Automating Meeting Notes with Zapier

This document provides a comprehensive overview of setting up an automated system using Zapier to convert meeting minutes into actionable email items for the team. The process involves creating two distinct Zaps, leveraging tools such as Firefly, Notion, and AI technologies.

Step 1

I Began by establishing two separate Zaps to effectively automate the process of converting meeting minutes into email action items. Having them all in one zapier made it harder to identify difficulties and to have it ready within the time frame I went ahead and did two. The first Zap involves integrating Firefly with Notion, which is necessary for seamless operation.

Step 2

The first Zap is configured to connect Firefly with Notion. Again, This separation of Zaps was found to be the most effective method and ensures robust integration between the platforms.

Step 3

I Selected Firefly as the AI notetaker, based on its proven efficacy from previous usage. The initial step involves setting up the recognition of new emails in Gmail, specifically those labeled as 'Inbox', from the designated account (My personal gmail).

Step 4

Implement a filter using Zapier to proceed only if the email is from Fred of Fireflies. Next, analyze the email content using AI to obtain a meeting recap that includes all relevant talking points and an overview.

Step 5

Subsequent to filtering, engage AI analysis using ChatGPT Mini with the aid of Zapier's AI capabilities. Using the prompt: "Analyze this email from Firefly and extract the key meeting information with a structured summary including meeting title, date, type, date, and time of participants." which were the requirements for this automation.

Step 6

The output fields resulting from the AI analysis include the meeting title, date, and participants, categorizing the information effectively. The next step involves creating a page in Notion.

Step 7

The new page is added under the parent page titled "Zapier Integration" in my private pages. Tests were conducted to confirm the process, such as using a Zoom meeting as a test scenario.

Step 8

Input the meeting details, including the date, participants, meeting link, and duration. Document meeting notes concisely and accurately.

Step 9

Throughout the testing phase, I involved colleagues, such as Raul, to simulate real meeting conditions by providing random action items.