Description:

This step creates a Zoom meeting using a configured OAuth provider.

The Create Zoom Meeting workflow step connects to a Zoom account via a configured OAuth provider, creates a scheduled meeting with the specified details, invites participants, and stores the generated meeting information—including the meeting ID, meeting join URL, and the complete JSON response—in FlowWright Variables or Global Variables.

The step supports configuring the meeting name, optional password, scheduled start date and time, duration, agenda, time zone, and participant email addresses. Once the meeting is successfully created, downstream workflow steps can use the meeting details to send notifications, update business records, create calendar events, or integrate with external applications.

This step eliminates manual meeting scheduling and enables organizations to automate collaboration workflows across approval processes, customer onboarding, interviews, training sessions, support calls, and project meetings.

The step supports:

• Zoom OAuth authentication
• Automatic meeting creation
• Meeting scheduling
• Optional meeting passwords
• Configurable meeting duration
• Time zone selection
• Agenda configuration
• Participant invitations
• Storage of meeting metadata
• Integration with FlowWright workflow automation

This step can be used for:

• Customer appointments
• Employee onboarding
• Project meetings
• Technical support sessions
• Training events
• Interview scheduling
• Business process automation

Usage:

The Create Zoom Meeting step is typically placed after a workflow reaches a stage where an online meeting must be scheduled automatically.

The workflow authenticates with Zoom using the configured OAuth provider, creates the meeting with the supplied meeting details, invites the specified participants, stores the generated meeting information, and makes those values available to downstream workflow steps.

A typical workflow might look like this:

Once the meeting has been created, later workflow steps can:

• Send meeting invitations
• Generate confirmation emails
• Create CRM records
• Update business applications
• Store meeting metadata
• Notify participants
• Continue workflow execution

The selected OAuth provider must already be configured and authorized before this step is executed.

Prerequisite:

Navigate to the Integration - Connections page. Create a new OAuth connection string as shown below. 

The OAuth connection string for Zoom is provided here for reference. 

Example:

Let’s build and execute the “clsZoomMeetingDef” example.          

• Create a new process definition named “clsZoomMeetingDef” and open it in designer mode.
• Drag a “clsZoomMeeting" step to the canvas. 
• Connect the dots between the “Start” and the “clsZoomMeeting" step as shown above. 
• Define a variable or a global to store the result.
• Click the "clsZoomMeeting" step to configure its "Required" properties. Provide a name for the step. Select the Zoom OAuth connection string from the drop-down list. Enter the meeting description. Set the meeting date and time. Enter the meeting duration. Enter the participants' email IDs. Provide a variable or global reference to store the meeting URL. Provide a variable or global reference to store the meeting JSON event as a JSON object. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• Click the "clsZoomMeeting" step to configure its "Optional" properties. Enter the meeting password. Enter the meeting agenda description. Select the meeting time zone. Enter the variable/global reference to store the Zoom meeting ID. Click the Save button. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown below. Configure the “Logging” using the following properties.

• Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Create Zoom Meeting step, FlowWright authenticates with Zoom using the configured OAuth provider, creates the scheduled meeting, invites the specified participants, and stores the generated meeting information. If the operation completes successfully, the workflow follows the True return path. If authentication fails, the OAuth provider is invalid, required meeting properties are missing, participant information is invalid, or the Zoom service returns an error, the workflow follows the False return path. Click the process step to view its properties. The step should successfully create the meeting, populate the configured Variables or Global Variables with the meeting details, and return True upon completion.

Tips:

• Verify that the configured OAuth provider has permission to create Zoom meetings.
• Use meaningful meeting names to help attendees easily identify the meeting purpose.
• Configure the correct time zone to ensure accurate scheduling across multiple regions.
• Use workflow variables to dynamically populate meeting names, agendas, dates, and participant lists.
• Store the complete JSON response to access additional meeting metadata for advanced integrations.
• Store the meeting URL in a Global Variable when it will be referenced by multiple downstream workflow steps.
• Use the True and False return paths to implement appropriate success and exception handling.
• Combine this step with the Send Email, Approval, Generate PDF, REST Call, Calendar Integration, Update Variables, or Microsoft Teams Notification workflow steps to automate complete meeting-scheduling workflows.

Notes:

• A valid Zoom OAuth provider must be configured before this step can create meetings.
• The authenticated Zoom account must have permission to schedule meetings.
• Participant email addresses should be valid and correctly formatted.
• The Meeting ID, Meeting URL, and complete JSON response can be stored independently for later use.
• The Meeting Password, Agenda, and Time Zone properties are optional.
• Authentication failures, API errors, invalid scheduling information, network connectivity issues, or insufficient Zoom account permissions may cause the step to return False.
• This step creates a new Zoom meeting but does not modify existing meetings.
• The workflow should include appropriate handling for both True and False return paths.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition page.

Note: Verify and complete any missing configuration after importing the sample, including:

• OAuth provider selection
• Meeting name
• Start date and time
• Duration
• Time zone (if applicable)
• Participant email addresses
• Variable or Global Variable mappings
• Zoom account permissions
• Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.