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AI Meeting Notes → Tasks

October 4, 2026 · Intermediate · Automation

How it works

Never let a meeting decision die in a transcript again. Drop a transcript file into a Google Drive folder and the workflow does the rest:

1. STEP 1 — Drive trigger + transcript extraction — a Google Drive trigger fires when a new transcript lands in your folder (polled every 5 minutes), downloads the file, and a Code node decodes the binary into text (.txt and .md supported; long transcripts are truncated at ~12,000 characters with a note).
2. STEP 2 — AI action-item extraction — an AI Agent reads the transcript and, via a Structured Output Parser, returns a meeting_summary plus an action_items array — each with a task title, owner, due date (YYYY-MM-DD), and priority (high / medium / low). Items with no named owner fall back to your configured default owner.
3. STEP 3 — Notion tasks + Sheets log — the items are split into one item per action item; each becomes a page in your Notion Tasks database (Name / Owner / Due / Priority / Source), and every task is appended to the Meeting Tasks Google Sheet tab with status CREATED.
4. STEP 4 — Slack summary + Telegram notification — all items are aggregated into one meeting summary with a numbered task list (owner + due date + priority) and posted to your Slack channel; Telegram confirms how many tasks were created, listing the top 3.

Status flow in Sheets: EXTRACTED → CREATED

Set up steps

You’ll need:

• n8n (self-hosted or cloud)
• A Google Drive OAuth2 credential and a folder for transcripts — n8n Credentials → Google Drive OAuth2
• An OpenAI API key — platform.openai.com → API keys
• A Notion integration — notion.so/my-integrations → New integration, share your Tasks database with it
• A Slack OAuth2 credential — create an app at api.slack.com/apps (or slack.com), connect it in n8n
• A Telegram bot — message @BotFather, send /newbot, copy the token; get your chat ID from @userinfobot

Steps:

1. Import the workflow — in n8n, Workflows → Import from File → select ai-meeting-notes-tasks.json.
2. New Transcript Arrived — open the Google Drive Trigger node and select your transcripts folder in folderToWatch (it polls every 5 minutes; change pollTimes if you prefer a different cadence). Select your Google Drive credential in this node and in Download Transcript.
3. CONFIG — Task Routing — open the Set node and fill in:
   • notion_database_id — paste your Notion Tasks database ID (open the database in Notion, copy the ID from its URL)
   • slack_channel — e.g. #meetings — the channel the summary posts to
   • default_owner — fallback assignee (e.g. your name) when the AI can’t identify an owner
4. Notion database — create a database with exactly these columns: Name (title), Owner (text), Due (date), Priority (select with options high, medium, low), Source (text). Select your Notion credential in the Notion — Create Task node. If your property types differ, remap them in the node’s property list.
5. Google Sheet — create a Google Sheet with a tab named Meeting Tasks and headers: Date | Meeting File | Task | Owner | Due Date | Priority | Status. Select your Google Sheets credential in the Log Task — CREATED node and pick the spreadsheet in the node.
6. Slack — Post Meeting Summary — select your Slack OAuth2 credential; the channel comes from CONFIG — Task Routing.
7. CONFIG — Notifications — paste your Telegram chat ID, select your Telegram credential in Telegram — Notify — Tasks Created, and activate the workflow.

Then save any meeting transcript (Fireflies, Otter.ai, Whisper — any tool, as .txt or .md) into the watched Drive folder and watch the tasks appear.

Alternative trigger: Webhook instead of Drive

If your transcription tool can POST directly, skip Drive entirely: delete the New Transcript Arrived, Download Transcript, and Extract Transcript Text nodes, add a Webhook node as the new trigger, and have the tool POST JSON like {"file_name": "standup-2026-10-04.txt", "transcript_text": "...", "meeting_date": "2026-10-04"}. The rest of the chain (CONFIG → AI Agent → …) works unchanged.

Customize it

• No action items? — if the AI finds nothing, the chain ends silently after the split. Add an IF (task_count = 0) + Telegram “nothing found” branch if you want confirmation.
• Approval gate — add a human-in-the-loop before Notion — Create Task: pause the workflow (n8n Wait node) and let someone review the extracted items first.
• Archive processed transcripts — add a Google Drive “move” node after extraction to file processed transcripts into an Archive/ folder.
• Per-team routing — duplicate the Notion node and add an IF on file name (e.g. standup vs sales-call) to route tasks into different databases.
• Richer Slack message — the summary builder is plain JS; add mention formatting (<@U123>) if you map owners to Slack user IDs.
• Cheaper model — gpt-4o-mini is the default; long meetings can be summarized first with a cheaper pass, or raise the 12,000-char cap in Extract Transcript Text for very long transcripts (watch token costs).

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