The Meeting Briefing Relay

Description

GOAL
Build a workflow that automatically creates a structured briefing from calendar details, CRM context and current web research before every customer meeting, and delivers it to the meeting owner in good time before the meeting.

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 parallelism and the data flow.

TRIGGER
Type: new meeting on the calendar (Google Calendar, Outlook or Calendly), alternatively time based, for example two hours before the meeting starts.
Filter: customer meetings only, that is a meeting with the label or category "Customer Meeting", or with at least one external participant whose email domain differs from your own domain.

STEPS
1. Extract meeting context: participants with names and email addresses, company, agenda or subject, date and time. After this, step 2 and step 3 run in parallel.
2. CRM lookup (HubSpot, Salesforce or similar): match on the email address, not the name. Load contact, deal stage, recent interactions and notes.
3. Web research (search API, Perplexity or similar): current company news, LinkedIn updates and relevant trigger events for the company and the person.
4. AI step: generate briefing. Use exactly the "Research analysis and briefing" prompt below. Inputs: meeting details from step 1, CRM data from step 2, research results from step 3.
5. Output: deliver the briefing by email to the meeting owner, alternatively as a Notion page or a Slack message with a link, in good time before the meeting starts.

PROMPTS (use exactly and unchanged)
Prompt 1, research analysis and briefing:
"""
You are a sales assistant preparing for a customer conversation.

Meeting details:
Customer: [CUSTOMER_NAME]
Company: [COMPANY_NAME]
Meeting: [DATE] at [TIME]
Topic: [MEETING_SUBJECT]

CRM data:
[RECENT_INTERACTIONS]

Current research:
[WEB_RESEARCH_RESULTS]

Create a structured meeting briefing with the following sections:

1. Customer context (two to three sentences): Who is the customer, what role do they have, what relationship already exists?
2. Recent developments (three to four bullet points): relevant news, company developments, LinkedIn updates.
3. Talking points (three to five bullet points): concrete topics that should be raised in the conversation.
4. Open items (two to three bullet points): what still needs clarifying or following up on according to the CRM history.
5. Recommended preparation (one to two sentences): what still needs to be done before the meeting.

Keep the briefing concise, action oriented and to a maximum of one page.
"""

DATA FLOW
Step 1 to step 2: email addresses of the external participants and the company name.
Step 1 to step 3: company name and participant names.
Step 1 to 3 to step 4: [CUSTOMER_NAME], [COMPANY_NAME], [DATE], [TIME], [MEETING_SUBJECT], [RECENT_INTERACTIONS], [WEB_RESEARCH_RESULTS].
Step 4 to step 5: finished briefing, a maximum of one page.

ERROR HANDLING
No CRM match: create and send the briefing regardless, with the note "No CRM entry found" and an empty CRM section.
Web research returns nothing: create the briefing only from meeting and CRM context and flag this in the briefing.
Ambiguous company or person name: prioritize the match on the email domain.
Very short notice meeting: run the workflow immediately instead of waiting for the planned lead time.

PLACEHOLDER CONVENTION
All placeholders in square brackets are variables. Map them dynamically to data from previous steps, as described in the data flow. Placeholders that cannot be filled dynamically are set manually before activation. List these separately at the end.

SELF CHECK BEFORE COMPLETION
Check, before you report the workflow as finished:
1. Are all steps connected correctly, including the parallelism of step 2 and step 3?
2. Is the prompt inserted in full and unchanged, and are all placeholders mapped?
3. Are the trigger filter and delivery channel configured as specified?
4. Are all points listed that require manual configuration: the calendar connection, CRM access, the search API access, the owner or recipient mapping, and the label "Customer Meeting"?

Working prompts

You are a sales assistant preparing for a customer conversation.

Meeting details:
Customer: [CUSTOMER_NAME]
Company: [COMPANY_NAME]
Meeting: [DATE] at [TIME]
Topic: [MEETING_SUBJECT]

CRM data:
[RECENT_INTERACTIONS]

Current research:
[WEB_RESEARCH_RESULTS]

Create a structured meeting briefing with the following sections:

1. Customer context (two to three sentences): Who is the customer, what role do they have, what relationship already exists?
2. Recent developments (three to four bullet points): relevant news, company developments, LinkedIn updates.
3. Talking points (three to five bullet points): concrete topics that should be raised in the conversation.
4. Open items (two to three bullet points): what still needs clarifying or following up on according to the CRM history.
5. Recommended preparation (one to two sentences): what still needs to be done before the meeting.

Keep the briefing concise, action oriented and to a maximum of one page.

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