Intelligent Meeting Minutes and Automated Follow-up Workflow

Workflow Name

Intelligent Meeting Minutes and Automated Follow-up Workflow

Key Features and Highlights

This workflow automatically retrieves meeting recordings and transcriptions from Google Meet, leverages OpenAI’s AI agents to summarize and extract key points from the meeting content, and autonomously identifies and executes post-meeting follow-up actions (such as scheduling subsequent meetings and inviting relevant participants). The entire process enables intelligent parsing and automated management of meeting content, significantly enhancing meeting efficiency and the value of information utilization.

Core Problems Addressed

• Overcomes the lack of built-in support in Google Meet’s transcription API by flexibly obtaining meeting recordings and transcription files via HTTP requests.
• Automatically analyzes lengthy meeting content to distill key takeaways, highlight participant contributions, and outline next-step action plans.
• Automates post-meeting tasks such as arranging follow-up meetings and inviting relevant personnel, preventing manual omissions and redundant communications.
• Enables flexible multi-task scheduling and scalability through workflow triggers and routing.

Application Scenarios

• Internal corporate meeting management, automatically generating meeting minutes and scheduling follow-up actions.
• Sales or customer service teams, quickly capturing key points from client meetings and automatically arranging callbacks or follow-ups.
• Remote team collaboration, improving online meeting content visibility and execution effectiveness.
• Educational and training session recordings for summary and review.

Main Process Steps

1. Retrieve Calendar Event: Obtain the corresponding Google Meet meeting record based on the Google Calendar event ID.
2. Obtain Meeting Recording: Use the Google Meet API to access the meeting’s recording and transcription file locations.
3. Download Transcription File: Download the transcription content from Google Drive and automatically convert it into PDF format for subsequent processing.
4. Extract Transcription Text: Extract text content from the PDF file.
5. AI Intelligent Analysis: Utilize an OpenAI model-powered AI agent to summarize the meeting text, extract key information, list important remarks, and suggest follow-up steps.
6. Automated Follow-up Execution: If the AI determines a follow-up meeting is needed, invoke the workflow to automatically create a Google Calendar event and add participants based on AI recommendations.
7. Output Response: Return the details of the created meeting to confirm completion of the automation.

Involved Systems and Services

• Google Calendar: Retrieve meeting events and create or update schedules.
• Google Meet API: Access meeting recordings and transcription files.
• Google Drive: Store and download transcription files.
• OpenAI (LangChain Integration): Intelligent language model for meeting content analysis and automated decision-making.
• n8n Workflow Platform: Orchestrate and execute the entire automation process.

Target Users and Value

• Enterprise managers and team leaders: Quickly obtain meeting highlights and actionable follow-up plans.
• Project managers and coordinators: Automate meeting scheduling, reducing manual effort and communication overhead.
• Remote working teams: Enhance the quality and efficiency of online meetings, ensuring meeting outcomes are effectively implemented.
• Any organizations or individuals requiring efficient meeting management and automated follow-up.

By integrating multiple cloud services and AI technologies, this workflow achieves end-to-end automation—from meeting record retrieval and intelligent content analysis to automated follow-up execution—empowering users to efficiently manage meeting resources and boost productivity.