Every 15 minutes

Record decisions from meeting summaries in SharePoint

Decisions and action items from meeting summary emails are added to SharePoint lists, so nothing agreed gets lost.

Runs: Every 15 minutes
Apps: Outlook, SharePoint
AI: Yes, uses the built-in AI allowance
Access: Mail.Read, Sites.ReadWrite.All

Send this to your assistant

Create a ClickRuntime automation: every 15 minutes, look for new meeting summary emails in Outlook, pull out the decisions and tasks, and add them to the Decisions and Actions lists in SharePoint.

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

Add to ChatGPT Add to Claude

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

Why use it

Why teams use this automation

Meeting notes and recap emails pile up in inboxes, and three months later nobody can find when a decision was made or who agreed to do what. Projects stall on tasks everyone assumed someone else had.

Pulling the decisions and actions out of each summary email into SharePoint lists builds a searchable decision log and a task list, without anyone retyping notes after the meeting.

What you get out of it

A decision log you can search
Every decision is a list item with the meeting and date. When someone asks 'when did we agree that?', the answer is one search away.
Actions with owners
Tasks are recorded with the person responsible and any due date mentioned. It's easy to check what's still open.
No retyping
The summary email you already send is the input. Nobody has to copy points into SharePoint after the meeting.
Works with any notes tool
Recaps from Teams, a note-taker or a person all work, as long as they arrive as emails with a recognisable subject.

How it works

What happens, step by step

Every 15 minutes it looks for new emails with a meeting summary subject.
AI reads the summary and lists the decisions and the action items with owners and due dates.
Each decision is added to your Decisions list and each action to your Actions list in SharePoint.
It remembers which emails it has processed, so nothing is added twice.

Before it runs live

Connect Outlook
Connect SharePoint

What you get

RunsEvery 15 minutes

Record decisions from meeting summaries in SharePointtoday, 9:00Succeeded

SharePoint · DecisionsMove Acme renewal to annual billing — Meeting summary: Q4 pricing review

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 Outlook and SharePoint 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_summary_emails_decisions_in_sharepoint.pyexample

GRAPH = "https://graph.microsoft.com/v1.0"
SITE = "contoso.sharepoint.com:/sites/operations:"
from clickruntime import on_trigger, credentials, http, state, ai, report_fetched

SCHEMA = {"type": "object", "properties": {"decisions": {"type": "array", "items": {"type": "string"}},
          "actions": {"type": "array", "items": {"type": "object", "properties": {"task": {"type": "string"}, "owner": {"type": "string"}, "due": {"type": "string"}}}}},
          "required": ["decisions", "actions"]}

@on_trigger
def run(event):
    h = {"Authorization": f"Bearer {credentials.connection('microsoft', 'work')}"}
    since = state.get("since") or "2026-01-01T00:00:00Z"
    msgs = http.get(f"{GRAPH}/me/messages", headers=h, params={"$filter": f"receivedDateTime gt {since} and contains(subject, 'Meeting summary')",
                    "$select": "id,subject,body,receivedDateTime"}).json()["value"]
    report_fetched(len(msgs))
    if not msgs:
        return {"summary": "Nothing new"}
    for m in msgs:
        r = ai.generate(m["body"]["content"][:6000], system="Extract decisions and action items (task, owner, due) from these meeting notes.",
                        json_schema=SCHEMA, max_output_tokens=800).json
        for d in r["decisions"]:
            http.post(f"{GRAPH}/sites/{SITE}/lists/Decisions/items", headers=h, json={"fields": {"Title": d[:255], "Meeting": m["subject"]}})
        for a in r["actions"]:
            http.post(f"{GRAPH}/sites/{SITE}/lists/Actions/items", headers=h,
                      json={"fields": {"Title": a.get("task", "")[:255], "Owner": a.get("owner", ""), "Due": a.get("due", ""), "Meeting": m["subject"]}})
    state.set("since", max(m["receivedDateTime"] for m in msgs))
    return {"emails": len(msgs)}

FAQ

Common questions

Which emails does it read?

Emails whose subject contains words you choose, such as Meeting summary or Recap. Other mail is ignored.

What if the AI misses something?

The list items link back to the original email, so you can check and edit them in SharePoint. Clear headings like Decisions and Actions in the summary help it.

Can it assign tasks to people?

It records the owner named in the summary. You can add a SharePoint person column and an alert if you want people notified.

What permissions does it need?

Mail.Read, Sites.ReadWrite.All. 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.

Every 15 minutes