Automation

Automate repetitive tasks and workflows to save time and ensure consistency across your organization.

Automated Workflows

Create custom workflows to automate multi-step processes:

1. Navigate to Settings → Automation → Workflows
2. Click Create Workflow
3. Define workflow trigger:

• Recording Processed: When a recording finishes processing
• Meeting Created: When a new meeting is created
• Signal Detected: When a specific signal is detected
• Action Item Created: When an action item is extracted
• Scheduled: Run on a schedule (daily, weekly, etc.)

4. Add workflow actions:

• Tag Recording: Automatically add tags
• Assign to Folder: Move to specific folder
• Share with Team: Automatically share with team members
• Send Notification: Notify specific users
• Create Task: Create task in integrated tool (Jira, etc.)
• Update CRM: Update record in Salesforce
• Generate Report: Create and send report

5. Configure conditions (optional):

• Only run if certain criteria are met
• Use filters to target specific recordings or meetings

6. Test your workflow
7. Activate the workflow

Workflow Examples

Example 1: Auto-Tag Important Meetings

• Trigger: Recording Processed
• Condition: Duration > 30 minutes AND contains "decision" in transcript
• Action: Add tag "Important Decision"

Example 2: Notify Team of New Recordings

• Trigger: Recording Processed
• Condition: Tagged with "Client Meeting"
• Action: Share with Sales Team and send notification

Example 3: Create Jira Issue from Action Items

• Trigger: Action Item Created
• Condition: Action item contains "bug" or "issue"
• Action: Create Jira issue with action item details

Integration Automations

Automate actions based on integrated tools:

1. Go to Settings → Automation → Integrations
2. Select an integration (Jira, Salesforce, etc.)
3. Configure automation rules:

• Bidirectional Sync: Keep data in sync between platforms
• Auto-Create: Automatically create records in integrated tools
• Auto-Update: Update records when changes occur
• Webhook Actions: Trigger actions via webhooks

4. Set up field mapping
5. Configure sync frequency
6. Test and activate

Auto-Tagging Rules

Automatically tag recordings and meetings based on content:

1. Navigate to Settings → Automation → Auto-Tagging
2. Click Create Rule
3. Define rule conditions:

• Keyword Matching: Tag if transcript contains specific keywords
• AI Detection: Tag based on AI analysis
• Speaker-Based: Tag if specific speakers are detected
• Duration-Based: Tag based on recording length
• Meeting Provider: Tag based on meeting platform

4. Select tags to apply
5. Set rule priority (if multiple rules match)
6. Test rule with sample recordings
7. Activate rule

Auto-Tagging Examples

• Tag "Client Meeting": If transcript contains "client" or "customer"
• Tag "Long Meeting": If duration > 60 minutes
• Tag "Decision Made": If AI detects decision-making language
• Tag by Department: Based on meeting attendees or keywords

Auto-Folder Assignment

Automatically organize recordings and meetings into folders:

1. Go to Settings → Automation → Folder Assignment
2. Click Create Rule
3. Define assignment criteria:

• By Date: Assign to folders based on date (e.g., "2024/January")
• By Team: Assign based on meeting attendees or team
• By Tag: Assign based on existing tags
• By Meeting Provider: Assign based on platform (Zoom, Teams, etc.)
• By Keyword: Assign based on transcript content

4. Select target folder (or create dynamic folder structure)
5. Set rule priority
6. Test and activate

Notification Rules

Automate notifications based on events:

1. Navigate to Settings → Automation → Notifications
2. Click Create Rule
3. Define notification trigger:

• Recording Processed: When processing completes
• Signal Detected: When important signals are found
• Action Item Created: When action items are extracted
• Meeting Starting: Before meeting start time
• Meeting Completed: After meeting ends

4. Configure recipients:

• Specific users
• Team members
• Role-based (Owners, Admins, etc.)
• Custom email addresses

5. Customize notification content:

• Subject line
• Message template
• Include relevant data (transcript snippet, summary, etc.)

6. Choose notification channels:

• Email
• In-app notification
• Slack (if integrated)
• Microsoft Teams (if integrated)

7. Set notification frequency (avoid spam)
8. Test and activate

Notification Best Practices

• Avoid Over-Notification: Set appropriate frequency limits
• Use Filters: Only notify for important events
• Group Notifications: Combine multiple events into digest emails
• Respect User Preferences: Honor individual notification settings
• Test Thoroughly: Ensure notifications are relevant and timely