The moment it happens

Turn meeting notes into Asana tasks

Paste your notes and each action item becomes a task with an owner and due date, with a summary in your inbox.

Runs: The moment it happens
Apps: Asana
AI: Yes, uses the built-in AI allowance
Access: read+write

Send this to your assistant

Create a ClickRuntime automation: give me a link where I can paste meeting notes. Pull out the action items, create an Asana task in my Team project for each one with the owner and due date mentioned, and email me a summary.

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

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

Why use it

Why teams use this automation

After a one-hour planning meeting the notes are a wall of text: decisions, half-formed ideas and, buried in the middle, a dozen things that someone promised to do. Turning that into Asana tasks means rereading the notes, retyping each item, guessing an owner and choosing a due date. Most people do it for the first two items and then lose momentum, so the rest of the commitments exist only in a document no one reopens.

Paste your meeting notes to your ClickRuntime link. The built-in AI reads them and pulls out the action items, along with who is responsible and any date mentioned. ClickRuntime creates a task in Asana for each one and emails you a summary of what was created, so you can check it against your own memory of the meeting.

Chiefs of staff, project managers and anyone who runs recurring meetings will notice the difference quickly.

What you get out of it

Commitments stop evaporating after the meeting
Every promise made out loud becomes a task with a name beside it. People are far more likely to follow through on something that sits in their Asana list than on a line in shared notes.
Follow-up takes two minutes, not twenty
Pasting notes and reading a confirmation email is much quicker than manually creating ten tasks. The saved time goes to the work the meeting was meant to produce. You get the hour back for real work.
Owners and dates are captured when fresh
Because tasks are made while the meeting is still in mind, the assignee and deadline are extracted from the wording of the notes, not remembered vaguely three days later. Details are more accurate that way.
The summary email doubles as minutes
The email lists every task created, giving attendees a clean record of what was agreed. It is easy to forward and shorter than the notes themselves. People can check it right away.
Recurring meetings build a trail
Over weeks, you can search Asana to see which action items from the Tuesday sync were completed and which keep reappearing. That shows where a team really struggles to deliver.

How it works

What happens, step by step

When you send your meeting notes to the automation, ClickRuntime starts straight away.
AI reads the notes and pulls out each action item, with the owner and due date if they are mentioned.
It matches owners to people in your Asana workspace and creates a task for each action item.
You get an email listing the tasks it created.

Before it runs live

Connect Asana
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Turn meeting notes into Asana tasksjust nowSucceeded

Email · Meeting tasks3 tasks from your meeting - Send Northwind the revised quote (Priya, 2026-10-22)

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 Asana 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_tasks.pyexample

from clickruntime import on_event, http, credentials, ai, notify

TEAM_PROJECT = "TEAM_PROJECT_GID"
WORKSPACE = "WORKSPACE_GID"

def asana(method, path, body=None, **params):
    r = http.request(method, f"https://app.asana.com/api/1.0{path}", params=params,
                     json={"data": body} if body else None,
                     headers={"Authorization": f"Bearer {credentials.secret('ASANA_TOKEN')}"})
    r.raise_for_status()
    return r.json().get("data")

@on_event
def handle(event):
    notes = ((event.json or {}).get("notes") or event.body or "")[:20000]
    users = {u["name"].lower(): u["gid"] for u in asana("GET", f"/workspaces/{WORKSPACE}/users", opt_fields="name")}
    items = ai.generate(
        f"Pull out the action items from these meeting notes:\n{notes}",
        json_schema={"type": "object", "properties": {"items": {"type": "array", "items": {"type": "object",
            "properties": {"task": {"type": "string"}, "owner": {"type": "string"}, "due_on": {"type": "string"}}}}}},
        max_output_tokens=800).json["items"]
    created = []
    for it in items:
        body = {"name": it["task"], "projects": [TEAM_PROJECT]}
        if it.get("owner", "").lower() in users:
            body["assignee"] = users[it["owner"].lower()]
        if it.get("due_on"):
            body["due_on"] = it["due_on"]
        asana("POST", "/tasks", body)
        created.append(f"- {it['task']} ({it.get('owner') or 'no owner'}, {it.get('due_on') or 'no date'})")
    notify.email_me(f"{len(created)} tasks from your meeting", "\n".join(created))
    return {"created": len(created)}

FAQ

Common questions

What if the notes do not name an owner?

Items without a clear person are created unassigned, and the summary email marks them so you can pick an owner. The AI avoids guessing a name when the notes do not support it, which is safer than assigning work to the wrong colleague.

Does it work with notes from tools like Otter or Zoom?

Yes, as long as you can copy the text and send it to your link. Transcripts are messier than typed notes, but the AI is able to find the action items inside them. Very long transcripts can be sent in parts if needed.

Which Asana project do the tasks go into?

They are created in the project you select when you set the flow up, and you can choose a different project per meeting series. Your AI assistant can add a rule that the notes start with a project name to route them automatically.

What permissions does it need?

read+write. 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 for each event the app sends.

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.

The moment it happensAI