Creating workflows for Zoom users

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You'll get visibility of your Zoom users by creating configurable workflows to automate tasks such as:

• • Onboarding and offboarding users.
  • Retrieving SaaS user roles.
  • Getting a user's last login activity, enabling you to identify accounts that are underutilized or that can be canceled.
  • Deactivating users, such as inactive or underutilized users.

Before you start

Creating workflows

Create user workflows

Zoom Activate User

Zoom Delete User

Zoom Deactivate User

Zoom Create User

Zoom Update User Email

Using the Saas User Role presets

Before you start

Before you create workflows, you need to have added your Zoom credentials to Oomnitza. Follow the steps in Adding your Zoom credentials to Oomnitza.

We recommend that you also create the extended integration for Zoom users. You can use the information retrieved in this integration to trigger workflows that can create, update, and deactivate users.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add (+) and select People from the list.
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter Zoom in the search field. 
5. Select a preset:
   • Zoom Activate User
   • Zoom Delete User
   • Zoom Deactivate User
   • Zoom Create User
   • Zoom Update User Email
6. Select Advanced Mode.
7. Select the Information tab. Review and ensure that the properties referenced in this location, such as {{zoom_id}}, exist in Oomnitza and are populated with information before you run this workflow. You can create a user integration to retrieve this information before you run this workflow.
8. Select the Response tab. You can access the complete response by inserting {{response}} in the Response field, and then selecting the Oomnitza field or variable that you want to map to. See Mapping positive and negative responses.
9. Click Save and connect the blocks
10. Edit the Begin block.
    1. From the Actions dropdown, select when your workflow is triggered. You can trigger workflows to run when a new record is added and when a record is edited or archived. You can also configure the schedule to run at a specific time by selecting Schedule.
    2. Optional. In the Rule criteria section, you can add a rule to trigger the workflow. For example, the Status is set to Active, or the Email address is [e-mail].
11. Validate the workflow and Activate it so that the workflow is live in your system.

Using the API block

Fig: Mapping the Create User response.

Using the Activate User preset

The Activate User preset enables you to activate a Zoom user, by Zoom ID.

The user to be activated is referenced in the Advanced Mode > Information tab in the property{{zoom_id}}.

For further information, refer to the Zoom API Documentation: Update user status.

Using the Delete User preset

The Delete User preset enables you to delete a Zoom user, by Zoom ID. 

The user to be deleted is referenced in the Advanced Mode > Information tab in the property{{zoom_id}}.

For further information, refer to the Zoom API Documentation: Delete user.

Warning
If successful, this workflow returns a204 No Contentresponse code. Do not map a response in Advanced Mode > Response, as it will cause the content to fail due to no content.

Using the Deactivate User preset

The Deactivate User preset enables you to deactivate a Zoom user, by Zoom ID. When you select this preset you need to supply your Manager Email. This will be used to transfer the following from the deactivated user to the manager:

• Upcoming Zoom Events
• Upcoming meetings
• Existing recordings

The user to be deactivated is referenced in the Advanced Mode > Information tab in the property{{zoom_id}}.

For further information, refer to the Zoom API Documentation: Update user status.

Using the Create User preset

The Create User preset enables you to create a Zoom user. When you select this preset you need to supply the new user details, and the User Type.

For the User Type, enter one of the values below.

User Type	Values
Basic	1
Licensed	2
None (this can only be set withssoCreate).	99

Did you know?
You can add more information to the message body in the Advanced Mode > Body tab. For further information, see Zoom API Documentation: Create Users.

Using the Update User Email preset

The Update User Email preset enables you to update a user email, by Zoom ID. When you select this preset you need to supply the new user email. 

The user to be updated is referenced in the Advanced Mode > Information tab in the property{{zoom_id}}.

For further information, see Zoom API Documentation: Update a user's email.

Warning
A user's email address can only be changed a maximum of 3 times in 24 hours.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Using the Saas User Role presets

Complete the following steps to configure the SaaS User Role block for Zoom. Configuration of this SaaS User Role block will allow you to capture the Zoom "User Role" and the "Last Login" date in Oomnitza.

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the Zoom software entry in the Software > SaaS menu.

To create a Saas User workflow using the Zoom User Role preset, complete the following steps:

1. Click Configuration > Workflows 
2. Click Add (+) and select Software SaaS Users from the list.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Zoom in the search field and choose from one of the following Zoom presets.
   • Zoom User Role - Reads the role name from Zoom
   • Zoom User License plus Role - Returns the license type plus role name in Oomnitza
8. Click the right arrow >.
9. Enter your Credentials.
10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Zoom > Users if they are not found in your Zoom instance.
11. Click SAVE.
12. Connect the blocks.
13. Save, validate, and activate your workflow.

To view active Zoom users in the SaaS Users UI, complete the following steps:

1. Click Software from the menu.
2. Select the SaaS tab, and select your software entry for Zoom.
3. Click Users in the side pane.           
4. The Role and Last activity column will be populated to confirm that this user has been found in your Zoom SaaS.    

Creating SaaS user workflows

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.