AI agent for project management and meetings with Airtable and Fireflies
Video Guide I prepared a comprehensive guide detailing how to create a Smart Agent that automates meeting task management by analyzing transcripts, generating tasks in Airtable, and scheduling follow-ups when necessary. [](https://www.youtube.com/watch?v=0TyX7G00x3A) Youtube Link Who is this for? This workflow is ideal for project managers, team leaders, and business owners looking to enhance productivity during meetings. It is particularly helpful for those who need to convert discussions into actionable items swiftly and effectively. What problem does this workflow solve? Managing action items from meetings can often lead to missed tasks and poor follow-up. This automation alleviates that issue by automatically generating tasks from meeting transcripts, keeping everyone informed about their responsibilities and streamlining communication. What this workflow does The workflow leverages n8n to create a Smart Agent that listens for completed meeting transcripts, processes them using AI, and generates tasks in Airtable. Key functionalities include: Capturing completed meeting events through webhooks. Extracting relevant meeting details such as transcripts and participants using API calls. Generating structured tasks from meeting discussions and sending notifications to clients. Webhook Integration: Listens for meeting completion events to trigger subsequent actions. API Requests for Data: Pulls necessary details like transcripts and participant information from Fireflies. Task and Notification Generation: Automatically creates tasks in Airtable and notifies clients of their responsibilities. Setup N8N Workflow Configure the Webhook: Set up a webhook to capture meeting completion events and integrate it with Fireflies. Retrieve Meeting Content: Use GraphQL API requests to extract meeting details and transcripts, ensuring appropriate authentication through Bearer tokens. AI Processing Setup: Define system messages for AI tasks and configure connections to the AI chat model (e.g., OpenAI's GPT) to process transcripts. Task Creation Logic: Create structured tasks based on AI output, ensuring necessary details are captured and records are created in Airtable. Client Notifications: Use an email node to notify clients about their tasks, ensuring communications are client-specific. Scheduling Follow-Up Calls: Set up Google Calendar events if follow-up meetings are required, populating details from the original meeting context.
By Mark ShcherbakovAutomated sales proposal & summary generator using GPT-4o, Sheets, Drive & Gmail
📘 Description: This workflow automates the creation, storage, and reporting of personalized sales collateral for booked leads using GPT-4o, Google Sheets, Google Drive, and Gmail. It pulls leads from a central sheet, filters booked ones, generates AI-written sales materials (summary, one-pager, and proposal), uploads the output to Drive, updates the sheet with proposal links, and emails a consolidated HTML summary to the marketing inbox. It serves as a full-cycle AI-powered outreach content generator that transforms structured lead data into ready-to-use collateral in minutes. ⚙️ What This Workflow Does (Step-by-Step) ▶️ When Clicking ‘Execute Workflow’ (Manual Trigger) Starts the automation manually, fetching the latest lead records for batch processing. 📊 Retrieve Lead Records from Google Sheets Pulls all lead details (company name, contact, email, booking status, etc.) from the outreach automation sheet used as the CRM base. 🧩 Validate Lead Data Payload Checks each row for a valid email format. ✅ Valid entries proceed to booking filter. ❌ Invalid ones are logged to an error sheet. ⚠️ Log Invalid Leads to Google Sheets Stores incomplete or malformed lead data in a separate tab for cleanup without interrupting execution. 🎯 Filter for Booked Leads Isolates leads marked as BOOKED—the confirmed clients eligible for personalized collateral generation. ⚙️ Configure GPT-4o Model (Azure OpenAI) Initializes the GPT-4o model to generate tailored text content based on lead data (company, title, industry, etc.). 🧠 Generate Sales Collateral (AI) Uses GPT-4o to produce three structured assets per lead: 1️⃣ Sales Summary — a concise 80-word follow-up note. 2️⃣ One-Pager — headline + three selling points + CTA. 3️⃣ Proposal Draft — introduction, scope, timeline, and next steps. All outputs returned as structured JSON for parsing. 🧹 Parse AI JSON Output Cleans and normalizes GPT-4o responses, ensuring JSON integrity and consistency across all generated materials. 📄 Convert Collateral into Text Reports Compiles each lead’s collateral into a .txt report containing all three sections. Formatting uses clean dividers and labeled blocks for readability. ☁️ Upload Sales Collateral to Google Drive Uploads each generated file to the collatral data Drive folder. Returns both view and download links for each report. 🔗 Map Uploaded Files with Lead Data Cross-references uploaded files with corresponding leads using index mapping. Prepares structured data with Email, ProposalLink, and timestamps. ✅ Update Lead Record with Proposal Link Updates the source Google Sheet, attaching each lead’s proposal link for traceability and internal access. 🗂️ Aggregate Uploaded File Metadata Compiles an HTML-formatted list of uploaded reports (file names and links). Calculates total processed leads for the summary section. ✉️ Generate Sales Summary Email (AI) Uses GPT-4o to create a clean HTML report section containing: Total booked leads processed Linked list of uploaded files Short insights paragraph summarizing sales activity 📧 Send Sales Summary Email via Gmail Delivers the HTML report to the internal inbox (e.g., newscctv22@gmail.com) with subject “Sales Collateral Summary.” The email is formatted for Gmail/Outlook rendering and ready for forwarding to management. 🧩 Prerequisites Google Sheets and Drive OAuth setup (Techdome account) Azure OpenAI GPT-4o credentials Gmail integration for report delivery 💡 Key Benefits ✅ Eliminates manual collateral drafting for booked leads ✅ Auto-updates CRM sheets with proposal links ✅ Generates consistent, professional B2B materials in real time ✅ Provides an instant HTML summary for daily or weekly reporting ✅ Ensures full traceability of every proposal created 👥 Perfect For B2B marketing and pre-sales teams Agencies managing client acquisition pipelines Business development operations using Google Sheets as CRM Teams seeking AI-driven, hands-off collateral generation and reporting
By Rahul Joshi