Yuki Hirota
TMD Co., Ltd., CEO / AI Engineer & AI Consultant dTosh Inc., Assistant to the CEO
Templates by Yuki Hirota
Automate meeting transcription & minutes distribution with OpenAI and Google Drive
Automated Meeting Recording Transcription & Minutes Distribution Workflow Managing meeting recordings manually—downloading audio, transcribing it, summarizing key points, saving documents, and notifying the team—quickly becomes repetitive and inefficient. This workflow eliminates all of those manual steps by automatically detecting new audio files uploaded to a designated Google Drive folder, converting them into high-quality transcripts using OpenAI, summarizing them into structured meeting minutes, transforming the content into a text file, uploading it back to Google Drive, and finally notifying a Chatwork room with the completed summary. What used to take hours can now be completed automatically within minutes, ensuring consistency, accuracy, and faster information sharing. Who’s it for This workflow is ideal for: Teams that need high-quality, client-ready meeting minutes generated automatically Project managers who require accurate summaries, decision tracking, and action items without manual effort Cross-functional teams handling multiple meetings and requiring structured, searchable documentation Organizations using Google Meet, Zoom, or Teams where recordings must be turned into polished minutes Anyone who wants a consistent, AI-assisted system that analyzes discussions, extracts insights, and formats them professionally By leveraging an advanced Meeting Minutes Generation System—capable of key-point extraction, noise reduction, speaker/topic organization, and review support—this workflow ensures that every meeting is transformed into a clean, structured, and highly usable document. --- How it works Audio file upload triggers the workflow When a new recording is uploaded to the designated Google Drive folder, the Google Drive Trigger immediately activates and begins processing. The audio file is downloaded The file is retrieved from Google Drive and prepared in binary format for accurate transcription. AI-powered transcription The audio is sent to OpenAI’s transcription engine, producing a complete and highly accurate transcript of the meeting. Generate structured, client-ready meeting minutes The transcript is processed by a specialized Meeting Minutes Generation System powered by a multi-step prompt. Instead of using a fixed template, the system intelligently analyzes the transcription and automatically generates a professionally structured document using the following capabilities: Extraction of key points while removing irrelevant conversation Organization of content by speaker, topic, and logical flow Automatic construction of headings and document structure Draft generation based on client-facing writing standards Review-support logic that allows refinement and improved readability Task-based orchestration (ingestion → key-point extraction → draft generation → review → final approval) Because the system dynamically determines the optimal structure, the resulting minutes adapt to the content of each meeting rather than following a rigid set of categories. If certain information cannot be derived from the transcript, the system will appropriately leave it out rather than forcing placeholder sections. Convert the minutes into a file The structured minutes are converted into a .txt or .docx document, ready for submission or archival. Upload the finalized document The completed meeting minutes are uploaded to a specific Google Drive folder and saved using a timestamped filename. Notify Chatwork A formatted notification—including the summarized content—is automatically posted to a Chatwork room, ensuring immediate team visibility. --- How to set up Import the workflow into your n8n environment. Authenticate Google Drive and select the folder to monitor for new recordings. Connect your OpenAI API keys for both transcription and structured minutes generation. Specify the Google Drive folder where the finished documents should be stored. Add your Chatwork API token and room ID for automated notifications. Upload a sample audio file to confirm the full end-to-end pipeline works correctly. --- Requirements n8n instance (cloud or self-hosted) Google Drive account with appropriate folder permissions OpenAI API credentials Chatwork API token Supported audio formats like mp3, wav, m4a, etc. --- How to customize the workflow Modify the minutes-generation prompt to reflect your organization’s preferred format Add Slack, Teams, or Discord notifications in addition to Chatwork Route different types of meetings to different folders or templates Save transcript and structured minutes separately for compliance or analysis Log metadata or decisions into Google Sheets or project management tools Store minutes in a vector database to enable semantic search across past meetings Attach the final document directly as a file in Chatwork Extend the system to support revision cycles, reviewer comments, or approval workflows
By Yuki HirotaAutomate task deadline reminders with Google Sheets and Gmail (Today/3-Day/7-Day)
Task Deadline Reminder Workflow (Today / 3-Day / 7-Day) Task deadline management manually is inefficient and leads to missed deadlines—especially when teams rely on spreadsheets and individual reminders. This workflow automates the entire follow-up process by reading a centralized task sheet in Google Sheets every morning, checking the deadline for each task, and sending automatic email notifications to the responsible person based on urgency. Tasks due today, within three days, or within one week are identified and routed to customized Gmail notifications, ensuring that every team member is aware of upcoming deadlines without manual checking. Who’s it for This workflow is ideal for teams and organizations that manage multiple tasks across departments and need a reliable way to stay on top of deadlines. It is especially useful for: Project managers coordinating many deadlines Back-office teams monitoring routine operational tasks Organizations with distributed members Anyone who relies on spreadsheets but needs automated follow-up By integrating Google Sheets, n8n, and Gmail, you gain a proactive notification system that keeps everyone aligned and reduces the risk of forgotten tasks. How it works Daily trigger The workflow runs every morning at 9:00 using a Schedule Trigger. Load task list from Google Sheets The workflow retrieves all rows from the designated spreadsheet, including task name, deadline, responsible person, and email address. Process tasks individually A loop node evaluates each task one by one. Evaluate deadline conditions Due today: Deadline matches today’s date Due within 3 days: Deadline falls between today and three days ahead Due within 7 days: Deadline falls between today and one week ahead Send notifications Depending on urgency: “本日が締め切りです” for tasks due today “タスク期限が三日前となりました” for tasks due within 3 days “タスクの期限が一週間以内です” for tasks due within 7 days Each email is automatically sent to the responsible person based on the “メールアドレス” field in the sheet. Complete processing The loop continues until all task rows have been checked. How to set up Import the workflow into your n8n instance Authenticate Google Sheets and select the task spreadsheet Authenticate Gmail as the sender account Confirm required columns: タスク, 期限, 担当, メールアドレス Adjust time, message text, or conditions based on your internal rules Requirements Active n8n instance Google Sheets access with permission to read the task list Gmail OAuth connection for email sending Spreadsheet with at least: task name, deadline, responsible person, email address How to customize You can expand and refine this workflow to match your company’s processes: Add Slack, Chatwork, or LINE notifications Add overdue task detection Add task priority sorting (High / Medium / Low) Log notifications back into the spreadsheet Send daily summary reports to managers This workflow provides a flexible foundation for building a complete automated task governance system.
By Yuki Hirota