Automate Otter.ai with Zapier

Using Zapier with Otter.ai lets you automatically move meeting notes, transcripts, and action items between Otter and your other apps, so you can spend less time copying and pasting and more time acting on your insights.

This guide walks you through how to connect Otter.ai, choose triggers and actions, and build automations that keep your notes, tasks, and CRM in sync.

What you need before you start with Zapier

Before building any workflows, make sure you have a few basics in place:

• An Otter.ai account with access to the recordings or workspaces you want to automate
• A Zapier account (free or paid, depending on volume and features you need)
• Logins for any other apps you want to connect, such as Google Drive, Gmail, Slack, project management tools, or your CRM

Once you have those ready, you can start creating automated workflows that send Otter.ai notes wherever your team works.

How Zapier connects Otter.ai to your apps

A workflow in Zapier is called a Zap. Each Zap has two main parts:

• Trigger: the event that starts your automation, such as when a new Otter.ai conversation is created or a recording is completed.
• Action: what happens next in another app, like creating a document, sending a message, or adding a task.

By combining an Otter.ai trigger with actions in your other tools, you can automatically route transcripts and key points to the right people and places.

Step-by-step: Create your first Otter.ai Zapier workflow

Follow these steps to build a basic automation that sends new Otter.ai notes to another app.

Step 1: Sign in to Zapier

1. Go to zapier.com in your browser.
2. Sign up or log in to your account.
3. From your dashboard, click Create Zap to start a new workflow.

Step 2: Choose Otter.ai as the Zap trigger

1. In the Trigger search box, type “Otter” and select Otter.ai.
2. Choose a trigger event, such as:
   • New Conversation – starts when Otter.ai creates a new conversation.
   • New Transcript – starts when a new transcript is available.
3. Click Continue to move to the account connection step.

Step 3: Connect your Otter.ai account to Zapier

1. Click Sign in or Connect a new account on the Otter.ai trigger step.
2. In the window that opens, log in to Otter.ai (if you are not already logged in).
3. Grant Zapier permission to access your Otter.ai data so it can read new conversations or transcripts.
4. Once connected, click Continue.

Zapier will now be able to pull sample conversations or transcripts from Otter.ai so you can test and map your data.

Step 4: Test your Otter.ai trigger

1. Click Test trigger.
2. Zapier will look for a recent conversation or transcript in your Otter.ai account.
3. Confirm that the data looks correct (title, text, date, participants, and so on).
4. If needed, go back to Otter.ai, create a test recording or conversation, then run the test again.

When the test succeeds, you are ready to add one or more actions that use your Otter.ai content.

Common Zapier automations for Otter.ai

You can send Otter.ai outputs to almost any app in your tech stack. Here are popular examples you can build in Zapier.

Send Otter.ai notes to project management with Zapier

Turn meetings into trackable work items automatically.

1. Select an app like Trello, Asana, ClickUp, or Jira as your Action app in Zapier.
2. Choose an event such as Create Task or Create Card.
3. Connect your project management account.
4. Map Otter.ai data—such as conversation title, summary, or key points—to the task name and description fields.
5. Add labels, assignees, and due dates based on your team’s workflow.

Each time Otter.ai captures a new meeting, Zapier can create structured tasks with the key details your team needs.

Back up Otter.ai transcripts to cloud storage using Zapier

Keep a searchable archive of all transcripts in your storage platform.

1. Choose a cloud app such as Google Drive, OneDrive, or Dropbox as your action app.
2. Select an event like Create File or Upload File.
3. Map the Otter.ai transcript text into a document body, and use the conversation title as the file name.
4. Specify the folder where Zapier should save each document.

This creates a centralized, organized library of your notes without any manual exporting.

Share Otter.ai takeaways with your team via Zapier

Keep everyone aligned by sharing conversations and highlights right where your team communicates.

1. Pick your communication tool in Zapier, such as Slack or Microsoft Teams.
2. Choose an action like Send Channel Message.
3. Connect your workspace or team account.
4. Insert Otter.ai fields—for example, meeting title, summary, link to the transcript—into the message template.
5. Choose a channel where Zapier will post after every new conversation.

Now your team can quickly scan what happened in key meetings without digging through inboxes.

Tips to optimize your Otter.ai workflows in Zapier

To get more value from your automations, keep these best practices in mind.

• Use filters: Add Filter steps so Zapier only runs when certain criteria are met, like a specific tag, workspace, or keyword in the Otter.ai conversation.
• Format text: Use Formatter steps to shorten transcripts, extract dates, or clean up text before sending it to another app.
• Send to multiple tools: One Otter.ai trigger can power several actions, such as creating tasks, posting to chat, and saving a document at the same time.
• Test regularly: Any time you change your Otter.ai structure or connected apps, use the built-in Zapier testing tools to confirm everything still works.

Troubleshooting Otter.ai and Zapier connections

If your workflow is not behaving as expected, try these checks:

• Confirm your Otter.ai account is still connected in the My Apps section of Zapier.
• Check that the chosen trigger event in Otter.ai is actually occurring for your test data.
• Review field mappings, especially for required fields in action apps.
• Look at the Zap history to see errors and details for each run.

Most issues come down to authentication problems, missing fields, or triggers that do not match real-world data.

Continue learning about automation

For more examples of how to use Otter.ai with an automation platform, review the original tutorial on the Zapier blog here: Automate Otter.ai.

If you want help designing a broader automation strategy, including workflow mapping and systems integration, you can explore additional resources at Consultevo.

By combining Otter.ai with Zapier, you create a powerful system where meeting intelligence automatically flows into your notes, tasks, and communication tools, keeping your team informed without extra manual work.

Need Help With Zapier?

Work with ConsultEvo — a

Zapier Certified Solution Partner

helping teams build reliable, scalable automations that actually move the business forward.

Get Zapier Help