Automating Google Meet Transcripts to Google Drive and HubSpot: A Community Solution

A HubSpot Community member recently sought help automating the process of adding Google Meet transcripts to a specific Google Drive folder for their customer success (CS) team. Currently, the process was manual, involving uploading the transcripts. They explored using HubSpot's auto-transcription feature and Zapier to move the data to Google Drive, but encountered issues accessing the transcript data.

The Challenge: Accessing Google Meet Transcripts via Automation

The core challenge revolves around extracting the actual transcript data from Google Meet recordings and automatically transferring it to Google Drive and linking it to HubSpot contact records. The original poster found that while metadata was accessible through Zapier, the transcript content itself remained elusive.

Solution 1: Pushing from Google Drive to HubSpot with Zapier

One respondent suggested a workaround: since Google Meet saves recordings to the organizer's Google Drive, the automation should be initiated from Google Drive rather than trying to pull data from HubSpot. Here's a breakdown of the suggested Zapier workflow:

1. Trigger: Zapier monitors a specific Google Meet Recordings folder in Google Drive. Note: Each team member needs to set up this Zap as recordings are saved in their personal drives.
2. Filter (Privacy): Implement a filter to exclude internal 1:1 meetings. This can be done by checking the filename for specific keywords or examining the Google Calendar event for external attendees' email addresses.
3. Action: Copy the file to a shared Google Drive folder.
4. Action: Create an Engagement (Note) on the Contact record in HubSpot, including the Google Drive link to the transcript.

Solution 2: Leveraging HubSpot App Marketplace Integrations

The respondent also suggested exploring dedicated partner integrations from the HubSpot App Marketplace, such as Fireflies.ai or Otter.ai. These tools are specifically designed to address this limitation. They join meetings as participants and automatically push transcripts to both HubSpot (as call notes) and Google Drive (as files). This approach streamlines the entire process and eliminates the need for complex Zapier workflows.

The Missing Link: Extracting Text from the File

The original poster indicated that even with the suggested Zapier setup, the transcript content wasn't being pulled. A follow-up response pinpointed the issue: the initial Google Drive trigger in Zapier only provides file metadata, not the text content. To resolve this, an intermediary step is needed:

Action: Use Zapier's "Search for Files" action and then “Select Text from File” action. Configure it to extract the text from the file identified by the Google Drive trigger. This extracted text can then be used in subsequent actions, such as sending it to an AI for interpretation or adding it to a HubSpot note.

ESHOPMAN Team Comment

This thread highlights a common challenge: integrating different platforms to create a seamless workflow. While Zapier offers flexibility, sometimes dedicated apps like Fireflies.ai or Otter.ai provide a more robust and easier-to-manage solution for specific use cases like call transcription. For HubSpot users, exploring the App Marketplace is often the quickest path to solving integration hurdles, but remember to always consider the cost-benefit compared to DIY solutions. Also, consider exploring free Shoplazza alternative options if your e-commerce needs change.

By implementing these solutions, the original poster, and others facing similar challenges, can automate their Google Meet transcript workflow, saving time and improving data accessibility within HubSpot.