AI Meeting Action Processor: Fireflies to Airtable & Beyond

Unlock Automated Post-Meeting Productivity with this AI Agent

This AI Agent transforms your Fireflies.ai meeting transcripts into actionable outcomes. It intelligently analyzes discussions from project meetings, identifies tasks specifically for you, assigns them in Airtable, communicates updates and relevant tasks to clients via Gmail, and even schedules necessary follow-up meetings in Google Calendar with Google Meet. Stop drowning in post-meeting admin and let this AI Agent streamline your workflow, ensuring nothing falls through the cracks.

Key Features & Benefits

• AI-Powered Transcript Processing: Leverages OpenAI's GPT-4o and Langchain to deeply understand Fireflies meeting transcripts, specifically looking for project-related discussions.
• Targeted Task Extraction: Identifies action items meant for you (configurable) and automatically creates detailed tasks in your designated Airtable base.
• Automated Client Notifications: Generates and sends personalized email summaries including the meeting's gist and specific action items to client participants via Gmail, keeping them informed and engaged.
• Intelligent Follow-Up Scheduling: If the AI determines a follow-up call is necessary based on the transcript, it proactively creates a Google Calendar event with a Google Meet link and invites relevant participants.
• Customizable AI Behavior: The core logic is driven by a system prompt in the AI Agent node. Tailor instructions for task identification, project criteria (e.g., keyword in title), and notification content to fit your exact needs. Remember to replace placeholders like [YOUR NAME HERE] and [YOUR EMAIL HERE] in the AI agent and tool configurations.
• Seamless Tool Orchestration: The AI Agent uses integrated tools for Airtable, Gmail, and Google Calendar, making decisions on when and how to use them based on the meeting content.

• An n8n instance (Cloud or self-hosted).
• Fireflies.ai account and API Key.
• OpenAI API Key with access to GPT-4o (or a compatible model, e.g., gpt-4).
• Airtable account, a Base, a Table for tasks, and a Personal Access Token or OAuth credentials.
• Gmail account credentials (OAuth2 recommended for security).
• Google Calendar account credentials (OAuth2 recommended).

1. Download the n8n workflow JSON file.
2. Import the workflow into your n8n instance.
3. Webhook Configuration:
   • The 'Webhook' node (named "Webhook") creates a unique URL when the workflow is active. Copy this URL.
   • In your Fireflies.ai settings, configure a webhook to send meeting completion events (transcripts ready) to this n8n webhook URL.
4. Fireflies API Access:
   • In the 'Get Meeting Content' node (HTTP Request type), locate the 'Header Parameters'.
   • Replace Bearer [YOUR API KEY HERE] with your actual Fireflies API Bearer token (e.g., Bearer YOUR_FIREFLIES_API_TOKEN).
5. OpenAI Configuration:
   • Select the 'OpenAI Chat Model' node. In the 'Credentials' section, connect your OpenAI account by providing your API Key.
   • Select the 'AI Agent' node. Review and customize the systemMessage in the 'Options' tab. This prompt guides the AI's behavior.
   • Crucially, replace placeholders like [YOUR NAME HERE] within the systemMessage. Also, inspect the description field of the 'Create Tasks' and 'Notify Client About Tasks' tool nodes (connected to the AI Agent) for any similar placeholders (e.g., [YOUR EMAIL HERE]) and update them with your information.
6. Airtable Task Creation Setup:
   • The 'AI Agent' uses a tool named 'Create Tasks'. This tool (@n8n/n8n-nodes-langchain.toolWorkflow node) is configured to trigger a specific part of this same workflow to handle the actual task creation in Airtable.
   • Locate the 'Create Task' node (Airtable type, it's connected after a 'Split Out' node, which itself follows an 'Execute Workflow Trigger' node).
   • Configure this 'Create Task' node: connect your Airtable credentials, select your Airtable Base, and choose the Table where tasks should be created.
   • Verify the column mappings under 'Columns' (e.g., Name, Project, Due Date, Priority, Description) match your Airtable table structure.
7. Gmail Notification Setup:
   • Select the 'Notify Client About Tasks' node (Gmail Tool type). In the 'Credentials' section, connect your Gmail account (OAuth2 is recommended).
   • Review the Subject and Message fields; the AI will populate parts of the message dynamically using $fromAI expressions.
8. Google Calendar Event Setup:
   • Select the 'Create Event' node (Google Calendar Tool type). In the 'Credentials' section, connect your Google Calendar account (OAuth2 recommended).
   • Ensure the 'Calendar' field is set to the correct calendar for new events.
9. Testing:
   • Manually trigger the workflow with sample data (e.g., a valid Fireflies meetingId in the 'Get Meeting Content' node's 'Run Once' input, or send a test payload to the Webhook URL) to verify all connections and logic function correctly.
   • Check Airtable for task creation, your email for notifications, and Google Calendar for event scheduling.
10. Activate Workflow: Once satisfied with testing, activate the workflow to process meetings automatically.