Turn meeting notes into tracked tasks

Once a day, the notes of your latest recorded meetings in Fireflies are read and the AI pulls out the follow-up actions people actually agreed to: the task, who took it on and any deadline stated. Each action becomes one row in your Airtable task tracker, so what was agreed on a call is tracked like any other work rather than forgotten.

Each row records the task, owner, due date, meeting title and meeting ID with a status of 'To do'. An owner is never invented: when the notes do not say who took something on, the row is filed under 'Unassigned' with the status 'Needs an owner', and a recap email lists those still needing an owner. Rows are only ever added, and a meeting whose ID is already in the table is skipped, so the same actions are never filed twice. If that check cannot be made, the meeting waits for the next run rather than risking duplicates.

Your Airtable table needs the columns 'Task', 'Owner', 'Due', 'Meeting', 'Meeting ID' and 'Status', spelled exactly.

Run every day.Run every day.

Set taskBaseId to blank.Set taskBaseId to blank.

Set taskTableName to blank.Set taskTableName to blank.

Set recapEmail to blank.Set recapEmail to blank.

Set meetingsToCheck to 10.Set meetingsToCheck to 10.

Set tasksAdded to 0.Set tasksAdded to 0.

Set actionsNeedingAnOwner to an empty list.Set actionsNeedingAnOwner to an empty list.

Fireflies.aiList Fireflies meetings. Save it as recentMeetings.List Fireflies meetings. Save it as recentMeetings.

For each meeting in recentMeetings.meetings:For each meeting in recentMeetings.meetings:

Set meetingId to blank.Set meetingId to blank.

If a step below fails, save the error as meetingIdErrorIf a step below fails, save the error as meetingIdError

Try

Trim meeting.id and save it as meetingId.Trim meeting.id and save it as meetingId.

On error

Show in the output: Skipped a meeting that came back without an id: meetingIdError as text.Show in the output: Skipped a meeting that came back without an id: meetingIdError as text.

If meetingId is emptyIf meetingId is empty

Yes

Skip to the next item.Skip to the next item.

No

No steps

Set tasksAlreadyLogged to -1.Set tasksAlreadyLogged to -1.

If a step below fails, save the error as lookupErrorIf a step below fails, save the error as lookupError

Try

Count the items in the records from the Airtable “List records” step and save it as tasksAlreadyLogged.Count the items in the records from the Airtable “List records” step and save it as tasksAlreadyLogged.

On error

Show in the output: Could not check whether meeting meetingId was already logged, so it is being left for the next run: lookupError as text.Show in the output: Could not check whether meeting meetingId was already logged, so it is being left for the next run: lookupError as text.

If tasksAlreadyLogged is not 0If tasksAlreadyLogged is not 0

Yes

Show in the output: Meeting meetingId was skipped - its actions are already in the tracker.Show in the output: Meeting meetingId was skipped - its actions are already in the tracker.

Skip to the next item.Skip to the next item.

No

No steps

Set meetingNotes to blank.Set meetingNotes to blank.

If a step below fails, save the error as notesErrorIf a step below fails, save the error as notesError

Try

Trim the text from the Fireflies.ai “Get meeting transcript” step and save it as meetingNotes.Trim the text from the Fireflies.ai “Get meeting transcript” step and save it as meetingNotes.

On error

Show in the output: Could not read the notes for meeting meetingId: notesError as text.Show in the output: Could not read the notes for meeting meetingId: notesError as text.

If meetingNotes is emptyIf meetingNotes is empty

Yes

Skip to the next item.Skip to the next item.

No

No steps

Set meetingTitle to blank.Set meetingTitle to blank.

If a step below fails, save the error as titleErrorIf a step below fails, save the error as titleError

Try

Trim meeting.title and save it as meetingTitle.Trim meeting.title and save it as meetingTitle.

On error

Show in the output: This meeting has no title; it will be logged as 'Untitled meeting'..Show in the output: This meeting has no title; it will be logged as 'Untitled meeting'..

If meetingTitle is emptyIf meetingTitle is empty

Yes

Change meetingTitle to Untitled meeting.Change meetingTitle to Untitled meeting.

No

No steps

Set extractionPrompt to You are reading the notes from one meeting and listing only the follow-up actions people actually agreed to.Set extractionPrompt to You are reading the notes from one meeting and listing only the follow-up actions people actually agreed to. Rules: - List an action only when the notes make both the task and the person who took it on clear. - Never guess an owner. If the notes do not say who owns an action, write the single word unassigned in the owner column. - Write the owner's name exactly as the notes give it. - One action per line, in the form: task | owner | due - Fill the due column only when the notes state a deadline. Otherwise leave it empty. - Do not add a header row, numbering, bullets, quotes, or any other commentary. - If nobody agreed to do anything, reply with the single word none. Meeting: meetingTitle Notes: meetingNotes truncated to 12000 characters.

Set agreedActions to blank.Set agreedActions to blank.

If a step below fails, save the error as modelErrorIf a step below fails, save the error as modelError

Try

Trim the response text from the OpenAI “Ask OpenAI” step and save it as agreedActions.Trim the response text from the OpenAI “Ask OpenAI” step and save it as agreedActions.

On error

Show in the output: Could not pull the actions out of meeting meetingId: modelError as text.Show in the output: Could not pull the actions out of meeting meetingId: modelError as text.

If agreedActions is emptyIf agreedActions is empty

Yes

Skip to the next item.Skip to the next item.

No

No steps

Split agreedActions by a new line and save it as actionLines.Split agreedActions by a new line and save it as actionLines.

For each actionLine in actionLines:For each actionLine in actionLines:

Trim actionLine and save it as actionText.Trim actionLine and save it as actionText.

If actionText is emptyIf actionText is empty

Yes

Skip to the next item.Skip to the next item.

No

No steps

If actionText in lowercase is noneIf actionText in lowercase is none

Yes

Skip to the next item.Skip to the next item.

No

No steps

If actionText doesn't contain |If actionText doesn't contain |

Yes

Show in the output: Ignored a line that was not in the 'task | owner | due' form: actionText.Show in the output: Ignored a line that was not in the 'task | owner | due' form: actionText.

Skip to the next item.Skip to the next item.

No

No steps

Split actionText by | and save it as actionParts.Split actionText by | and save it as actionParts.

Trim actionParts[0] and save it as taskText.Trim actionParts[0] and save it as taskText.

If taskText is emptyIf taskText is empty

Yes

Show in the output: Ignored a line with no task in it: actionText.Show in the output: Ignored a line with no task in it: actionText.

Skip to the next item.Skip to the next item.

No

No steps

Trim actionParts[1] and save it as ownerText.Trim actionParts[1] and save it as ownerText.

Make ownerText lowercase and save it as ownerWord.Make ownerText lowercase and save it as ownerWord.

Get the last item of ownerWord split by a space and save it as ownerLastWord.Get the last item of ownerWord split by a space and save it as ownerLastWord.

Set ownerIsUnknown to the length of ownerText is 0 or ownerWord is unassigned or ownerWord is unknown or ownerWord is tbd or ownerWord is n/a or ownerWord is none or ownerWord is team or ownerWord is everyone or ownerLastWord is team or ownerLastWord is everyone.Set ownerIsUnknown to the length of ownerText is 0 or ownerWord is unassigned or ownerWord is unknown or ownerWord is tbd or ownerWord is n/a or ownerWord is none or ownerWord is team or ownerWord is everyone or ownerLastWord is team or ownerLastWord is everyone.

Set ownerField to Unassigned.Set ownerField to Unassigned.

Set taskStatus to Needs an owner.Set taskStatus to Needs an owner.

If ownerIsUnknown is noIf ownerIsUnknown is no

Yes

Change ownerField to ownerText.Change ownerField to ownerText.

Change taskStatus to To do.Change taskStatus to To do.

No

No steps

Set dueText to Not stated.Set dueText to Not stated.

If the length of actionParts is greater than 2If the length of actionParts is greater than 2

Yes

Trim actionParts[2] and save it as statedDue.Trim actionParts[2] and save it as statedDue.

If statedDue isn't emptyIf statedDue isn't empty

Yes

Change dueText to statedDue.Change dueText to statedDue.

No

No steps

No

No steps

Set taskSaved to false.Set taskSaved to false.

If a step below fails, save the error as saveErrorIf a step below fails, save the error as saveError

Try

AirtableAdd a record to taskTableName.Add a record to taskTableName.

Change taskSaved to true.Change taskSaved to true.

On error

Show in the output: Could not add the task '@taskText' to your tracker: saveError as text.Show in the output: Could not add the task '@taskText' to your tracker: saveError as text.

If taskSaved is yesIf taskSaved is yes

Yes

Add 1 to tasksAdded.Add 1 to tasksAdded.

If ownerIsUnknown is yesIf ownerIsUnknown is yes

Yes

Add - taskText (from: meetingTitle) to the end of actionsNeedingAnOwner and save it as actionsNeedingAnOwner.Add - taskText (from: meetingTitle) to the end of actionsNeedingAnOwner and save it as actionsNeedingAnOwner.

No

No steps

No

No steps

If tasksAdded is greater than 0If tasksAdded is greater than 0

Yes

Set recapBody to Added tasksAdded task(s) to your tracker from the latest meetings.Set recapBody to Added tasksAdded task(s) to your tracker from the latest meetings.

If actionsNeedingAnOwner isn't emptyIf actionsNeedingAnOwner isn't empty

Yes

Change recapBody to recapBodyThese actions did not name an owner in the meeting. They are logged as Unassigned and someone needs to pick them up:Change recapBody to recapBodyThese actions did not name an owner in the meeting. They are logged as Unassigned and someone needs to pick them up: actionsNeedingAnOwner joined by a new line .

No

Change recapBody to recapBodyEvery action found named an owner.Change recapBody to recapBodyEvery action found named an owner.

Change recapBody to recapBodyOpen your task tracker to review them.Change recapBody to recapBodyOpen your task tracker to review them.

GmailSend an email to recapEmail.Send an email to recapEmail. Subject: Meeting actions added to your task trackerrecapBody

No

No steps