Webex Recording Archive to SharePoint

Overview

This flow archives Webex meeting recordings into Microsoft 365 on a schedule. On each run it queries the Webex recordings REST API for new recordings, and for each one not already archived it downloads the media and transcript, summarizes the transcript with Azure OpenAI, files the recording into a structured SharePoint library (by month/host), posts a link with the summary to a Microsoft Teams channel, and writes a Dataverse ledger row (which also provides deduplication).

Why it matters: Webex cloud storage fills up and recordings get lost. Auto-archiving to SharePoint gives durable, governed, searchable storage where the team already collaborates — with an AI summary surfaced in Teams so people don't have to watch the full recording.

The Webex connector (shared_webex) is messaging-only — it has no recordings operation — so recordings are read via the Webex REST API through the built-in HTTP action (the documented connector-first fallback when no connector op exists). All other steps use connector actions.

Use Case

Teams that record meetings in Webex want every recording and transcript retained in SharePoint with consistent foldering, an AI summary, a Teams notification, and an auditable log — without manual downloading and filing.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Microsoft Dataverse	shared_commondataserviceforapps	ListRecords CreateRecord
SharePoint	shared_sharepointonline	CreateFile
Microsoft Teams	shared_teams	PostMessageToConversation
Azure OpenAI	shared_azureopenai	ChatCompletions_Create_2024Feb15Preview

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Schedule / window

Change the Recurrence interval and flowlibs_WebexRecordingLookbackDays to widen or narrow the catch-up window.

Foldering

Edit Compose Folder Path (currently <library>/<yyyy-MM>/<host email>) to file by topic, department, etc.

Summary style

Edit flowlibs_RecordingSummaryPrompt (e.g. ask for bullet action items, decisions, risks).

Retention

Add a SharePoint metadata/retention label step after Archive Recording To SharePoint.

Webex cleanup

Add a Webex REST DELETE /recordings/{id} after a successful archive to free Webex storage.

Tenant portability

Only env var values + connection authorizations change; no connector references are hardcoded.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@{addDays(utcNow(), mul(-1, variables('varLookbackDays')))} → @{utcNow()}

@{concat(variables('varWebexApiBase'), '/recordings?max=100&from=', encodeUriComponent(outputs('Compose_From_Time')), '&to=', encodeUriComponent(outputs('Compose_To_Time')))}

@{concat('flowlibs_recordingid eq ''', items('Apply_To_Each_Recording')?['id'], '''')}

@{body('Get_Recording_Details')?['temporaryDirectDownloadLinks']?['recordingDownloadLink']}

@{body('Summarize_Transcript')?['choices'][0]?['message']?['content']}

@{concat(variables('varRecordingLibrary'), '/', formatDateTime(items('Apply_To_Each_Recording')?['createTime'],'yyyy-MM'), '/', items('Apply_To_Each_Recording')?['hostEmail'])}

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