Meeting Minutes & Action Item Tracker

Fully automated meeting documentation workflow that uses AI to transform raw transcripts into professional PDFs and actionable tasks.

Features

• AI-powered summary generation (GPT-4)
• Automatic action item extraction with assignees, deadlines, and priorities
• Professional PDF generation with custom styling
• Multi-channel distribution (Email, Slack, Google Drive)
• Task creation in Google Tasks
• Personalized notifications to each assignee
• Deadline tracking and urgency detection

Setup Instructions

REQUIRED CREDENTIALS:

1. OpenAI API - Get from https://platform.openai.com
2. Gmail OAuth2 - Connect your Google account
3. Google Drive OAuth2 - Same Google account
4. Google Tasks OAuth2 - Same Google account
5. Slack OAuth2 - Connect your workspace
6. htmlcsstopdf API - Get from https://www.htmlcsspdf.com

CONFIGURATION STEPS:

1. WEBHOOK: Note your webhook URL after activation

2. EMAIL NODES:

   • "Email All Participants": Uses participants array from input
   • "Send Individual Task Emails": Change @yourcompany.com to your domain

3. GOOGLE DRIVE:

   • Select folder where PDFs should be stored
   • Recommended: Create "Meeting Minutes" folder

4. SLACK:

   • Select channel for team notifications
   • Recommended: Create #meeting-notes channel

5. GOOGLE TASKS:

   • Select task list where tasks should be created
   • Default list works fine

TESTING:

1. Use the webhook URL with sample meeting data
2. Check execution log for any errors
3. Verify PDF in Google Drive
4. Check emails were sent
5. Confirm tasks created in Google Tasks

Example Input Format

POST : https://your-n8n-instance.com/webhook/meeting-minutes

Headers:

• Content-Type: application/json

• Body:

{
  "title": "Weekly Team Standup",
  "date": "2025-09-29",
  "participants": [
    "[email protected]",
    "[email protected]",
    "[email protected]"
  ],
  "duration": "30 minutes",
  "transcript": "John started the meeting by discussing the progress on the API development. Sarah mentioned that she's working on the dashboard and needs to prepare mockups by Thursday. The team agreed that Sarah will review the API documentation before the client demo on Friday. Akshita confirmed she finished the database schema redesign and needs to schedule a meeting with DevOps team by next Monday to discuss production deployment."
}

This will generate:

• Professional PDF with summary and action items
• Emails to all participants
• Individual task emails to John, Sarah, and Joe
• Tasks in Google Tasks
• Slack notification

Output

After execution, you'll get:

1. Professional PDF stored in Google Drive
2. Email sent to all participants with meeting overview
3. Individual emails to each assignee with their tasks
4. Slack notification with summary and download link
5. Tasks created in Google Tasks with deadlines

CUSTOMIZATION:

• Modify PDF styling in "Generate PDF Document" node
• Adjust email templates in Gmail nodes
• Change AI prompts in OpenAI nodes for different output
• Modify priority/deadline logic in "Parse and Enrich Data"

Troubleshooting

Workflow stops at validation:

• Ensure transcript has >50 words
• Check that webhook payload is correctly formatted

No PDF generated:

• Verify htmlcsstopdf API credentials
• Check API usage limits

Tasks not created:

• Verify deadline format is YYYY-MM-DD
• Check Google Tasks API connection

Emails not sending:

• Confirm Gmail OAuth2 is connected
• Check that email addresses are valid

Support

For issues or questions, visit the n8n community forum.

License

MIT License - Feel free to modify and share!