Transform Meeting Notes into Asana Tasks and Slack Summaries

Form-submitted notes → GPT-4o extracts decisions and action items → Creates Asana tasks → Aggregates and sends Slack summary

Who

Sales teams, project managers, anyone who wants to stop manually tracking meeting action items

You get

After each submission of meeting notes, automatically create Asana tasks with assignees and due dates, and send a Slack summary with clickable links

You need

n8n · asana · slack

Steps

1. Submit Meeting Notes

   After importing this template into n8n, the workflow starts with a form trigger (Meeting Notes Form). Fill in and submit: Company Name / Project Name, full meeting notes (AI notetaker transcripts, manual notes, or shared documents), Asana Project ID, and Slack Channel Name. The workflow runs automatically upon submission.

2. AI Extraction of Structured Data

   The form data flows into the OpenAI node (AI Extract Data) using gpt-4o. The system prompt sets the role as an assistant that extracts structured data from meeting notes; the user prompt requests extraction of key_decisions, action_items (with assignee and due_date), next_meeting_date, pain_points, and budget_mentioned, returning a specified JSON format.

   Execution prompt · Source text。System message field of the AI Extract Data node

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   You are a helpful, intelligent personal assistant. You extract structured data from meeting notes.

   Execution prompt · Source text。User message field (content) of the AI Extract Data node; {{ $json[...] }} is an n8n expression replaced at runtime with form input

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   =Extract the following from these meeting notes:
   
   Meeting notes:
   {{ $json["Paste in your meeting notes here"] }}
   
   Return a JSON object with these exact keys:
   {
     "key_decisions": ["decision 1", "decision 2"],
     "action_items": [
       {
         "task": "task description",
         "assignee": "person name or 'Unassigned'",
         "due_date": "YYYY-MM-DD or null"
       }
     ],
     "next_meeting_date": "YYYY-MM-DD or null",
     "pain_points": ["pain point 1", "pain point 2"],
     "budget_mentioned": "dollar amount or null"
   }
   
   Rules:
   - If no action items found, return empty array
   - If no assignee mentioned, use "Unassigned"
   - If no due date mentioned, use null
   - Extract dates in YYYY-MM-DD format

3. Create Asana Tasks

   The Structure Data code node parses the GPT-4o JSON response, splitting each action_item into a separate data item with full meeting context. Then the Create Asana Task node creates a task for each action item: title from the task field, assignee hardcoded to 'me' (the OAuth2-authorized user), due date from due_date, notes containing assignee, company_name, and full meeting_notes, and project set by the Asana Project ID.

   Execution prompt · Source text。JS Code field of the Structure Data node

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   // Get the AI response
   const aiContent = $input.item.json.message.content;
   
   // Get form data
   const formTrigger = $('Meeting Notes Form').item.json;
   
   const formData = {
     company_name: formTrigger["Company Name / Project Name"],
     meeting_notes: formTrigger["Paste in your meeting notes here"],
     asana_project_id: formTrigger["Asana Project ID"],
     slack_channel: formTrigger["Slack Channel Name"] || "#general"
   };
   
   // Parse extracted data
   const extracted = {
     key_decisions: aiContent.key_decisions || [],
     action_items: aiContent.action_items || [],
     next_meeting_date: aiContent.next_meeting_date || null,
     pain_points: aiContent.pain_points || [],
     budget_mentioned: aiContent.budget_mentioned || null
   };
   
   // Create one item per action item with meeting context
   const outputItems = extracted.action_items.map(item => ({
     json: {
       task: item.task,
       assignee: item.assignee,
       due_date: item.due_date,
       company_name: formData.company_name,
       meeting_notes: formData.meeting_notes,
       asana_project_id: formData.asana_project_id,
       slack_channel: formData.slack_channel,
       key_decisions: extracted.key_decisions,
       pain_points: extracted.pain_points,
       next_meeting_date: extracted.next_meeting_date,
       budget_mentioned: extracted.budget_mentioned
     }
   }));
   
   return outputItems;

4. Send Slack Summary

   The Combine Tasks aggregate node merges all Asana task outputs into a single data item. The Format Slack Message code node builds a formatted Slack message containing key decisions, action items with clickable links (including assignee and due date), pain points, budget, and next meeting date. The Send to Slack node delivers the message to the Slack channel specified in Step 1.

   Execution prompt · Source text。JS Code field of the Format Slack Message node

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   // Get aggregated tasks
   const aggregatedData = $input.item.json;
   const tasks = aggregatedData.Tasks || [];
   
   // Get meeting context
   const parseData = $('Structure Data').first().json;
   const company_name = parseData.company_name || "Unknown Company";
   const slack_channel = parseData.slack_channel || "#general";
   const key_decisions = parseData.key_decisions || [];
   const pain_points = parseData.pain_points || [];
   const next_meeting_date = parseData.next_meeting_date;
   const budget_mentioned = parseData.budget_mentioned;
   
   // Format action items
   const actionItems = tasks.map(task => ({
     name: task.name,
     assignee: task.assignee ? task.assignee.name.split('@')[0] : "Unassigned",
     due_date: task.due_on,
     url: task.permalink_url
   }));
   
   // Build Slack message
   let message = `*📝 Meeting Summary: ${company_name}*\n\n`;
   
   if (key_decisions.length > 0) {
     message += `*✅ Key Decisions:*\n`;
     key_decisions.forEach(d => message += `• ${d}\n`);
     message += `\n`;
   }
   
   if (actionItems.length > 0) {
     message += `*📋 Action Items Created (${actionItems.length}):*\n`;
     actionItems.forEach(item => {
       const dueDate = item.due_date ? ` - Due: ${item.due_date}` : "";
       message += `• <${item.url}|${item.name}> - ${item.assignee}${dueDate}\n`;
     });
     message += `\n`;
   }
   
   if (pain_points.length > 0) {
     message += `*⚠️ Pain Points:*\n`;
     pain_points.forEach(p => message += `• ${p}\n`);
     message += `\n`;
   }
   
   if (budget_mentioned) {
     message += `*💰 Budget: ${budget_mentioned}*\n\n`;
   }
   
   if (next_meeting_date) {
     message += `*📅 Next Meeting: ${next_meeting_date}*\n\n`;
   }
   
   const projectName = tasks[0]?.projects?.[0]?.name || "Asana";
   message += `_Project: ${projectName}_`;
   
   return [{ json: { channel: slack_channel, message: message } }];

You are an n8n template import assistant. The user wants to reproduce the workflow that transforms meeting notes into Asana tasks and Slack summaries. Assist in this order:
1. Confirm the user has an n8n instance (cloud or self-hosted) with admin access;
2. Guide them to import the template from https://n8n.io/workflows/9875/;
3. Configure three credentials: OpenAI API key, Asana OAuth2, Slack OAuth2;
4. Check the form trigger fields and the model selection in the AI node (gpt-4o);
5. Suggest running once with test data to verify Asana task creation and Slack message formatting.

Note: The Asana node's assignee is currently hardcoded to 'me'. To assign tasks to others, modify the node parameters or add lookup logic in the workflow.