Fill in a simple form with your demo recording URL, your product name, and describe the moments you want to find in pla…
Fill in a simple form with your demo recording URL, your product name, and describe the moments you want to find in plain English — the workflow does the rest. WayinVideo AI scans your full recording and extracts the exact clips that match your search query. You receive a formatted email with every clip's title, timestamp, relevance score, description, and a one-click download link. Built for sales teams, product marketers, and agencies who need to pull specific moments from demo recordings without scrubbing through video manually. What This Workflow Does AI moment extraction** — Sends your video and a plain-English query to WayinVideo, which finds and clips the exact moments that match what you searched for Relevance scoring** — Every clip comes with a score out of 100 showing how closely it matches your query — so you always see the best results first Auto-polling with retry** — Waits 90 seconds, checks if clips are ready, and loops back every 30 seconds automatically until results arrive Formatted review email** — Sends a single HTML email with all clips listed — each with its title, timestamp, score, description, tags, and a download button Direct download links** — Every clip in the email has its own download link — no logging into WayinVideo, no extra steps Form-based input** — Anyone on your team can submit a demo URL and search query through a web form — no access to n8n needed Configurable clip limit** — Set how many matching clips to return per search — default is 5, easily changed Setup Requirements Tools you'll need: Active n8n instance (self-hosted or n8n Cloud) WayinVideo account + API key Google account connected to n8n via Gmail OAuth2 Estimated Setup Time: 10–15 minutes Step-by-Step Setup Get your WayinVideo API key Log in at WayinVideo, go to your account settings or developer section, and copy your API key. Paste the API key into node "2. WayinVideo — Submit Find Moments" Open this node, find the Authorization header, and replace YOUR_WAYINVIDEO_API_KEY with your actual key. Paste the API key into node "4. WayinVideo — Get Moments Result" Open this node, find the same Authorization header, and replace YOUR_WAYINVIDEO_API_KEY again. > ⚠️ This key appears in 2 nodes — you must replace it in both "2. WayinVideo — Submit Find Moments" and "4. WayinVideo — Get Moments Result". Missing either one will cause the workflow to fail. Connect your Gmail account Open node "7. Gmail — Send Review Email". Click the credential field and connect your Google account via OAuth2. Follow the on-screen prompts to authorise n8n to send emails from your account. Activate the workflow Toggle the workflow to Active. Open the form URL generated by node "1. Form — Demo URL + Query + Email" and submit a test recording URL to confirm the full workflow runs and the email arrives. How It Works (Step by Step) Step 1 — Form Trigger (Web Form) The workflow starts when someone fills in the web form. You enter four things: the demo recording URL (Zoom, YouTube, or any direct link), the product or brand name, a plain-English description of what moments to find (e.g. "pricing discussion" or "live feature walkthrough"), and the email address where results should be sent. The form is hosted by n8n and can be shared with anyone on your team. Step 2 — Submit to WayinVideo Find Moments API Your video URL and search query are sent to WayinVideo's Find Moments endpoint. The request also includes settings for clip quality (HD 720p), captions in the original language, and a limit of 5 clips per search. WayinVideo begins scanning the recording for moments that match your query and returns a task ID the workflow uses to check for results. Step 3 — Wait 90 Seconds The workflow pauses for 90 seconds to give WayinVideo time to scan the video before it checks for results. This prevents the workflow from asking for results before they are ready. Step 4 — Check for Results (WayinVideo Poll) The workflow calls WayinVideo's results endpoint using the task ID from Step 2. It asks: "Have the clips been found yet?" and receives either a completed clips list or a status showing the job is still processing. Step 5 — Check: Status SUCCEEDED? (YES / NO branch) YES** — If the status equals SUCCEEDED, the workflow moves forward to send the review email with all the clip results. NO** — If the job is still processing, the workflow routes to a 30-second wait and then loops back to Step 4 to check again. This keeps repeating automatically until the clips are ready. > ⚠️ Infinite Loop Risk: If WayinVideo never returns SUCCEEDED — because the video URL is invalid, the video is private, or an API error occurs — this loop will run forever. Add a retry counter to stop after 8–10 attempts and send an error notification instead. Step 6 — Wait 30 Seconds (Retry) When clips are not ready yet, the workflow pauses for 30 seconds before checking again. This gap prevents too many requests being sent to WayinVideo in a short time. Step 7 — Gmail Sends the Review Email Once clips are ready, the workflow builds and sends a formatted HTML email to the address you entered in the form. The email includes your product name in the subject line, a summary of the query used and total clips found, and a separate block for every clip — showing the clip number and title, start and end timestamps in seconds, relevance score out of 100, a description of what happens in the clip, tags, and a download button. The footer reminds you that download links expire in 24 hours. The final result is a clean, ready-to-review email in your inbox with everything you need to evaluate and download your demo highlight clips. Key Features ✅ Plain-English search queries — You describe what you want in normal language — "pricing objection handling" or "onboarding walkthrough" — and WayinVideo finds it ✅ Relevance score per clip — Every clip shows a score out of 100 so you can instantly see which moments are the strongest match ✅ Timestamps in the email — Each clip shows exact start and end times in seconds — so you can jump to that moment in the full recording if needed ✅ Auto-retry polling — The workflow keeps checking until clips are ready — you submit the form and walk away ✅ No login required to download — Every clip download link is included directly in the email — no need to log into WayinVideo to access your clips ✅ Captions embedded — Each exported clip includes original-language captions baked in — useful for silent viewing or accessibility ✅ Team-friendly form — Any team member can submit a demo URL through the web form — no n8n access needed ✅ One email, all clips — All results arrive in a single formatted email — no separate notifications per clip Customisation Options Increase or decrease the number of clips returned In node "2. WayinVideo — Submit Find Moments", change "limit": 5 to any number — use 3 for a tighter shortlist or 10 for a broader set of matching moments. Upgrade to Full HD resolution In node "2. WayinVideo — Submit Find Moments", change "resolution": "HD_720" to "FULL_HD_1080" to export clips at 1080p quality — useful for client-facing or presentation materials. Save clips to Google Drive automatically Add an HTTP Request step after "4. WayinVideo — Get Moments Result" to download each clip file, then add a Google Drive upload step — so clips are saved permanently before the 24-hour download link expires. Log searches to Google Sheets After "7. Gmail — Send Review Email", add a Google Sheets "Append Row" step to record the product name, search query, number of clips found, and date — useful for tracking which demo moments get searched most often. Add a Slack notification alongside the email Insert a Slack node after "7. Gmail — Send Review Email" to post a message in your team channel with the product name and clip count — so your team knows results are ready without checking their inbox. Add a retry limit to prevent infinite loops Add a Set step before "6. Wait — 30 Seconds Retry" to track a retry counter. Add a second IF check to stop after 10 attempts and send a failure email to the address from the form instead of looping indefinitely. Troubleshooting WayinVideo API key not working: Check that you replaced YOUR_WAYINVIDEO_API_KEY in both "2. WayinVideo — Submit Find Moments" and "4. WayinVideo — Get Moments Result" — missing one will cause the workflow to fail Confirm your WayinVideo account is active and the key has not expired or been revoked Make sure there are no extra spaces before or after the key when pasting it Workflow stuck in the retry loop: Check that the video URL is publicly accessible — private, password-protected, or region-blocked videos will not process in WayinVideo Open the output of "4. WayinVideo — Get Moments Result" in n8n and look at the raw response — WayinVideo may have returned an error message explaining the failure If the loop never exits, deactivate and reactivate the workflow, fix the video URL, and resubmit the form Email not arriving: Make sure the Gmail OAuth2 credential in "7. Gmail — Send Review Email" is connected and not expired — reconnect it in n8n credentials if needed Check that the email address entered in the "Send Review Email To" field is correct and not missing a domain Check your spam or promotions folder — HTML emails from automated senders sometimes get filtered Clips found but download links not working: WayinVideo export links expire after 24 hours — if you open the email after that window, the links will no longer work Re-submit the form with the same video URL and query to generate a fresh set of clips and new download links To avoid this problem permanently, add a Google Drive upload step to save clips as soon as they are generated No clips returned in the email (zero results): Your search query may be too specific or use language that doesn't appear in the video — try a broader query like "product features" instead of a very specific phrase Confirm the video has clear audio — WayinVideo analyses spoken content, so low-quality audio or background noise may reduce accuracy Check that the recording URL is a direct video link and not a landing page or login-protected recording viewer Support Need help setting this up or want a custom version built for your team or agency? 📧 Email:info@incrementors.com 🌐 Website:https://incrementors.com/. An n8n automation workflow template by Incrementors.
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