Automatically add meetings to folders

Folder Workflows automatically organize meetings and share them with the right people. For example, collect sales calls in a shared Sales folder so your team can learn from each other’s conversations without manually sharing every meeting.

Rules choose which meetings go into a folder. Folder membership determines who can access them.

Add a Rule

Only a Roam admin can add, edit, or remove rules. Being a folder Admin alone does not grant this permission.

1. Click the Recordings button in the bottom toolbar and select a folder.
2. Click the folder’s name at the top to open its settings.
3. Select Workflows > Add Rule.
4. Set Calendar Event Title Contains, Host’s User Group, or both.
5. Click Add Rule.

If you can’t see the folder, ask a folder Admin to add you as a member first.

How Rules Match Meetings

• Calendar Event Title Contains: Matches the event name saved with Magic Minutes, ignoring capitalization. For meetings captured through a Meeting Link, this is the link’s configured name, even if the calendar invitation has a different title. For desktop captures associated with a calendar event, it is the calendar event’s title. For example, “demo” matches “Acme Product Demo.” It does not search the transcript text, summary, or a title you give the recording afterward.
• Host’s User Group: Matches the user group of the host associated with the capture. For manually started recording or Magic Minutes, this is the person who starts the capture, who may be an attendee rather than the scheduled meeting host. Automatically started Meeting Link captures use the link’s host. Simply attending does not trigger a match, but starting the capture can.
• Both conditions: Both must match when you set a title condition and a user group in the same rule.
• Multiple rules: A meeting is added when it matches any rule in the folder. It can also be added to other folders whose rules match.

Set at least one condition. Leave the title blank to match any title, or leave Host’s User Group set to Any Host to match by title alone.

Rules file captured meetings; they do not start Magic Minutes or video recording. Title conditions require a Magic Minutes transcript with a saved event name. Configure automatic Magic Minutes or start it manually, and use a Meeting Link or a desktop capture associated with a calendar event to supply that name. A video-only recording can match a Host’s User Group condition, but cannot match a title condition. Magicasts can be added to folders manually.

Adding or editing a rule does not scan your past meetings. Add older recordings manually if you want them in the folder.

Example: A Shared Sales Folder

1. Create a folder named Sales.
2. As a Roam admin, open Settings > Roam Administration > User Groups and select your Sales user group.
3. Under Default Folders, click Add Default Folder and select Sales. Group members who are not already in the folder are added as Viewers, including people who join the group later. Existing folder members keep their roles.
4. Open the Sales folder’s settings and select Workflows > Add Rule.
5. Set Host’s User Group to Sales and click Add Rule.

Meetings whose capture host belongs to Sales will be added automatically, and everyone in the folder can access them. This includes manually started captures begun by a Sales member and automatically started Meeting Link captures whose link host belongs to Sales.

To collect only sales demos, also set Calendar Event Title Contains to “demo” in the same rule and enable Magic Minutes. Use “demo” in the Meeting Link name, or in the calendar event title for a desktop calendar capture. Leaving the title condition blank includes all captures matching the Sales group condition, including internal meetings.

Edit or Remove a Rule

Open the folder’s Workflows tab and click the three dots beside a rule. Choose Edit Rule, make your changes, and click Save Rule, or choose Remove Rule and confirm.

Meetings already in the folder remain there when you edit or remove a rule.

Set Default Folders for a Meeting Link or Lobby

You can also choose folders for meetings scheduled through a specific link. These folders are used in addition to any matching Workflow rules. You must be a folder Admin to select a folder.

For a meeting link:

1. Go to Settings > Links > Meeting Links and open the link to edit it.
2. Under Default Folders, select the folders you want to use.
3. Click Done.

You can also select Default Folders directly in the Google Calendar add-on or Outlook add-in.

Choose default folders before the meeting starts. Changing the link’s defaults does not move recordings from meetings that have already started; add or remove those recordings manually.

For a Lobby:

1. Open your Lobby settings and select the Lobby you want to configure.
2. Select Magic Minutes > Default Folders.
3. Select the folders for meetings scheduled through that Lobby. Changes save automatically.

Setting default folders on a meeting link automatically starts Magic Minutes when the meeting takes place and files the meeting in those folders. Lobby default folders apply to new scheduled bookings through that Lobby. Magic Minutes does not include video recording.