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Three Zoom features, two Windmill integrations

A transcript is the written record of what people say. Zoom can create one without a cloud recording. My Notes is a separate feature for your personal notes. For personal notes, go to Settings > Integrations > Browse integrations > Zoom: My Notes in Windmill and select Connect. My connections lists your existing integrations. See the connection instructions.
Connecting an integration does not start a transcript, recording, or My Notes during a meeting. The applicable Zoom feature must be active.

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Start the feature in Zoom

These instructions use the Zoom desktop app. The screenshots show Zoom version 7. Controls depend on your Zoom version and account settings. Transcription and AI summaries require the applicable settings to be enabled. Contact your Zoom admin if an option is not available.
Zoom meeting controls with annotations: My Notes and AI Companion at the top of the window, and Record and Transcript in the More menu.

Zoom Version 7

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Meeting transcript

  1. In the meeting toolbar, select More > Transcript.
  2. If you are not the host, select Request transcription. The host must approve the request.
No cloud recording is required. Transcription can also start automatically if your admin has enabled it. See Zoom’s transcript guide. After the meeting, the host can find retained transcripts in the Zoom web portal under My account > Recordings and Transcripts > Transcripts, if permitted. See Zoom’s transcript access guide.

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AI Companion: optionally save a transcript

If Meeting Summary is enabled, AI Companion can create a meeting summary and optionally generate a saved meeting transcript. It does not require a cloud recording or a personal My Notes integration.
1

Open AI Companion

As the host, move your pointer over the AI Companion diamond at the top-right of the meeting window. Zoom also calls this control Zoom AI.
2

Select the summary and transcript options

Select Meeting summary. To keep a transcript after the meeting, also select Generate transcript, if available.
3

Start AI Companion

Select Start AI Companion or Start Zoom AI, depending on your Zoom version. If you are a participant, ask the host to start it with the transcript option enabled.
Starting AI Companion alone does not guarantee a saved transcript. The transcript option and your account settings determine whether Zoom keeps one. Windmill receives the available meeting transcript through the company-wide Zoom integration, not Zoom: My Notes. See Zoom’s meeting summary guide.

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Cloud recording

  1. Ask the host or co-host to select More > Record > Record to the cloud.
  2. After Zoom finishes processing, the host can find the recording under Recordings & Transcripts in the Zoom web portal.
Audio transcription must be enabled for Windmill to receive the recording’s transcript. Record to computer is not a cloud recording. See Zoom’s cloud recording guide.

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My Notes

1

Start your notes

At the top of the meeting window, select My Notes > Start taking notes. Transcription starts if supported in the meeting.
2

Complete your notes

Add your notes. When finished, select Done, then confirm. Current Zoom versions use Complete for this confirmation. Zoom also saves your notes when the meeting ends.
3

Find your notes in Zoom

Open My Notes in the Zoom desktop app. If it is hidden, select More first. Some versions show My Notes under Hub, as in the screenshot below.
My Notes transcription requires Transcribe my meetings with My Notes. AI enhancements require Generate and enrich content with AI. See Zoom’s My Notes settings. My Notes can contain its own transcript. Look inside the note, not only on Zoom’s separate Transcripts page. See Zoom’s My Notes guide.

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Review your content in Zoom Hub

Zoom Hub gives you one place to review the recordings, transcripts, and notes that you can access in Zoom. Open Hub in the Zoom desktop app. If it is hidden, select More > Hub. Use the left menu to select:
  • All meeting assets to find content by meeting.
  • Recordings & Transcripts to review available recordings and transcripts.
  • My Notes to review your personal notes and their available transcripts.
Zoom Hub with All meeting assets, Recordings & Transcripts, Summaries, and My Notes in the left menu.

Zoom Version 7

Hub shows what is available in Zoom. It does not mean that every item has synced to Windmill. See Zoom’s Hub guide.

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Find the content in Windmill

When Windmill finds a matching 1:1, content appears on that 1:1. Open the 1:1, then select its recording tab to see the available transcript, notes, summary, or action items. This content is separate from the shared 1:1 agenda. It does not replace the agenda. Windmill stores text, not Zoom audio or video. Your synced My Notes content is visible only to you. Company-wide Zoom setup does not give everyone access to every transcript. Windmill grants access through matched meeting participants and its own access rules. Zoom sharing permissions do not carry over to Windmill.

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Import timing

The company-wide Zoom integration uses Zoom events and hourly syncs. Zoom: My Notes uses events that Zoom sends when notes are generated and a daily sync. Content appears after Zoom and Windmill finish processing. Processing time varies. Disconnecting an integration stops future imports. Work already in progress can finish.

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IT setup: enable transcripts

If your company has not connected Zoom, an admin must connect the company-wide Zoom integration. Reconnection can be required if authorization expires or access is removed. Participants do not need a personal My Notes integration to sync meeting transcripts or cloud-recording transcripts.
1

Open Zoom account settings

Sign in to the Zoom web portal as an admin. Select your profile picture, then Admin Center > Settings > Meeting.
2

Enable meeting transcripts

Under In Meeting (Advanced), enable Meeting transcript. To start transcripts automatically, configure Automatically generate transcripts for. Select Meetings with meeting summary to generate transcripts when meeting summaries run.
3

Set transcript access and retention

Enable Allow hosts to view and manage transcripts after the meeting. Set retention according to your company’s policy, then save your changes.
See Zoom’s meeting transcript settings. For cloud recordings, the separate setting is Account Management > Account Settings > Recording & Transcript. Enable Cloud recording, then select Create audio transcript under Advanced cloud recording settings and save. See Zoom’s cloud audio transcription settings.