an employee training video knowledge base using the WayinVideo summaries API Buildout Workflow

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows. Supports knowledge capture and document intelligence use cases.

Description Paste any training video URL in the form — this AlekSystem workflow automatically extracts AI-generated key summaries, highlights, and tags using WayinVideo, then saves everything directly into a shared Google Sheet knowledge base. No manual note-taking, no video scrubbing, no copy-paste. Just submit and done. Built for HR teams, L&D managers, content teams, and agencies who want to turn training videos into searchable, structured knowledge — on autopilot. What This Workflow Does This automation handles your complete video-to-knowledge-base pipeline: Form-triggered — Team member submits any YouTube training video URL + department name via a simple web form and the workflow starts instantly AI summary generation — WayinVideo AI automatically extracts the key summary, highlights, and topic tags from the video Smart polling loop — Waits and retries every 30 seconds until AI processing is fully complete Auto-save to Google Sheets — Saves video title, key summary, highlights, tags, department, and original URL as a new row in your shared knowledge base sheet Zero manual work — No editing, no copy-paste, no summarising. Just submit the URL and the knowledge base builds itself Setup Requirements Tools You'll Need: Active AlekSystem instance (self-hosted or AlekSystem Cloud) WayinVideo account with API access Google account with Google Sheets access Estimated Setup Time: 10–15 minutes Step-by-Step Setup 1. Get Your WayinVideo API Key WayinVideo is the AI engine that extracts summaries and highlights from your training videos. Go to WayinVideo and create a free or paid account Navigate to Dashboard → API section Copy your Bearer API token Open the "2. WayinVideo — Submit Summary Request" node in AlekSystem Replace YOUR_WAYINVIDEO_API_KEY with your actual token in the Authorization header Do the same in the "4. WayinVideo — Fetch Summary Result" node — replace the same placeholder there too > ⚠️ The API key appears in two places — Submit node and Fetch node. Replace both or the workflow will fail. 2. Connect Google Sheets In AlekSystem: Go to Credentials → Add Credential → Google Sheets OAuth2 API Complete the Google OAuth authentication flow Open the "6. Save — Append Row to Google Sheet" node Select your Google Sheets credential Replace YOUR_GOOGLE_SHEET_URL with your actual Google Sheets URL How to find your Google Sheet URL: Open Google Sheets in your browser Navigate to your target sheet Copy the full URL from the address bar (e.g. https://docs.google.com/spreadsheets/d/YOUR_SHEET_ID/edit) Paste it into the node Required columns in your Google Sheet: Your sheet must have exactly these column headers (copy-paste to avoid typos): | Topic/Department | Video URL | Video Title | Key Summary | Highlights | Tags | |---|---|---|---|---|---| 3. Activate the Workflow and Share the Form Toggle the workflow Active at the top of the editor ✅ Click the "1. Form — Video URL + Topic" node Copy the Production Form URL Share this URL with your team — anyone on the team can now submit training videos directly How It Works (Step by Step) Step 1 — Web Form Trigger A team member opens the form, pastes a YouTube training video URL, and selects their Topic or Department. Clicking submit triggers the entire workflow instantly. Step 2 — Submit Video to WayinVideo API The workflow sends a POST request to the WayinVideo Summaries API (/api/v2/summaries) with the video URL. The API returns a Job ID which is used to track processing status. Step 3 — Wait 30 Seconds The workflow pauses for 30 seconds to give WayinVideo time to start processing. This prevents hitting the API too early with an empty or incomplete response. Step 4 — Poll for Summary Result Using the Job ID from Step 2, the workflow calls: GET /api/v2/summaries/results/{job_id} to check if the AI summary is complete. Step 5 — Highlights Ready? (Smart Retry Loop) The IF node checks whether the highlights array in the API response is non-empty: YES (highlights ready)** → Moves forward to save the data to Google Sheets NO (still processing)** → Loops back to "Wait 30 Seconds" and tries again automatically > This smart retry loop runs automatically every 30 seconds until processing is complete. No manual retries needed. Step 6 — Save to Google Sheet Once highlights are confirmed, the workflow appends a new row to your Google Sheet with: Video Title** — AI-extracted from the video Key Summary** — Full AI-generated summary Highlights** — Numbered list of key moments and events Tags** — Topic tags generated by AI Topic/Department** — As entered in the form by the team member Video URL** — Original URL submitted Key Features ✅ Zero manual work — AI handles all summarising, highlight extraction, and tagging ✅ Smart polling loop — Auto-retries every 30s, no timeout issues, no manual re-runs ✅ Structured knowledge base — Every video becomes a searchable, organised row in Google Sheets ✅ Team-ready form — Share one URL with your whole team, no AlekSystem access needed ✅ Department tagging — Filter and sort your knowledge base by team or topic ✅ AI-generated tags — Every entry is auto-tagged for easy search and categorisation ✅ Highlights as numbered list — Key moments saved in a clean, readable format Customisation Options Add a Date Added column: Map {{ $now }} to a new "Date Added" column in the Google Sheets node to automatically log when each entry was created. Send a Slack or email notification: Add a Slack or Gmail node after the Google Sheets node to notify your team that a new training video summary has been saved. Increase wait time for longer videos: Change the amount in the "3. Wait — 30 Seconds" node from 30 to 60 or 90 for longer videos that take more time to process. Add more videos in bulk: Modify the form to accept multiple URLs and add a Split node to process each video in sequence automatically. Export knowledge base to PDF weekly: Add a scheduled trigger to pull your Google Sheet data and generate a weekly PDF training digest using a PDF generation node. Support Need help setting this up or want a custom version built for your team or agency? 📧 Email: info@isawow.com 🌐 Website: https://isawow.com > Pro Tip: Pin this workflow's Google Sheet link to your team Slack channel or Notion page so everyone can search the knowledge base instantly after any training session.

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