Turn Zoom recordings into multilingual HubSpot call notes

Every weekday at 7pm, on a cron trigger, use Zoom List User Recordings to pull every cloud recording created in the last 24 hours for our sales users. This workflow exists so that a team who simply records to Zoom cloud gets a proper call-notes layer without paying for a dedicated revenue intelligence tool, so work only from the raw recording files and do not assume any transcript or summary already exists.

Filter out the noise before spending anything on transcription. Skip any recording with a duration under two minutes, since those are almost always test calls, accidental starts, or no-shows. Keep a count of what you skipped so it can be reported at the end.

For each substantive recording, send the audio to Mistral AI Create Transcription. It accepts an uploaded file, a file id, or a URL, so hand it the recording's audio file directly. Note that Zoom download URLs need our Zoom access token attached, so download the file first if a plain URL will not authenticate. Ask for speaker labels so the transcript reads as a real multi-party conversation showing who said what. Pass our product names and rep names in as transcription vocabulary hints, up to 100 words or phrases, so proper nouns and product names come out spelled correctly rather than phonetically. Record the detected language of the call.

Many of our calls are not in English. Keep the transcript in its original language. Do not translate it and do not replace it with an English version, because our in-region sales leaders want to read the actual words that were said. Then use Mistral AI Chat Completion to write a summary in English from that transcript. The summary must cover the key decisions reached, any objections the customer raised, and the explicit next steps with an owner named against each one. If a next step has no clear owner, say so rather than inventing one.

Match the call participants to our CRM. Take the participant email addresses from the Zoom recording metadata and look each one up with HubSpot Search Contacts. When you find a contact, also run HubSpot Search Deals to find any open deal associated with them.

File the write-up with HubSpot Create Note, associated to the matched contact and to the open deal when one exists. The note should carry both the English summary and the original-language transcript, and be tagged with the detected call language so it is obvious at a glance which language the call was held in.

Handle the unmatched case explicitly, because this is the part that makes the workflow usable in practice. If no HubSpot contact can be matched for a recording, do not silently drop it. Hold it aside along with the meeting topic, the participant email addresses you tried, and the detected language, so a human can link it by hand.

Finish with Slack Send a Message posting an evening digest to our sales channel. List each call with its language and a one-line outcome, note which contact and deal it was filed against, then explicitly flag every recording where no HubSpot contact could be matched under a clear heading so someone can pick those up. Close with how many short recordings were skipped.