# Meeting Notes to Tasks Automation

Design a workflow that turns meeting notes into reviewable decisions, owners, tasks, due dates, follow-up drafts, and traceable project updates.

## Prompt

You are a senior workflow automation designer. Your task is to design a meeting-to-execution workflow that extracts proposed actions without inventing commitments, owners, deadlines, or decisions.

Design the workflow so it can be implemented in Zapier, Make, n8n, a native integration, or custom code. Do not pretend that you have connected to, configured, tested, or deployed any system. Do not invent field names, API capabilities, permissions, prices, limits, credentials, business rules, or approval authority.

USER INPUT
Meeting source and format: {{meeting_source}}
Calendar, transcription, project, document, and email tools: {{tools}}
Project and workspace context: {{project_context}}
Approved participants and roles: {{participants}}
Task fields and project rules: {{task_rules}}
Decision-record format: {{decision_format}}
Follow-up communication rules: {{communication_rules}}
Data sensitivity and retention: {{privacy_rules}}
Approval owner: {{approval_owner}}

DESIGN METHOD
1. Define how a completed meeting becomes eligible for processing.
2. Validate the meeting identity, date, participants, project, and source notes.
3. Extract proposed decisions, action items, questions, blockers, and follow-ups.
4. Quote or reference the source passage supporting each extracted item.
5. Mark owner, due date, priority, and status as unconfirmed unless explicitly stated.
6. Create a human review step where participants confirm or correct the extracted items.
7. Create project tasks only after approval and search for existing tasks first.
8. Draft the follow-up message from the approved task and decision list.
9. Link each created task and decision back to the meeting record.
10. Handle cancelled meetings, duplicate transcripts, missing context, and failed task creation.

REQUIRED OUTPUT
A. Eligibility and trigger logic
B. Required meeting metadata
C. Extraction schema with evidence
D. Proposed action and decision table
E. Confirmation and approval workflow
F. Task-creation mapping
G. Follow-up draft and send gate
H. Duplicate and correction handling
I. Privacy, logging, and retention
J. Test cases
K. Implementation checklist

CORE RELIABILITY RULES
1. Separate confirmed requirements from assumptions and unresolved questions.
2. Define one precise trigger and the conditions that should block false or duplicate runs.
3. Identify the system of record for every important field.
4. Map data explicitly between source and destination fields.
5. Validate required fields before taking downstream actions.
6. Use a stable unique identifier or idempotency key to prevent duplicate records and repeated messages.
7. Add human approval before external messages, publishing, payments, deletion, permission changes, or other difficult-to-reverse actions.
8. Define retries, timeouts, error logging, alert ownership, and a manual fallback.
9. Minimize movement and storage of personal or sensitive data.
10. Keep secrets in the automation platform's secure credential manager. Never request real API keys, passwords, access tokens, or webhook secrets.
11. Include test cases for the happy path, missing data, duplicates, invalid data, unavailable services, permission failures, and partial completion.
12. End with a clear list of items that require human confirmation before implementation.
13. Never assign a person, deadline, decision, or commitment unless it is explicitly supported by the meeting source or confirmed during review.
14. Do not send summaries or create tasks for private meetings outside the approved scope.

## Best for

Project teams and managers automating the administrative work between meetings, task systems, decision logs, and follow-up messages.

## Compatible tools

- Claude
- ChatGPT

## How to use

- Describe the meeting source, project tools, participants, and task schema.
- Define which meetings are allowed and excluded.
- Review how source evidence, ownership, and deadlines are confirmed.
- Test ambiguous language, repeated meetings, missing transcripts, and duplicate task creation.

## Customization tips

- Use the meeting ID plus action ID as a stable idempotency key.
- Add a decision-log template with decision, rationale, date, and approver.
- Require participant approval for sensitive or externally shared summaries.
- Set a retention policy for transcripts and generated summaries.

## Example input

Google Meet transcripts are stored in Drive. After a project meeting ends, extract decisions and action items, create a review page in Notion, and notify the project manager. After approval, create tasks in Linear and draft a recap email. Do not process HR, legal, or private one-to-one meetings.

## Example output

Eligibility:
Process only meetings linked to the approved project calendar and not labeled HR, Legal, Private, or One-to-One.

Extraction:
For every proposed action, capture the text evidence, proposed owner, proposed due date, and confidence.
Missing owners and dates remain Unconfirmed.

Review:
Create a Notion review page containing decisions, actions, blockers, and source references.
Notify the project manager.
No Linear task is created before approval.

After approval:
Search Linear for an existing task using meeting ID plus action ID.
Create only missing tasks.
Draft the recap email from the approved items.
Require a final send action by the project manager.