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Every 15 minutes

Email action items from new meeting notes

When a meeting notes doc appears in your folder, attendees get an email with a short summary and their action items.

Runs
Every 15 minutes
Apps
Gmail, Google Docs
AI
Yes, uses the built-in AI allowance
Access
Docs read; Gmail gmail.send

Send this to your assistant

Create a ClickRuntime automation: every 15 minutes, check my Meeting Notes folder for new docs, pull out a summary and action items and email them to the attendees listed in the doc.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A project lead at a small agency takes notes in every client call. The notes are good, but the follow-up email that turns them into who-does-what by when often goes out a day late, or not at all, and tasks fall through the gap.

Sending the summary and action items as soon as the notes are saved means everyone leaves the meeting with the same list. The notes doc stays the source, and the email is the nudge people actually read.

What you get out of it

  • Follow-up goes out the same hour

    Attendees get the recap while the meeting is fresh. Tasks start sooner and fewer get forgotten.

  • Everyone works from one list

    The same action items reach every attendee. Disagreements about who agreed to what are settled by the email.

  • Notes stay where you write them

    You keep taking notes in Google Docs as usual. There is no new tool or template for the team to learn.

  • Less admin after each call

    Writing recap emails is time you no longer spend. Back-to-back meeting days stop ending with an inbox of follow-ups to send.

How it works

What happens, step by step

  1. Every 15 minutes, ClickRuntime checks your Meeting Notes folder in Google Drive for new docs.

  2. It skips docs it has already handled, so no one gets the same recap twice.

  3. AI reads the notes and writes a short summary plus a list of action items with owners.

  4. The recap is emailed from your Gmail to the attendees listed in the doc.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Google Docs

What you get

RunsEvery 15 minutes
Email action items from new meeting notestoday, 9:00Succeeded
Email · Meeting recapRecap: Contoso kickoff. Action items: send revised quote (Sam, Fri); share brand assets (Contoso, Wed).

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Gmail and Google Docs steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
meeting_notes_to_action_items_by_email.pyexample
import re, base64
from email.mime.text import MIMEText
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, state, ai, report_fetched

FOLDER_ID = "your-folder-id"

@on_trigger
def run(event):
    creds = Credentials(credentials.connection("google", "work"))
    seen = state.get("seen") or []
    files = build("drive", "v3", credentials=creds, cache_discovery=False).files().list(
        q=f"'{FOLDER_ID}' in parents and mimeType='application/vnd.google-apps.document'", fields="files(id,name)").execute()["files"]
    new = [f for f in files if f["id"] not in seen]
    report_fetched(len(new))
    if not new:
        return {"sent": 0}
    docs = build("docs", "v1", credentials=creds, cache_discovery=False).documents()
    gmail = build("gmail", "v1", credentials=creds, cache_discovery=False)
    for f in new:
        body = docs.get(documentId=f["id"]).execute()["body"]["content"]
        text = "".join(e["textRun"]["content"] for p in body for e in p.get("paragraph", {}).get("elements", []) if "textRun" in e)
        to = sorted(set(re.findall(r"[\w.+-]+@[\w-]+\.[\w.]+", text))) or ["me"]
        recap = ai.generate(f"Summarise these meeting notes in 3 sentences, then list action items with owners:\n{text[:12000]}", max_output_tokens=600).text
        msg = MIMEText(recap)
        msg["To"], msg["Subject"] = ", ".join(to), f"Recap: {f['name']}"
        gmail.users().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
        seen.append(f["id"])
    state.set("seen", seen[-500:])
    return {"sent": len(new)}

FAQ

Common questions

How does it know who attended?
It reads email addresses written in the doc, typically on an Attendees line at the top. If none are found, the summary is sent only to you.
Will it email notes that are still being written?
It picks up a doc once it appears in the folder. Saving notes into the folder only when finished, or moving them there after the call, avoids sending a half-written recap.
Can it include due dates and owners?
Yes. When the notes mention an owner or a date next to a task, they are kept in the action list.
What permissions does it need?
Docs read; Gmail gmail.send. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Email action items from new meeting notes” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.