, start time, or end time.
  • Retrieving detailed information for each conference, including its unique ID and timestamps.
  • Managing large volumes of data efficiently through pagination.

This action provides a powerful way to integrate Google Meet data into your workflows, allowing you to build automated processes around your organization’s meeting history.

Inputs

  1. Connection

    • Purpose: This field establishes a secure and authenticated link to your Google Meet account.
    • Practical Guidance: This is typically a static value selected from a dropdown list of your pre-configured connections.
    • Use Case Context: You would use the ‘Connection’ field to tell zenphi which specific Google Meet account it should query for conference records.

  2. Condition

    • Purpose: This field allows you to filter the results to find only the specific conference records you need.
    • Practical Guidance: You can build one or more rules to narrow down your search, such as filtering by Meeting Space Id, Meeting Code, Conference Start Time, or Conference End Time. You can set a condition to be a static value (e.g., filtering for a specific meeting code you type in) or a dynamic value from the token picker (e.g., finding all conferences that started after a date provided by a previous step in your flow). You can also combine multiple conditions using AND/OR logic.
    • Use Case Context: You would use the ‘Condition’ field to find all conferences that started within the last seven days for a weekly usage report.

  3. Max Results

    • Purpose: This field specifies the maximum number of conference records to return in a single request, which is useful for managing large datasets.
    • Practical Guidance: You can enter a number up to 100. This is a static value that controls the “page size” of the results. If more records exist than the number you set, the action’s output will include a Next Page Token to retrieve the next batch.
    • Use Case Context: You would set ‘Max Results’ to 50 to process conference records in smaller, more manageable batches.

  4. Next Page Token

    • Purpose: This field is used to retrieve the next page of conference records when the total number of results exceeds the Max Results limit.
    • Practical Guidance: This input is almost always populated with a dynamic value from the token picker. You would use the Next page token output from a previous run of this same action. This is typically done inside a loop to cycle through all pages of results until every conference record has been retrieved.
    • Use Case Context: You would use the ‘Next Page Token’ to ensure your flow processes all 500 company meetings from last month, not just the first 100.

Outputs

  1. Conferences

    • Data Description: This output is a list of the conference records that matched the filter criteria defined in the inputs. Each item in the list contains detailed information about a single conference.
    • Workflow Utility: This list is perfectly suited for use in a For Each loop, allowing you to execute actions for every conference found. For example, you could loop through the list to log each meeting’s details into a Google Sheet or a database.
    • Properties:
    • Meeting Space ID: The unique identifier for the meeting space where the conference was held. This ID is useful in subsequent steps to find other conferences that occurred in the same virtual room.
    • Conference ID: The unique resource name for this specific conference record. This is a critical identifier that can be used for precise logging or passed to other actions that require a specific conference record.
    • Start Time: The timestamp indicating when the conference officially started. This is essential for reporting, calculating meeting durations, or triggering time-sensitive follow-up actions.
    • End Time: The timestamp indicating when the conference ended. You can use this value along with the Start Time to calculate the exact duration of a meeting for analytics or billing purposes. This field will be empty if the conference is still ongoing.
    • Expire Time: The timestamp indicating when Google will automatically delete this conference record (typically 30 days after the conference ends). This information is valuable for understanding data retention and ensuring you archive any necessary data before it’s removed.

  2. Next Page Token

    • Data Description: This output contains a token if there are more conference records available than were returned in the current batch. If this field is empty, it means you have retrieved the final page of results.
    • Workflow Utility: This token is essential for pagination. You must pass this token into the Next Page Token input field of a subsequent List Conferences action (within a loop) to fetch the next set of records, ensuring your workflow processes the entire dataset.

Example Use Cases

  1. Generate Weekly Meeting Reports Automatically retrieve all conference records from the past week to log meeting frequency, duration, and usage for administrative oversight.
  2. Audit Specific Meeting Spaces Filter conferences by a specific Meeting Space Id to track all meetings held in a designated virtual room for project management or compliance audits.
  3. Trigger Post-Meeting Follow-ups List all conferences that ended within the last hour to initiate automated workflows, such as sending feedback surveys or distributing meeting notes to participants.
  4. Archive Conference Data Periodically list and save conference records to a long-term storage solution like Google BigQuery or a database before they are automatically deleted by Google.
  5. Monitor Ongoing Meetings Identify active conferences by filtering for records that have a Start Time but no End Time to track real-time meeting activity.

Example

Scenario: The IT department needs to create a weekly report of all Google Meet conferences to monitor platform usage across the organization. They want to automate the collection of this data and log every meeting’s details into a central Google Sheet for analysis.

Steps to Implement:

  1. Select a Trigger: Use the Scheduled Flow trigger and configure it to run once a week, for example, every Friday at 5 PM.
  2. Calculate the Date Range: To filter for the past week, you need to calculate the date for “7 days ago.”
    • Add a Current Date and Time action.
    • Add an Add to Date Time action. Set the “Date time” to the output of the previous step, and set “Days” to -7.
  3. Configure the List Conferences Action: Add the action to your flow.
    • Connection: Select your pre-configured Google Meet connection.
    • Condition: Create a filter rule where Conference Start Time is Greater Than or Equal To the result from the Add to Date Time action (7 days ago).
    • Max Results: Set this to 100.
  4. Process the Results: Add a For Each loop action and pass the Conferences output list from the List Conferences action into it.
  5. Log the Data: Inside the For Each loop, add a Google Sheets Add a Row action. Map the properties from the current conference record (e.g., conference id, Start time, End Time) to the corresponding columns in your spreadsheet.

Outcome: The IT department now has a fully automated process that generates an accurate weekly report of all Google Meet conferences. This eliminates manual data collection, saves significant time, and provides consistent data for analyzing meeting trends and platform usage.

Best Practices

  1. Use Precise Filters Always use the Condition input to narrow down your search as much as possible. Retrieving only the data you need improves flow performance and reduces the processing load.
  2. Implement Pagination for Large Datasets If your organization conducts a high volume of meetings, always design your flow to handle pagination using the Max Results and Next Page Token fields to ensure no records are missed.
  3. Handle No-Result Scenarios Your flow should account for cases where no conferences match your criteria. Use a conditional branch to check if the Conferences output is empty to avoid running subsequent actions unnecessarily.
  4. Calculate Durations Carefully To calculate a meeting’s duration, check that the End Time is not empty, which indicates the conference has concluded. You can then calculate the difference between the End Time and Start Time.
  5. Archive Data Before Expiration Be mindful of the Expire Time output. If you need to retain conference records for longer than 30 days, use this action to regularly archive the data to a permanent storage system.