Automate meeting summaries from Fireflies transcripts with Gemini & Gmail

🤝🖊️🤖 This workflow automates the process of retrieving meeting transcripts from Fireflies.ai, extracting and summarizing relevant content using Google Gemini, and sending or drafting well-formatted summaries and emails via Gmail.

Fireflies is an AI-powered meeting assistant that automatically records, transcribes, and summarizes meetings. It integrates with popular video conferencing tools like Zoom, Google Meet, and Microsoft Teams, helping teams capture key insights and action items without manual note-taking.

This workflow automates meeting recap generation, from email detection to AI-powered summarization and delivery.

Key Benefits

• 💡 Automated Insight Extraction: Uses AI (OpenAI & Gemini) to extract and summarize key insights from meetings automatically.
• 📩 Instant Client Communication: Generates ready-to-send meeting summaries and drafts without human intervention.
• 📥 Email Monitoring: Listens to Gmail for specific meeting recap messages and reacts accordingly.
• 🔗 Seamless Fireflies Integration: Dynamically pulls transcript data
• 🧠 Dual AI Models: Combines the strengths of OpenAI and Gemini for rich, contextual summaries in multiple formats.
• 🛠 Modular Design: Easily customizable and extensible for adding more destinations (e.g., Slack, Notion, CRM).
• 🧑‍💼 Ideal for Teams & Consultants: Great for sales teams, project managers, or consultants who handle multiple client meetings daily.

How It Works

1. Trigger:

   • The workflow starts with a Gmail Trigger node that monitors incoming emails with the subject "Your meeting recap". It checks for new emails every hour.
   • Alternatively, it can be manually triggered using the "When clicking ‘Execute workflow’" node for testing.
   • Alternatively, via Webhook.

2. Email Processing:

   • The "Get a message" node fetches the full email content.
   • The "Set Meeting link" node extracts the meeting link from the email.
   • The "Information Extractor" (powered by OpenAI) processes the email text to identify the meeting URL.

3. Transcript Retrieval:

   • A Code node parses the meeting ID from the URL.
   • The "Get a transcript" node (Fireflies.ai integration) fetches the full meeting transcript using the extracted meeting ID.

4. Transcript Processing:

   • The "Set sentences" and "Set summary" nodes extract structured data (sentences, short summary, overview) from the transcript.
   • The "Full transcript" node combines all transcript segments into a readable format.

5. AI Summarization & Email Generation:

   • Google Gemini models analyze and summarize the transcript in Italian ("Expert Meeting transcripts") and generate a client-friendly recap ("Meeting summary expert").
   • The "Email writer" node combines summaries into a cohesive email draft.
   • The Markdown to HTML nodes format the content for email readability.

6. Output:

   • A "Draft email to client" node prepares the final recap.
   • Two Gmail nodes ("Send Full meeting summary" and "Send a message1") dispatch the summaries to the specified recipient.

Set Up Steps

1. Configure Credentials:

   • Ensure the following credentials are set up in n8n:
     • Fireflies.ai API (for transcript retrieval).
     • Gmail OAuth2 (for email triggering/sending).
     • OpenAI API (for initial text extraction).
     • Google Gemini (PaLM) (for summarization).

2. Adjust Nodes:

   • Update the "Gmail Trigger" node with the correct email filter (subject:Your meeting recap).
   • Replace YOUR_EMAIL in the Gmail Send nodes with the recipient’s address.
   • Verify the Code nodes (e.g., meeting ID extraction) match your URL structure.

3. Deploy:

   • Activate the workflow.
   • Test using the Manual Trigger or wait for the Gmail trigger to execute automatically.

4. Optional Customization:

   • Modify the Google Gemini prompts for different summary styles.
   • Adjust the email templates in the final Gmail nodes.

Need help customizing?

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