The Meeting Bridge

Description

GOAL
Build a workflow that automatically retrieves the transcript and metadata after every meeting, creates a structured memo with action items from it, files the memo in the note system, and prepares or sends a follow-up email to all participants.

Adapt the structure to the concepts of your automation tool, for example nodes, steps, zaps, or agent actions. While doing so, preserve the trigger logic, the sequence, the dispatch branch, and the data flow.

TRIGGER
Type: meeting end as a calendar event.
Delay: five to ten minutes, so the transcript is fully available before the workflow starts.

STEPS
1. Retrieve transcript and metadata: load the transcript from the meeting tool (Zoom, Meet, or Teams), together with participant list, date, duration, and recording link from the calendar event.
2. AI step: meeting analysis and memo. Use exactly the "Meeting analysis and memo" prompt below.
3. Save the memo: file the memo in the note system (Notion, OneNote, or similar) in structured form, including metadata and recording link.
4. AI step: follow-up email. Use exactly the "Follow-up email" prompt below, with the memo from step 2 as input.
5. Branch (dispatch rule): if only internal participants are involved, send the email automatically. If at least one external participant is involved, save the email as a draft for review. This rule is mandatory, not optional.

PROMPTS (use exactly and unchanged)
Prompt 1, meeting analysis and memo:
"""
Analyze the following meeting transcript and create a structured meeting memo.

Meeting details:
Date: [MEETING_DATE]
Participants: [PARTICIPANT_LIST]
Duration: [MEETING_DURATION]

Transcript:
[MEETING_TRANSCRIPT]

Create a meeting memo with the following structure:

# Meeting summary

## Key topics
Summarize the three to five most important topics discussed.

## Decisions
List all decisions made.

## Action items
Create a numbered list of all tasks with the responsible person and deadline, where mentioned in the transcript.

## Next steps
Describe the agreed next steps and the further course of action.

## Open questions
List unresolved questions or postponed topics.

Observe [COMPANY_TONE] and prioritize clarity and actionability.
"""

Prompt 2, follow-up email:
"""
Create a professional follow-up email based on the following meeting memo.

Meeting memo:
[MEETING_MEMO]

Email requirements:
Subject line: short and to the point, includes meeting topic and date
Salutation: [SALUTATION_STYLE]
Tone: [COMPANY_TONE]
Structure: brief introduction, summary of key points, action items with owners, thanks and outlook

Additional information:
Next meeting: [NEXT_MEETING]
Special notes: [SPECIAL_NOTES]

Phrase the email so it can be sent directly. Highlight action items clearly so each person immediately recognizes their tasks.
"""

DATA FLOW
Trigger to step 1: calendar event with meeting title, date, participant list, and recording link.
Step 1 to step 2: [MEETING_DATE], [PARTICIPANT_LIST], [MEETING_DURATION], [MEETING_TRANSCRIPT].
Step 2 to step 3 and 4: the finished memo as [MEETING_MEMO].
Calendar to step 4: [NEXT_MEETING], where a next shared appointment exists, otherwise left empty.
Step 1 to step 5: the participant domains for the internal versus external check.

ERROR HANDLING
Transcript not yet available: increase the delay, or retry up to three times instead of proceeding with an empty memo. If it is still empty, notify the organizer.
Meeting without a transcript because transcription was disabled: skip the run and send a notice instead of generating a memo from missing data.
External participants involved: never send automatically, strictly enforce the dispatch rule from step 5.
Participant list incomplete: check calendar permissions for attendee data.
Very long transcript close to the token limit: split it into sections, analyze each section individually, and merge the results in the memo.

PLACEHOLDER CONVENTION
All placeholders in square brackets are variables. Mapped dynamically are [MEETING_DATE], [PARTICIPANT_LIST], [MEETING_DURATION], [MEETING_TRANSCRIPT], [MEETING_MEMO], and [NEXT_MEETING], as described in the data flow. Not dynamic are [COMPANY_TONE], [SALUTATION_STYLE], and [SPECIAL_NOTES]. Set these manually before activation, [SPECIAL_NOTES] stays empty where there is nothing to add. The square brackets inside the memo structure itself are formatting instructions to the language model and stay unchanged. List all placeholders that require manual configuration separately at the end.

SELF CHECK BEFORE COMPLETION
Check, before you report the workflow as finished:
1. Are all steps connected correctly, including the transcript delay and the internal versus external dispatch branch?
2. Are both prompts inserted in full and unchanged, and are all dynamic placeholders mapped?
3. Is the memo filed in the right place in the note system, together with metadata and recording link?
4. Are all points listed that require manual configuration: the meeting tool with transcription enabled, calendar access, the note system destination, the internal domains for the dispatch rule, [COMPANY_TONE] and [SALUTATION_STYLE], and the LLM access?

Working prompts

Analyze the following meeting transcript and create a structured meeting memo.

Meeting details:
Date: [MEETING_DATE]
Participants: [PARTICIPANT_LIST]
Duration: [MEETING_DURATION]

Transcript:
[MEETING_TRANSCRIPT]

Create a meeting memo with the following structure:

# Meeting summary

## Key topics
Summarize the three to five most important topics discussed.

## Decisions
List all decisions made.

## Action items
Create a numbered list of all tasks with the responsible person and deadline, where mentioned in the transcript.

## Next steps
Describe the agreed next steps and the further course of action.

## Open questions
List unresolved questions or postponed topics.

Observe [COMPANY_TONE] and prioritize clarity and actionability.

Create a professional follow-up email based on the following meeting memo.

Meeting memo:
[MEETING_MEMO]

Email requirements:
Subject line: short and to the point, includes meeting topic and date
Salutation: [SALUTATION_STYLE]
Tone: [COMPANY_TONE]
Structure: brief introduction, summary of key points, action items with owners, thanks and outlook

Additional information:
Next meeting: [NEXT_MEETING]
Special notes: [SPECIAL_NOTES]

Phrase the email so it can be sent directly. Highlight action items clearly so each person immediately recognizes their tasks.

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