- n8n v1.50 or higher
- A Gmail account with OAuth2 credentials configured
- An Airtable base containing:
- Table People with a Full Name field (and email).
- Table Sessions with fields: DateTime, Duration, Quick Summary, Detailed Summary, Next Steps, and a Linked Record to People.
- An Airtable Personal Access Token with read/write access to that base.

n8n Workflow: Create and Send Client Session Summaries from Zoom Meetings via Gmail

This n8n workflow automates the process of generating and sending client session summaries after Zoom meetings, leveraging Gmail for communication. It's designed to streamline post-meeting follow-up, ensuring clients receive timely and relevant information.

What it does

This workflow simplifies the post-meeting follow-up by performing the following steps:

1. Triggers on new Gmail messages: The workflow starts when a new email is received in a specified Gmail account. This acts as a trigger for processing potential meeting summary requests.
2. Processes email content (Placeholder): A Function node is included, which typically would contain custom JavaScript logic to parse the incoming email, extract relevant meeting details (e.g., meeting ID, client name, summary content), or determine if a summary needs to be generated.
3. Makes an HTTP Request (Placeholder): An HTTP Request node is present, which would usually be used to interact with an external API. In the context of creating session summaries, this could involve:
   • Fetching Zoom meeting recordings or transcripts.
   • Interacting with a Large Language Model (LLM) like OpenAI to generate a summary from a transcript.
   • Retrieving client information from a CRM or Airtable.
4. Conditional Logic (Placeholder): An If node is included, allowing for conditional branching based on the data processed. This could be used to:
   • Check if all necessary information for a summary is available.
   • Determine if the email is indeed a summary request.
   • Decide whether to send the summary or handle an error.
5. Sends Email via Gmail (Placeholder): A Gmail node is set up to send emails. In a complete workflow, this node would be responsible for sending the generated client session summary to the client, potentially including a link to the recording, key takeaways, and next steps.
6. Sticky Note: A sticky note is included for documentation or temporary notes within the workflow.

Note: Based on the provided JSON, the Function, HTTP Request, and If nodes are present but do not contain specific configurations or code. They represent the intended logical flow and integration points within the workflow.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running instance of n8n.
• Gmail Account: Configured as a credential in n8n for both triggering on new emails and sending emails.
• Zoom Account (Implied): If the goal is to summarize Zoom meetings, access to Zoom meeting data (recordings, transcripts) would be required, likely through an API.
• Airtable Account (Implied by directory name): If client sessions are tracked in Airtable, an Airtable credential might be needed to update records or fetch client details.
• OpenAI API Key or similar LLM (Implied): To generate summaries from meeting transcripts, an API key for a language model would be necessary.

Setup/Usage

1. Import the workflow: Download the workflow JSON and import it into your n8n instance.
2. Configure Credentials:
   • Set up a Gmail OAuth2 credential for the Gmail Trigger node to listen for new emails.
   • Set up another Gmail OAuth2 credential for the Gmail node to send out the session summaries.
   • (If applicable) Configure credentials for any other services like Zoom, Airtable, or OpenAI if you implement those integrations within the placeholder nodes.
3. Customize the Nodes:
   • Gmail Trigger: Configure the Gmail Trigger node to listen for specific emails (e.g., emails with a certain subject line or from a particular sender) that indicate a request for a session summary.
   • Function (Node 14): Add custom JavaScript code to this node to parse the incoming email, extract relevant meeting information, and prepare data for summary generation.
   • HTTP Request (Node 19): Configure this node to interact with external APIs. For example, to fetch Zoom meeting data, send transcripts to an LLM for summarization, or retrieve client data from Airtable.
   • If (Node 20): Define conditions in this node to control the workflow's flow based on the processed data (e.g., if (summaryGenerated === true)).
   • Gmail (Node 356): Customize the email content, recipient, and subject line to send the generated session summary. You will likely use expressions to dynamically insert information from previous nodes (e.g., client name, summary text).
4. Activate the Workflow: Once configured, activate the workflow to start automatically processing new Gmail messages and generating/sending client session summaries.