Transform meeting notes into action items with Gemini & Google Workspace

Webhook receives meeting notes → Gemini AI extracts structured data → auto-create tasks, send follow-up emails, generate summary doc

Who

Project managers, team leads, sales/account teams, remote teams, executives

You get

Automatically turn meeting notes into structured tasks, follow-up emails, and a meeting summary document

You need

n8n · gemini · gmail · google-tasks · google-docs

Steps

1. Import workflow and configure webhook trigger

   Import the template JSON into your n8n instance. Configure the Webhook Trigger node: method POST, path google-meet-automation, response mode responseNode. Save the Webhook URL for external calls.

2. Configure Google service credentials

   Create and authorize in n8n Credentials: Google Palm API (for Gemini AI), Google Tasks OAuth2, Gmail OAuth2, Google Docs OAuth2. Ensure the corresponding APIs are enabled in your GCP project and the OAuth consent screen is configured.

3. Input meeting data and extract structured variables

   Send a POST request to the Webhook URL with JSON body containing meetingNotes (required), meetingTitle (required), meetingDate (optional, defaults to current time), attendees (optional array), duration (optional, defaults to '60 minutes'). The If node validates required fields and returns an error if missing. The Extract Meeting Data node maps body fields to structured variables.

4. Run AI analysis and output structured results

   The AI Meeting Processor node (Basic LLM Chain) calls the Google Gemini Chat Model, constrained by the Structured Output Parser. Meeting details and notes are passed to the prompt; Gemini returns JSON containing action_items, key_decisions, summary, follow_up_emails, next_meeting, and important_dates.

   Execution prompt · Source text。AI Meeting Processor node text field (custom prompt for Basic LLM Chain)

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   =You are an AI assistant that analyzes Google Meet notes to extract actionable insights.
   
   MEETING DETAILS:
   Title: {{ $json.meetingTitle }}
   Date: {{ $json.meetingDate }}
   Duration: {{ $json.duration }}
   Attendees: {{ $json.attendees.join(', ') }}
   
   MEETING NOTES:
   {{ $json.meetingNotes }}
   
   === INSTRUCTIONS ===
   Please analyze the meeting notes and extract the following information in JSON format:
   
   1. ACTION_ITEMS: Array of tasks with assignee, description, due_date, and priority
   2. KEY_DECISIONS: Array of important decisions made
   3. SUMMARY: Brief meeting summary (2-3 sentences)
   4. FOLLOW_UP_EMAILS: Array of follow-up emails to send with recipient, subject, and content
   5. NEXT_MEETING: Information about next meeting if mentioned
   6. IMPORTANT_DATES: Any dates or deadlines mentioned
   
   Return ONLY valid JSON with this structure:
   {
     "action_items": [
       {
         "assignee": "[email protected]",
         "description": "Task description",
         "due_date": "2025-01-15",
         "priority": "high|medium|low"
       }
     ],
     "key_decisions": ["Decision 1", "Decision 2"],
     "summary": "Meeting summary here",
     "follow_up_emails": [
       {
         "recipient": "[email protected]",
         "subject": "Email subject",
         "content": "Email content"
       }
     ],
     "next_meeting": {
       "date": "2025-01-20",
       "time": "10:00 AM",
       "topic": "Follow-up discussion"
     },
     "important_dates": [
       {
         "date": "2025-01-15",
         "description": "Project deadline"
       }
     ]
   }

5. Distribute tasks, emails and meeting summary

   Split Action Items splits the action_items array into individual items; Create Google Tasks creates each task (title from description, notes include meeting name, assignee, priority, due date). Split Follow-up Emails splits follow_up_emails; Send Follow-up Emails sends HTML emails via Gmail (includes meeting summary and content). Create Meeting Summary Document generates a Google Docs document. The Merge node combines three branches; Success Response returns all processed results.

   Execution prompt · Source text。Create Google Tasks node additionalFields.notes field

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   =Meeting: {{ $('Extract Meeting Data').item.json.meetingTitle }}
   Assignee: {{ $json.assignee }}
   Priority: {{ $json.priority }}
   Due Date: {{ $json.due_date }}
   
   Created from Google Meet automation on {{ $now.toFormat('yyyy-MM-dd HH:mm') }}

   Execution prompt · Source text。Send Follow-up Emails node message field (HTML email body)

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   =<div style="font-family: Arial, sans-serif; max-width: 600px; margin: 0 auto;">
     <h2 style="color: #2563eb;">{{ $json.subject }}</h2>
     
     <div style="background: #f8fafc; padding: 20px; border-radius: 8px; margin: 20px 0;">
       <h3 style="margin-top: 0; color: #374151;">Meeting Summary</h3>
       <p><strong>Meeting:</strong> {{ $('Extract Meeting Data').item.json.meetingTitle }}</p>
       <p><strong>Date:</strong> {{ $('Extract Meeting Data').item.json.meetingDate }}</p>
       <p><strong>Duration:</strong> {{ $('Extract Meeting Data').item.json.duration }}</p>
     </div>
     
     <div style="margin: 20px 0;">
       {{ $json.content }}
     </div>
     
     <hr style="border: none; border-top: 1px solid #e5e7eb; margin: 30px 0;">
     
     <p style="color: #6b7280; font-size: 14px;">
       This email was automatically generated from your Google Meet notes.<br>
       Generated on {{ $now.toFormat('MMMM dd, yyyy \at HH:mm') }}
     </p>
   </div>

You are an n8n workflow setup assistant. The user wants to reproduce the "Transform meeting notes into action items with Gemini & Google Workspace" template. First confirm they have: 1) a self-hosted n8n instance; 2) a Google Cloud Platform project with four OAuth2 credentials; 3) a publicly accessible Webhook URL. Then help import the workflow JSON, map credentials, and test Webhook reception.