n8n

n8n Flow: Zoom Bot → Meeting Summary → Salesforce Sync

1. What n8n is

2. Goal

3. High‑level flow

1. Trigger: Receive a Zoom webhook for meeting.ended or recording.completed.
2. Verify & filter: Validate the Zoom signature; ignore events without permission or missing artifacts.
3. Get transcript: Prefer Zoom transcript (if enabled). Otherwise, fetch audio and transcribe via an approved ASR provider.
4. Summarize: Call an LLM with a controlled prompt to produce a short, structured brief: who/when, purpose, key decisions, risks, action items with owners/dates.
5. Resolve CRM links: Find or create the related Contact/Account in Salesforce; optionally link to an Opportunity.
6. Upsert note/task: Write the summary, attach links to recording/transcript, and store normalized fields for reporting.
7. Notify: Post the summary to Slack/Email with a link to the Salesforce record.
8. Idempotency & logs: Deduplicate by Zoom event ID; keep an audit trail of API calls.

4. Prerequisites

• Zoom: Webhook app with events meeting.ended and/or recording.completed; transcript enabled if available.
• Salesforce: Connected App (OAuth) and a minimal schema for notes/tasks or a custom Meeting__c object.
• LLM provider: HTTP endpoint or dedicated n8n node; a prompt and a token.
• Optional ASR: Speech‑to‑text provider if Zoom transcripts are unavailable.
• Storage: S3/GCS/Supabase Storage (or Salesforce Files) for transcripts if you keep them.

5. Node‑by‑node blueprint (n8n)

• Purpose: Receive Zoom webhook payloads.
• Path: /zoom/hooks (example).
• Method: POST.

• Validate x-zm-signature using the shared secret. Reject invalid requests early.

• Proceed only if event ∈ {meeting.ended, recording.completed}.

• If Zoom transcript URL present: download transcript (JSON/VTT).
• Else: download audio from recording files (if policy allows), or skip to fallback.

• Send audio to ASR provider; receive transcript text + timestamps.

• Input: transcript text, meeting metadata (topic, host, participants, start/end time).
• Output: short JSON with title, date, participants, summary, decisions[], actions[] {owner, due, text}, risks[].

• Find Contact(s) by participant emails; find Account by domain; optionally find Opportunity by account + date window.
• Upsert Note/Task or custom Meeting__c with fields: Subject, Summary__c, Decisions__c, ActionItems__c (JSON), MeetingDate__c, RecordingURL__c, TranscriptURL__c, ZoomMeetingId__c.
• Use ZoomMeetingId__c as an external ID for idempotency.

• Upload full transcript to storage; get a signed URL for Salesforce/Slack.

• Post summary and the Salesforce link to the relevant channel or email the attendees.

• Store the tool run metadata: timestamps, request IDs, error summaries.

6. Minimal schema (Salesforce)

• ZoomMeetingId__c (External ID, Unique)
• Account__c, Contact__c, Opportunity__c (Lookup)
• MeetingDate__c (Date/Time)
• Summary__c (Long Text)
• Decisions__c (Long Text or JSON)
• ActionItems__c (Long Text or JSON)
• RecordingURL__c, TranscriptURL__c (URL)

7. Summarization prompt (LLM)

System: You produce concise, factual meeting briefs from transcripts. Use only provided text and metadata. If information is missing, leave fields null; do not invent facts.

User: Create a structured JSON summary for the meeting below.
Return exactly this schema:
{
  "title": string,
  "date": string (ISO),
  "participants": string[],
  "summary": string (5–7 sentences),
  "decisions": string[],
  "actions": [{"owner": string|null, "due": string|null, "text": string}],
  "risks": string[]
}

Context:
- Topic: {{ $json["payload"]["object"]["topic"] }}
- Host: {{ $json["payload"]["object"]["host_email"] }}
- Participants: {{ $json["payload"]["object"]["participant_email_list"] || [] }}
- Transcript: <<<
{{ $json["transcript_text"] }}
>>>

8. Matching & linking records

• Contacts: match by meeting participant emails (exact or domain-based fallback).
• Accounts: derive from primary contact’s domain; fall back to fuzzy name match.
• Opportunities: optional lookup by account + active window (±30 days around meeting date).
• If no match: create a Task attached to the requesting user and include links; let humans triage.

9. Variations

• Google Meet / Teams: swap the trigger and transcript source, keep the rest.
• Knowledge base: also write summaries to Confluence/Notion with links back to Salesforce.
• Daily digest: aggregate today’s summaries and post to Slack.

Summary