Every 15 minutes
Turn emailed meeting notes into tasks and a recap
When meeting notes reach your inbox, each action item becomes a Google Task and attendees get a short recap email.
- Runs
- Every 15 minutes
- Apps
- Gmail, Google Tasks
- AI
- Yes, uses the built-in AI allowance
- Access
- gmail.modify; tasks
Send this to your assistant
Create a ClickRuntime automation: every 15 minutes, look for new emails with meeting notes, create a Google Task for each action item and send the attendees a recap with who does what.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
Meeting notes arrive by email from a note-taker or a colleague, get skimmed, and then sit in the inbox. The actions inside them are agreed in the room but not written down anywhere anyone looks again, so follow-ups slip.
Project managers, team leads and agency staff use it so that each meeting ends with tasks in a real list and a recap everyone has seen, without spending time after the call writing it up.
What you get out of it
Actions land in a list you use
Each action item becomes a Google Task with the meeting name attached, so it shows up next to your other work.
Everyone gets the same recap
Attendees receive a short summary of decisions and owners. Nobody has to remember who agreed to what.
No writing up after the call
The recap is drafted from the notes you already have, which saves the quarter of an hour that usually gets skipped.
Each set of notes handled once
Emails already processed are remembered, so a reply to the thread does not create the same tasks again.
How it works
What happens, step by step
Every 15 minutes, ClickRuntime looks in Gmail for new emails that match your meeting notes rule.
Emails it has already handled are skipped.
AI reads the notes and pulls out the decisions and action items, with owners.
Your action items become Google Tasks, and a recap email goes to everyone on the original message.
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 Tasks
What you get
Build your own
Need it to work differently?
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 Tasks steps into one automation
Under the hood
The code that runs this automation
import base64
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, report_fetched, credentials, ai
LABEL_ID = "Label_456" # your "Recapped" label
SCHEMA = {"type": "object", "properties": {"recap": {"type": "string"}, "my_actions": {"type": "array", "items": {"type": "string"}}}}
@on_trigger
def run(event):
creds = Credentials(credentials.connection("google", "work"))
gmail = build("gmail", "v1", credentials=creds, cache_discovery=False).users().messages()
new = gmail.list(userId="me", q='subject:"meeting notes" -label:Recapped newer_than:2d').execute().get("messages", [])
report_fetched(len(new))
if not new:
return {"new": 0}
tasks = build("tasks", "v1", credentials=creds, cache_discovery=False).tasks()
for m in new:
msg = gmail.get(userId="me", id=m["id"], format="full").execute()
h = {x["name"]: x["value"] for x in msg["payload"]["headers"]}
part = next((p for p in msg["payload"].get("parts", [msg["payload"]]) if p["mimeType"] == "text/plain"), msg["payload"])
notes = base64.urlsafe_b64decode(part["body"].get("data", "") + "==").decode(errors="ignore")[:6000]
out = ai.generate(f"From these meeting notes write a short recap of decisions and owners, and list the actions for me "
f"({h.get('To')}).\n{notes}", json_schema=SCHEMA, max_output_tokens=600).json
for action in out["my_actions"]:
tasks.insert(tasklist="@default", body={"title": action, "notes": h.get("Subject", "")}).execute()
raw = f"To: {h.get('From')}\r\nCc: {h.get('Cc', '')}\r\nSubject: Recap: {h.get('Subject', '')}\r\n\r\n{out['recap']}"
gmail.send(userId="me", body={"raw": base64.urlsafe_b64encode(raw.encode()).decode()}).execute()
gmail.modify(userId="me", id=m["id"], body={"addLabelIds": [LABEL_ID]}).execute()
return {"processed": len(new)}FAQ
Common questions
How does it find meeting notes?
Who receives the recap?
Are tasks created for other people's actions?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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