AI Meeting Transcript to Slack Action Items

Who it's for

Ops teams, agencies, and founders who receive meeting recap emails from Otter.ai, Fireflies, Zoom, Google Meet, or similar tools and need assigned action items in Slack without manual copy-paste.

What it does

This workflow watches Gmail for transcript notification emails, extracts meeting metadata and transcript text, skips duplicates using a Google Sheets audit log, uses OpenAI to extract summary, decisions, action items (with owners and due dates), and risks, routes alerts to different Slack channels, and logs both meeting summaries and individual action item rows.

Urgent action items (critical/high priority or due within 48 hours) go to an escalation channel. Standard action items go to a team actions channel. FYI-only meetings are logged without Slack noise.

How it works

1. Gmail Transcript Trigger polls Gmail for new unread emails with the Transcripts label
2. Configure Meeting Alert Settings sets sheet IDs, Slack channels, and urgency threshold
3. Extract Meeting Transcript parses title, date, attendees, platform, and transcript body
4. Read Meeting Audit Log loads existing processed meetings from Google Sheets
5. Check for Duplicate Meeting compares Gmail message IDs and meeting hashes
6. Is New Meeting continues only for new meetings with usable transcript text
7. Analyze Meeting with OpenAI returns summary, decisions, action items, and risks
8. Parse AI Meeting Analysis determines routing (urgent, standard, fyi)
9. Route by Priority branches to the correct notification path
10. Format Slack Alert Message and Send Slack Alert post channel-specific alerts when needed
11. Log Meeting to Sheets appends a full meeting summary row
12. Expand Action Items and Log Action Items to Sheets appends one row per action item

Setup steps

1. Import the workflow JSON into n8n
2. In Gmail, create a Transcripts label and filter transcript emails into it (Otter, Fireflies, Zoom, Meet, etc.)
3. Create a Google Sheet with tabs Meetings and ActionItems using the sample headers
4. Open Configure Meeting Alert Settings and set GOOGLE_SHEET_ID, sheet names, and Slack channel names
5. Connect Gmail OAuth2 on Gmail Transcript Trigger
6. Connect Google Sheets OAuth2 on the read/append nodes
7. Connect OpenAI API credentials on Analyze Meeting with OpenAI
8. Connect Slack OAuth2 on Send Slack Alert
9. Forward or trigger a test transcript email, then activate the workflow

Requirements (optional form fields — add one line each)

n8n Cloud or self-hosted n8n instance Gmail account with OAuth2 credentials configured in n8n Google Sheets account with OAuth2 credentials configured in n8n OpenAI API key configured in n8n Slack workspace with OAuth2 credentials configured in n8n A Google Sheet with Meetings and ActionItems tabs

Customization (optional form fields — add one line each)

Change the Gmail label filter on Gmail Transcript Trigger Edit Slack channel names and URGENT_HOURS_THRESHOLD in Configure Meeting Alert Settings Tune email parsing patterns in Extract Meeting Transcript for your transcript tool Adjust routing rules in Parse AI Meeting Analysis Modify the AI prompt or model in Analyze Meeting with OpenAI

Additional info (optional — paste as one block)

This template targets the "meeting transcript to action items" use case: AI-powered extraction with duplicate protection, priority routing, and a two-tab audit log. Unlike a basic email forwarder, it assigns owners, detects urgency, and creates a searchable task tracker in Google Sheets.

Ideas to extend

• Auto-create Linear/Jira/Asana tasks from high-priority action items
• Post weekly "open action items" digest to Slack on Mondays
• Add a second AI pass to detect missing owners and suggest assignments
• Sync urgent items to a Notion database