When you’re constantly juggling meetings and calls, capturing key details—without losing track of important follow-up tasks—can feel like an insurmountable challenge.
Thankfully, AI-powered transcription tools like Otter.ai can help you seamlessly capture the most important information from every call.
But a good transcription tool is only half the story. When you pair Otter.ai with Zapier, you can go one step further by making sure your meeting information is automatically available exactly when and where you need it. With just a few Zaps—our word for automated workflows—you can automatically share your meeting transcripts where your team works, enrich your customer data, and more with no extra manual work. Here’s how.
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To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Save recordings as files
Once you have a finished transcript, you need to store it so you can share it with the rest of your team or refer back to it later. But manually downloading those files from Otter.ai and adding them to tools like Google Drive or Dropbox is easy to skip—especially if you’re managing multiple recordings at once.
Instead, you can use one of these Zaps to automatically turn Otter.ai recordings into files in your preferred file storage tool. That way, everybody can access what they need when they need it—without having to log into Otter.ai.
Create transcripts from Otter.ai recordings
If you’re in back-to-back calls all day, you don’t have time to manually upload recordings into Otter.ai to create the necessary transcripts after meetings wrap up. But if it’s a sales call or customer interview, you’ll want to quickly capture key details so your team can take next steps as fast as possible.
With these Zaps, you can automatically upload recordings from apps like Zoom or JustCall the moment a call ends. That way, you’re free to focus on more important tasks.
Turn Otter.ai recordings into actionable docs
Transcripts are great for keeping track of calls, but you don’t want to spend hours digging through them for the most relevant info. If there are action items or key takeaways, you need a way to surface those to your team without having to take and share notes yourself.
With Zapier, you can automate the process of pulling key info from your call transcripts and turning it into actionable docs. Whether you use Notion, Google Docs, or another app, here are a few Zap templates that can automatically create docs that match exactly how you work.
Turn recordings and transcripts into new tasks
Pulling action items out of a transcript is a great way to automate your meeting follow-ups, but those follow-up items can still fall through the cracks. If you’re using a project management app to track work, for example, someone still has to create new tasks based on the outcome of every call.
A little automation can go a long way here. For example, you can use a Zap to automatically create tasks on your to-do list or in a project so everyone knows what the next steps are. The result? A faster, more reliable follow-up process where accountability is built in from the start and your team spends less time on task management.
Get notifications for new recordings
Meetings are rarely relevant to just one person. Once you end important calls (like project kickoffs or sales calls), you’ll likely need to keep someone else in the loop. Otherwise follow-up tasks—like updating a project board or messaging new leads—might lag or get dropped entirely.
Of course, firing off quick Slack notifications or emails can help keep everybody on the same page. But manually drafting those messages can easily fall by the wayside if you’re busy with other things. Automation can help fill those gaps.
With these Zaps, you can automatically send messages whenever Otter.ai generates a new transcription from recordings.
Enrich your CRM data with recordings
Do you take a lot of sales calls or regularly collect feedback from your customers? If so, any information you collect should be recorded and shared in your sales team’s source of truth: your CRM.
With Zapier, you can automatically add any call transcripts directly to your CRM so whenever someone is looking up a customer, they’ll have access to the most up-to-date insights from your conversations. This makes follow-ups faster and progress easier to track, so the sales process moves more smoothly.
Transform meetings with Otter.ai and Zapier
By integrating Otter.ai with Zapier, you can transform how your team manages and acts on your meetings. Whether you’re uploading recordings to storage apps, notifying your team, or enriching your CRM with extra information, these automated workflows will help streamline your process and ensure no valuable information is lost in the shuffle.
And this is just the start of what you can do with Otter.ai and Zapier. What will you automate first?
This article was originally published in January 2025, written by Elena Alston. It was most recently updated in March 2026 by Hannah Herman.
