(Example) Create a Zoom Meeting

This example shows how to create a Zoom meeting and send a notification with the Zoom meeting link from an NX app.

Background and Setup

Result

This example shows how to add and configure the Create Crisis Management Team Meeting and Send Meeting Requestactivities in the Contact Crisis Management Team app to create a Zoom meeting and sends an e-mail with Zoom meeting link to the participants.

When you add the Contact Crisis Management Team app from App Store to your App Builder, and open the process model, it looks like this:

Contact Crisis Management Process Model Preview
When you complete this example procedure, the finished process model looks like this:

Contact Crisis Management Process Model Final

When you create a Zoom meeting required field in the Crisis Management Team eForm, the eForm looks like this:


Crisis Management Team eForm
If the option is selected to start a Zoom meeting, the participants receive this e-mail with Zoom meeting link.

E-mail
When a participant receives the Zoom Meeting link, Zoom opens with the meeting in progress.

Zoom screen

Prerequisites

  • This example uses the Contact Crisis Management Team app from the AgilePoint NX App Store.

    For more information, refer to How to Get the App

  • Create an access token for Zoom. In this example, the access token name is Contact Crisis Management.

    For more information, refer to Access Token for Zoom.

  • Create a group for the participants. In this example, the group name is COVID19 Crisis Management Team.

    For more information, refer to Create a Group.

Good to Know

  • Contact Crisis Management Team app enables employees to report incidents, particularly related to COVID-19, and enables a rapid company response.

    For the use case in this example, when Zoom Meeting Required option is set to Yes in the Crisis Management Team eForm, the Zoom meeting is created and send an e-mail with the Zoom meeting link to the participants.

  • To prevent uninvited participants from entering your meeting (sometimes called "Zoombombing") AgilePoint strongly recommends you configure your Zoom meeting to require a password.

Step 1: Add a Check Box Form Control in the Crisis Management Team eForm

First, create a Check Box form control, Zoom meeting required, in the Crisis Management Team eForm.

How to Start

  1. Click App Builder.

    Build Apps screen
  2. On the Application Explorer screen, click Contact Crisis Management COVID 19 > Processes > Contact Crisis Management COVID 19 > Forms > Task Forms > Crisis Management Team Form.

    Contact Crisis Management COVID 19 Process Model

Procedure

  1. On the eForm Builder screen, in the Toolbox, open the Common Controls Common Controls icon tab.

    Common Controls tab
  2. On the Common Controls Common Controls icon tab, drag a Check Box Check Box icon form control onto your eForm.

    Crisis Management Team Form
  3. On the Check Box screen, in the General tab, in the Label field, enter Zoom meeting required.

    Check Box screen
  4. Click the Configure tab.

    Check Box screen
  5. On the Configure tab, in the Name field, delete Option 1.

    Configure tab
  6. In the Value field, enter Yes.

    Configure tab
  7. To save the changes, click Close Screen Close Screen icon.

    Configure tab

    The eForm Builder shows the Crisis Management Team eForm with Zoom meeting required field.


    Crisis Management Team eForm
  8. On the Save quick menu, click Save and Check In Save and Check In icon.

    Crisis Management Team eForm

    The Application Explorer screen shows.


    Application Explorer screen

Step 2: Configure a Condition Activity

Next, add and configure a Condition activity in the Contact Crisis Management COVID 19 process model to check whether the Zoom meeting option is selected in the eForm.

How to Start

  1. On the Application Explorer screen, click Contact Crisis Management COVID 19 > Processes > Contact Crisis Management COVID 19 > Process Model > Contact Crisis Management.

    Contact Crisis Management COVID 19 Process Model

Procedure

  1. On the Process Builder screen, in the Activity Library, click the Common Common icon tab.

    Common Tab
  2. On the Common Common icon tab, drag the Condition Condition icon activity onto your process model.

    Contact Crisis Management Process Model
  3. On the Condition screen, in the IF field, enter Create Meeting.

    Condition screen
  4. Click Edit Edit icon.

    Condition screen
  5. On the Condition Builder screen, in the Rule Variable field, drag Zoommeetingrequired from Form Data tab.

    The variable Zoommeetingrequired is an internal name of the Zoom meeting required field that you added in the Crisis Management Team eForm.


    Condition Builder screen
  6. In the Operator list, select Bool > ==.

    Condition Builder screen
  7. In the Rule Value list, enter true.

    Condition Builder screen
  8. Click Finish.

    The Process Builder screen shows.


    Contact Crisis Management COVID 19 Process Model

Step 3: Configure Create Zoom Meeting Activity

Next, add and configure Create Zoom Meeting activity.

Good to Know

  • To prevent uninvited participants from entering your meeting (sometimes called "Zoombombing") AgilePoint strongly recommends you configure your Zoom meeting to require a password.

How to Start

  1. In the Process Builder, in the Activity Library, open the Zoom Zoom icon tab.

    Contact Crisis Management Process Model
  2. On the Zoom Zoom icon tab, drag the Create Meeting Create Meeting icon activity onto your process.

    Contact Crisis Management Process Model

Procedure

  1. On the General Configuration screen, in the Display Name field, enter Create Zoom Meeting.

    Create Zoom Meeting Configuration
  2. Click Next.
  3. On the Create Zoom Meeting Configuration screen, in the Meeting Details tab, in the Zoom list, select Contact Crisis Management access token.

    Create Zoom Meeting Configuration
  4. In the User ID / Email Address field, enter the user ID or e-mail address that is registered with your Zoom account.

    This user is a host of the meeting and can start the meeting. This user must also be a participant in the meeting.


    Create Zoom Meeting Configuration
  5. In the Topic field, enter Crisis Management Issue.

    Meetings Details tab
  6. In the Date and Time field, drag CurrentDate from System Data tab.

    The CurrentDate system data variable represents the date and time at runtime. This causes the meeting to start when the Zoom Meeting activity runs.


    Meetings Details tab
  7. In the Duration list, select 1 Hr and 0 Min for the maximum meeting time.

    Meetings Details tab
  8. In the Time Zone list, select your country time zone for the meeting schedule.

    Condition screen
  9. Complete any optional configuration for the meeting, such as audio and video settings, as appropriate for your organization's requirements.
  10. Click the Meeting Options tab.

    Meeting Options tab
  11. (Recommended) On the Meeting Options tab, select Require meeting password.

    When you select Require meeting password check box, the password text box shows.

    To prevent uninvited participants from entering your meeting (sometimes called "Zoombombing") AgilePoint strongly recommends you configure your Zoom meeting to require a password.


    Meeting Options tab
  12. (Recommended) In the password text box, enter the meeting password for the participants to join the meeting.

    The meeting host can send the meeting password based on the security policies for your organization.


    Meeting Options tab
  13. Click the Response tab.

    Response tab
  14. Click the Model Data tab, click Edit Edit icon.

    Response tab
  15. On the Data Model screen, right-click processFields and click Element.

    Data Model screen
  16. In the Element Name field, enter MeetingURL.

    Data Model screen
  17. Click OK.
  18. On the Response tab, in the Map Response to AgilePoint Schema field, click Schema Mapping Schema Mapping icon.

    Response tab
  19. Map the join_url response to MeetingURL process field.

    The MeetingURL variable stores the response for meeting URL.


    Response tab
  20. Click Finish.

    The Process Builder screen shows with Create Zoom Meeting activity.


    Contact Crisis Management COVID 19 Process Model

Step 4: Add an E-mail Activity

Next, add and configure an E-mail activity to send the Zoom meeting link.

How to Start

  1. In the Process Builder, in the Activity Library, open the Common Common icon tab.

    Common tab
  2. On the Common tab, drag the E-mail E-mail icon activity onto your process.

    Contact Crisis Management Process Model

Procedure

  1. On the General Configuration screen, in the Display Name field, enter Send Meeting Request.

    General Configuration screen
  2. Click Next.
  3. On the E-mail Notifications screen, click Create Create icon.

    Email Notification screen
  4. On the E-mail Template Configuration screen, in the Header tab, in the E-mail Template Name field, enter Zoom Meeting for Crisis Management Issue.

    E-mail Template Configuration screen
  5. In the To field, drag $Group() from E-mail Macro tab.

    E-mail Template Configuration screen
  6. In the parameters for the $Group() macro, enter the name of the group to participate in the meeting. In this example, the group name is COVID19 Crisis Management Team, which was created in the prerequisites for this example. The entered value is in this format:

    $Group(COVID19 Crisis Management Team)


    E-mail Template Configuration screen
  7. On the Content tab, in the Subject field, enter Zoom Meeting for Crisis Management Issue.

    Content tab
  8. On the e-mail body, enter this text:

    Hi Crisis Management Team Member,

    You are being invited to a Zoom meeting to help resolve an issue for the Crisis Management Team.

    Here is a link to the Zoom meeting:

    ${/pd:AP/pd:processFields/pd:MeetingURL}

    This meeting is already in progress.

    Best regards,

    Crisis Management Team

    Note: To get ${/pd:AP/pd:processFields/pd:MeetingURL}, drag the MeetingURL process data variable from Process Data > Model Data screen.

    Body content

    The configured e-mail looks like this:


    E-mail

    When you click Zoom meeting link, the meeting in progess looks like this:


    Zoom Meeting screen
  9. Click OK.
  10. Click Finish.

    The Process Builder screen shows with E-mail activity.


    Body content

Step 5: (Optional) Complete the Process

Next, save and validate your process model.

Procedure

  1. To validate a process, refer to Validate a Process.
  2. On the Save quick menu, click Save and Check In.

    Crisis Management Process screen

How to Get the App

This example is based on the Contact Crisis Management Team app from the AgilePoint NX App Store. Use this procedure to get the app.

Prerequisites

Good to Know

  • This procedure is optional. It is provided so you can test the example with an out-of-the-box app.
  • This is part of the Background and Setup procedures, but many users preferred this step to appear after the example, not before it.

Get the App

  1. Click App Store App Store icon.

    App Store
  2. In the CATEGORY section, click COVID-19.

    App Store screen
  3. Click the Contact Crisis Management Team app.

    COVID-19 Apps screen
  4. On the Contact Crisis Management Team screen, click Add.

    Contact Crisis Management Team screen
  5. On the Trust App screen, click Trust it.
  6. Click Return to site.