By now, most people are pretty familiar with video call etiquette. However, one habit that trips up even the most seasoned remote worker is remembering to upload or share the meeting recording after a call has ended.
With Zoom's New Recording trigger—available as part of Zoom's integration with Zapier—you can automatically upload new recording files to other apps, such as YouTube or Google Drive. We'll show you how to set up a Zap—what we call Zapier's automated workflows—so you're always on top of post-meeting tasks. Plus, we'll give you a few ideas for how to do even more with this one Zap.
Zapier is an automation tool that connects your apps and moves information between them, so you can focus on what matters most. Check out this Zapier demo to learn more about how it works.
Set up your apps
A heads up: You'll need a paid Zoom account for this tutorial to work. Before you get started, you'll also want to make sure you have Zoom and Google Drive configured properly. Here's how:
Adjust your Zoom recording settings
The New Recording trigger only works on recordings that aren't password protected. Before creating your Zap, make sure your Zoom recording settings are correct.
Log in to your account on the Zoom website. Click on Settings, located on the left-hand side. Under the Recording tab, make sure both Require users to authenticate before viewing cloud recordings and Require password to access shared cloud recordings are turned off.
You'll also need to ensure that Allow cloud recording sharing is turned on.
The New Recording trigger works on cloud recordings, which are available on Zoom's paid plans. Currently, this trigger will not download password-protected meetings.
Make sure you have a cloud recording to use as sample data
If you've never recorded anything to the cloud with these settings in place, start up a Zoom meeting and record. It can just be a few seconds, but this will help you test and make sure your Zap works the way you want. When you end the meeting, Zoom will automatically upload the meeting to the cloud.
Set up Google Drive
Before making your Zap, set up the Google Drive folder where you'd like the recordings to be saved. When you get to the last step, this will be important.
Now you're ready to set up your Zap. We'll walk you through a couple of different ways to do it.
Option 1: Get started quickly with a Zap template
We have a template to help you get started quickly. Click the button below, and you'll be guided through setup. You'll need to create a Zapier account if you don't already have one.
Here's how it works:
Click on the button above.
Connect your Zoom and Google Drive accounts.
Select the Google Drive location you'd like your recordings to appear.
Decide how you want Zoom recording to appear in Google Drive by mapping fields from Zoom into Google Drive.
Decide whether you want Zapier to convert your Zoom recording into an editable document.
Test your workflow and begin using it.
This is just the start! Discover ways you can level up this Zap.
Option 2: Create your own Zap
If you'd like more control over information in your Zap or would like to upload Zoom recordings to another cloud storage app, you can click here to create a new Zap from scratch.
We'll walk through these steps in detail for Google Drive, but most of the steps in this tutorial will still apply for other cloud storage apps.
Make sure your Zoom recording settings are configured properly and create a recording in advance so you can easily test your Zap.
Create the folder in Google Drive where you plan to upload your videos.
Sign into Zapier and click Create Zap.
Sign in to Zoom when prompted and test to pull in recent meeting recordings from your account.
Sign in to Google Drive and allow Zapier access permissions.
Customize where and how you'd like your recording file to show up in Google Drive.
Test your Zap and begin using it.
Set up the Zoom trigger step
Once you've checked your Zoom recording settings and created a Google Drive folder for your recordings, log into Zapier and click Create Zap.
In the Zap editor, select Zoom as the trigger app and New Recording as the trigger event. A trigger is the event that will start your Zap.
Click Continue. You'll then be prompted to sign in to your Zoom account with your username if you haven't connected it before.
For each app you connect, Zapier will ask for a general set of permissions which allows you to be flexible with your Zaps. The only actions Zapier takes on your app accounts are those a given Zap needs to accomplish what you've set up.
Once you've connected your account, click Continue.
Select which meeting type you want to trigger a new recording. If you're unsure which one you should use, learn more about the differences between Zoom meetings and webinars.
Then Click Continue.
Next, you'll be prompted to test your information. Click Test trigger. Zapier will try to find a recent new recording in your Zoom account. We'll be using this as sample data to customize your workflow.
If Zapier can't find a new recording, create a new one in your Zoom account and test your trigger again. Though you have the option to skip the test, working with real data in your account is the best way to ensure your recording uploads correctly.
Once the test is successful, click Continue, and you'll move on to connecting your Google Drive account.
Set up your Google Drive action step
Now it's time to set up your action—the event your Zap performs after it's triggered. You'll be prompted to choose your app (Google Drive for this example) and your action event (Upload File). Click Continue.
Next, you'll sign into your Google Drive account with your email and password if you haven't connected it before. Click Allow to give Zapier permission to access your Drive.
You can now customize which folder you want to upload new recordings, what file you want Zapier to upload, and what you want your file to be called.
Select the Drive and Folder where you want Zapier to upload your new Zoom recordings.
Next, you'll need to populate The File field—the Zap won't work if you don't. Click in the Type or insert field under File to pull up a dropdown menu of data options to choose from. Click Show All Options and scroll down to select Video Files Download URL.
Under the Convert To Document? field, click on Choose value and select False. If you were to select True, it would tell Google Drive that this file should be an editable document. Since you're uploading a video, this isn't what you need.
By default, Zapier will use the same name and extension as your Zoom recording for the File name field. If you want a little more specificity, you can use existing data options in Zoom, such as Start Time or Topic. To map a field, click in the field and select the available data that is listed in the dropdown menu that you want to use as your file name.
You can also enter in your own text, which will stay the same every time your Zap runs. However, you'll still want to map unique identifiers—like the date—from Zoom so you can tell your videos apart.
Customize everything until you're satisfied, then click Continue.
You'll then be asked to test your Zap, which should upload a new recording to your specified Google Drive and folder. It may take a few minutes for the video to process, depending on the size of your recording.
If something doesn't look right, feel free to go back and make any changes. Once you're happy with everything, you can begin using your Zap.
Now, whenever you finish recording a Zoom meeting, the recording will automatically upload to Google Drive.
Head to our Zoom integrations page to see what else you can do, or create your own Zap.
Level up your Zap
Uploading Zoom recordings to Google Drive is just the beginning! Here are some ways you can level up this Zap so it can do even more for you:
Upload new Zoom recordings to Google Drive and send Gmail notifications
Want to let Zoom attendees know the recording has been uploaded to Google Drive and is ready for them to review? All you have to do is add another action step to your Zap. Once the file is uploaded to Google Drive, the Zap will send an email from your Gmail account with the Google Drive link—so all your stakeholders stay up-to-date.
Upload new Zoom recordings to Google Drive and send notifications via Gmail
Note: This workflow requires a multi-step Zap, which are available on a paid plan or during a free trial.
Add Zoom recording info to a Guru card automatically
Tired of getting nudged by co-workers that you're not uploading your Zoom recording fast enough to Guru? Yael McCue, a Product Manager at Guru, shares a step-by-step guide on the Zapier Community. This advanced Zap uses Code by Zapier—a built-in Zapier tool—to connect with Guru's API.
Have more questions about Zoom? You might find an answer on the Zapier Community. See a round-up of Zoom questions and answers.
This piece was originally published on September 22, 2020. It was substantially updated in December 2021.