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Transform meeting notes into action items with Gemini & Google Workspace

Khaisa StudioKhaisa Studio
1877 views
2/3/2026
File ManagementEmail NotificationGoogle DriveAutomationWatcher
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This workflow contains community nodes that are only compatible with the self-hosted version of n8n.

❓ What Problem Does It Solve?

Manual transcription and action planning from meeting notes is often error-prone, time-consuming, and inconsistent. Important tasks, decisions, or deadlines can be overlooked or delayed. This workflow solves these pain points by automatically analyzing notes using AI and turning them into actionable, structured data. It drastically reduces follow-up delays, miscommunications, and administrative effort, letting teams focus on execution instead.

💡 Why Use Google Meet Automation?

  • Save Hours of Manual Work: Automatically transform raw meeting notes into structured tasks and emails without lifting a finger.
  • Ensure Accurate Follow-up: Never miss important action items or decisions buried in text; everything is extracted and assigned clearly.
  • Improve Team Collaboration: Instantly distribute meeting summaries and next steps to attendees, keeping everyone aligned.
  • Leverage Advanced AI: Utilize Google Gemini’s powerful natural language processing tailored specifically for meetings.
  • Fully End-to-End Automated: From receiving notes to task creation and email dispatch — your post-meeting workflow is completely hands-free.

⚡ Who Is This For?

  • Project Managers: Streamline task delegation and keep project timelines on track.
  • Team Leads: Quickly communicate key takeaways and follow-ups to team members.
  • Sales and Account Teams: Document client meetings efficiently and automate follow-up outreach.
  • Remote Teams: Ensure clarity and continuity after virtual meetings.
  • Executives: Get concise summaries and important decision logs automatically.

🔧 What This Workflow Does

  • ⏱ Trigger: Activated via a POST webhook receiving meeting notes, title, attendees, date, and duration.
  • 📎 Step 2: Validates inputs; if missing required fields, sends an error response.
  • 🔍 Step 3: Extracts and formats meeting data into structured variables for processing.
  • 🤖 Step 4: Sends meeting notes to Google Gemini AI for advanced analysis to identify action items, decisions, summaries, follow-ups, and dates.
  • 💌 Step 5: Splits AI responses to create Google Tasks from action items and send personalized follow-up emails via Gmail.
  • 🗂 Step 6: Generates a Google Docs meeting summary document and finally returns a success response with all processed results.

🔐 Setup Instructions

  1. Import the provided Google Meet Automation.json file into your n8n instance. use Payload example

  2. Set up credentials for:

    • Google OAuth2 API (Google Tasks, Google Docs)
    • Gmail OAuth2 API for sending emails
    • Google Palm API (for Google Gemini AI access)

  3. Customize workflow parameters:

    • Webhook URL and access permissions
    • Google Tasks project or folders if applicable
    • Email templates if desired (subject line, branding)

  4. Update any API endpoints or credential references to match your account setup.

  5. Thoroughly test with sample meeting note payloads to ensure smooth execution.

🧩 Pre-Requirements

  • Active n8n instance (Cloud or Self-hosted)

  • Google Cloud Platform project with:

    • Google Tasks API enabled
    • Google Docs API enabled
    • Gmail API enabled
    • Google Palm API access (Google Gemini AI)

  • Valid OAuth2 credentials configured in n8n for above services

  • API quota and permissions for sending emails, creating docs, and tasks

🛠️ Customize It Further

  • Integrate with calendar apps (Google Calendar, Outlook) to auto-schedule next meetings.
  • Add Slack or Microsoft Teams notifications for real-time alerts.
  • Extend AI prompt for deeper insights like sentiment analysis or risk flags.
  • Customize email templates with branding, signatures, or attachments.
  • Connect task outputs with project management tools like Asana, Trello, or Jira.

📞 Support

Made by: khaisa Studio Tag: automation, google meet, meeting notes, AI, google tasks, gmail, google docs Category: Productivity Need a custom? Contact Us

Transform Meeting Notes into Action Items with Gemini & Google Workspace

This n8n workflow automates the process of extracting action items from meeting notes and organizing them into Google Tasks. It leverages the power of Google Gemini's AI capabilities to understand and structure unstructured text, making your meeting follow-up more efficient.

What it does

This workflow performs the following steps:

  1. Receives Meeting Notes: It starts by listening for incoming meeting notes via a webhook. This could be triggered by various sources, such as a form submission, a new Google Doc, or an email.
  2. Extracts Action Items with Gemini: It sends the received meeting notes to the Google Gemini Chat Model.
    • It uses a "Basic LLM Chain" to prompt Gemini to identify and extract action items.
    • A "Structured Output Parser" ensures that the extracted action items are formatted into a consistent JSON structure, including details like the task description, assignee, and due date.
  3. Filters for Valid Action Items: An "If" node checks if the AI successfully extracted any action items.
  4. Splits Out Individual Action Items: If action items are found, the "Split Out" node separates them into individual data items, allowing each action item to be processed independently.
  5. Creates Google Tasks: For each extracted action item, it creates a new task in Google Tasks.
  6. Sends Confirmation Email (Optional): After creating the tasks, it can optionally send a confirmation email via Gmail (though this part is not fully configured in the provided JSON, it's a potential next step).
  7. Responds to Webhook: Finally, it responds to the initial webhook, indicating the successful processing of the meeting notes.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Google Account: A Google account with access to:
    • Google Gemini API Key: For the "Google Gemini Chat Model" node.
    • Google Tasks: To create new tasks.
    • Gmail (Optional): If you intend to send confirmation emails.
    • Google Docs (Optional): If your meeting notes originate from Google Docs.
  • Webhook Source: An application or service that can send meeting notes to the n8n webhook URL.

Setup/Usage

  1. Import the Workflow:
    • Copy the provided JSON content.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the "Import from JSON" button and paste the JSON content.
  2. Configure Credentials:
    • Locate the "Google Gemini Chat Model" node and configure your Google Gemini API Key credential.
    • Locate the "Google Tasks" node and configure your Google account (OAuth2) credential.
    • (Optional) If you plan to use the "Gmail" node, configure your Google account (OAuth2) credential for Gmail.
  3. Configure the Webhook Trigger:
    • Locate the "Webhook" node.
    • Set the "Webhook URL" to a unique endpoint. This is the URL you will send your meeting notes to.
    • Choose the "HTTP Method" (e.g., POST).
  4. Customize AI Prompt (Optional but Recommended):
    • Open the "Basic LLM Chain" node.
    • Review and adjust the prompt to accurately guide Gemini in extracting action items based on the typical format of your meeting notes.
    • Ensure the "Structured Output Parser" node's schema matches the desired output format of your action items (e.g., {"actionItems": [{"task": "string", "assignee": "string", "dueDate": "string"}]}).
  5. Test the Workflow:
    • Activate the workflow.
    • Send a sample meeting note (as JSON or plain text, depending on your webhook configuration) to the generated Webhook URL.
    • Check your Google Tasks to see if new tasks were created.
    • Review the workflow execution history in n8n to debug any issues.
  6. Integrate with your Meeting Notes Source:
    • Set up your meeting notes application (e.g., a Google Docs add-on, a custom script, or another n8n workflow) to send the meeting notes content to the configured webhook URL.

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