Fathom Integration

1. From the main Ivorey™ menu, go to Workflows > open an existing workflow, or click [+ Create Workflow] > and then select [+ Start from Scratch]

2. Inside the workflow, click [+ Add New Trigger] > search for Fathom > and select the [New Recording] trigger

   1. Next to the Triggers on filter, select the meeting type from the drop-down menu

   2. Under Test Your Trigger > click [Find New Records] to ensure the metadata (such as the Recording ID, meeting details, transcript and more) is available and fetches successfully
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      Note: If this trigger has not happened recently within your Fathom account, it may return an error. In that case, please go and run a quick test meeting with your Fathom account connected, and test the trigger again. ​

   3. If everything is working correctly, click [Save Trigger]

3. Click the [+] button to add a new action > search for Fathom > and select the Find Contact action:

   1. Click [+ Add Field] > set the filter to [Email] > in the next box, click the 🏷 tag icon, to select a custom value > click [New Recording] > [Calendar Invitees] > [0] > and select [Email]. This will allow Ivorey to match the meeting attendee, with a contact record in the CRM

   2. Check the Include additional emails box

   3. Click the [Save Action] button

4. Your workflow will now have two branches, for Contact Found and Contact Not Found. Under the Contact Found branch:

   1. Click the [+] button to add a new action > search for Fathom > and select the Fetch Summary action (or Fetch Transcript if you want to pull in the full transcript):

      1. Under Recording ID, click the 🏷 tag icon, to select a custom value > click [New Recording] > and select [Recording ID]

      2. Click the [Save Action] button

   2. Click the [+] button to add a new action > search for and select any action you want to take next:

      1. Send Internal Notification - notify yourself or team members

      2. Add Note - to add the meeting summary or transcript as a note to the contact’s profile

         1. Title: Use 🏷 Custom Values > [New recording] > [Title], to pull the meeting title as the note title

         2. Note: Use 🏷 Custom Values > [New recording] > [Default Summary] > [Markdown Formatted], to pull the meeting summary as the note text
            
            Or: Use 🏷 Custom Values > [New recording] > [Transcript] > [0] > [Text], to pull the meeting transcript as the note text

         3. Choose your note Color preference

      3. Add Task - create a task from the meeting action items

         1. Title: e.g. Meeting Action Items

         2. Decription: Use 🏷 Custom Values > [New recording] > [Action Items] > [0] > [Description], to pull the meeting action items as the task description

         3. Assign to: Select a team member or [Contact’s Assigned User]

         4. Set the task Due Date

      4. Send Email - automatically send a follow-up email after the meeting

         1. Keep this general, or use 🏷 Custom Values to pull in the meeting summary or action items

5. Add as many actions as you want/need

6. Under the Contact Not Found branch, click the [+] button to add a new action > search for and select the Create Contact action:

   1. Click [+ Add Field] > set the filter to [Full Name] > in the next box, click the 🏷 tag icon, to select a custom value > click [New Recording] > [Calendar Invitees] > [0] > and select [Name]

   2. Click [+ Add Field] > set the filter to [Email] > in the next box, click the 🏷 tag icon, to select a custom value > click [New Recording] > [Calendar Invitees] > [0] > and select [Email]

   3. Click the [Save Action] button

7. Now click the [⋯] three dots on the first action in your Contact Found branch > select [Copy all actions from here] > then click the 📋 clipboard icon at the bottom of your Contact Not Found branch
   
   Note: This means that even if the contact can’t be identified (e.g. if they used a different email to access the meeting) the meeting data will still be stored, and any other actions will still be taken. You may or may not need to merge the new contact to the original contact record. Please refer to our Manage Duplicate Contacts guide for the detailed steps.

8. When you’re ready, toggle the workflow to [Publish], at the top right corner > and click the [Save] button

9. Test your workflow by completing the trigger (run a test meeting with Fathom connected), and check the [Execution Logs] tab in your workflow to see if there are any errors

You can use it for any meeting recorded in Fathom. If you want to limit it to specific meeting types, use the trigger filters to select only the relevant meeting type.

The List Recordings action retrieves a list of meeting recordings from your connected Fathom account, within a set date range. This is useful when you want to pull a collection of past recordings, for example as part of a reporting workflow, a periodic CRM audit, or a workflow triggered by something other than a new meeting.

The workflow will fire as soon as your call’s Fathom recording finishes processing and is ready inside of your Fathom account. This immediately sets of the New Recording trigger, and automatically runs the workflow.