AI-Powered Meeting Assistant: Automate Tasks & Notifications from Transcripts
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This workflow acts as your ultimate AI meeting assistant, transforming raw call transcripts into actionable tasks in Airtable and personalized follow-up emails via Gmail. Save hours by automating post-meeting chores and ensuring no action item is missed.
About This Workflow
Stop spending precious time manually sifting through meeting notes and drafting follow-up emails. This powerful n8n workflow leverages the intelligence of an OpenAI GPT-4o powered AI Agent to process your Firefiles call transcripts. It intelligently identifies action items specifically assigned to you, creates them as structured tasks in your Airtable base, and then automatically drafts and sends personalized summary emails to other participants, including their specific tasks. This ensures efficient task delegation and transparent communication, all without lifting a finger post-meeting.
Key Features
- Intelligent AI Transcript Analysis: Utilizes GPT-4o via a Langchain AI Agent to deeply understand meeting context, identify project-related discussions, and extract key action items from your Firefiles transcripts.
- Automated Personal Task Creation: Automatically creates detailed tasks in your Airtable base, complete with name, description, due date, priority, and project affiliation, focusing solely on your assigned action items.
- Personalized Client Notifications: Generates and sends custom meeting summary emails to participants (excluding yourself) via Gmail, including a bullet-point gist of the meeting and their specific action items.
- Configurable Project Detection: The AI agent can be configured to detect project-specific meetings based on title keywords, enabling tailored automation logic.
- Flexible Task Schema: The "Create Tasks" tool's input schema allows for precise control over the data structure when creating tasks in Airtable.
How To Use
- Configure OpenAI Credentials: Connect your OpenAI account to the
OpenAI Chat Modelnode using an API key. - Set up Gmail Credentials: Authenticate the
Notify Client About Tasks(Gmail Tool) node with your Gmail account to enable sending emails. - Integrate Airtable: In the sub-workflow (triggered by the
Create Taskstool), connect theCreate Task(Airtable) node to your specific Airtable base and task table, mapping the fields as required. - Personalize AI Agent: Update the
AI Agent's system message to include your name and email address in the designated placeholders ([YOUR NAME HERE],[YOUR EMAIL HERE]) for accurate task filtering and notification exclusion. - Review Firefiles Integration: Ensure your upstream Firefiles integration correctly feeds meeting transcripts into the
AI Agentnode in the specified JSON structure. - Customize Tools: Adjust the descriptions and schemas of the
Create TasksandNotify Client About Taskstools within theAI Agentto fine-tune task extraction and email content.
Apps Used
Workflow JSON
{
"id": "5ab8a287-4fcc-4c67-a55a-fe324c3ce555",
"name": "AI-Powered Meeting Assistant: Automate Tasks & Notifications from Transcripts",
"nodes": 24,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
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ID: 5ab8a287-4fcc...
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