Before
Teams likely had to review the active employee list, work through employees one by one, locate each person’s Meet Recordings folder, and create or renew a monitoring subscription. They also had to repeat the setup when subscriptions expired and ensure resulting events were passed to the appropriate ingestion process.
How it works
- On a recurring schedule, retrieve the active employees in the configured domain.
- For each employee, locate the “Meet Recordings” folder and create a webhook subscription for its events.
- Send folder-change events to the designated secondary ingestion flow for notification and downstream handling.
Workflow details
- Scheduled maintenance: The workflow starts on a predefined schedule and prepares the timing and notification details needed to maintain folder subscriptions.
- Employee coverage: It retrieves active users in the configured domain and processes each employee individually, using the employee’s primary email address to operate in the appropriate context.
- Folder discovery: For every employee, it searches their cloud storage for the folder named “Meet Recordings” and retrieves the folder identifier required for monitoring.
- Subscription setup: The workflow creates a webhook watch subscription on the identified folder, with an expiration and notification destination configured for the recurring process.
- Event delivery: Changes detected in watched folders are sent to a secondary ingestion flow, supporting notifications and downstream handling when new meeting transcripts or other folder events occur.
What changed
Subscription maintenance now happens through one scheduled workflow that applies the same folder search and watch setup to every active employee. Folder events are routed automatically to the secondary ingestion flow, so people no longer need to repeat the setup or manually pass along notifications.
Work removed
Manually reviewing active employees, switching into each employee’s context, searching for the Meet Recordings folder, creating or renewing folder subscriptions, and forwarding resulting events to an ingestion flow.
Expected outcome
The expected result is scheduled monitoring coverage for each active employee, with one recurring subscription-maintenance cycle per employee handled automatically each week instead of manually.
