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Every 15 minutes

Turn meeting transcripts in Drive into Jira tasks

When a meeting transcript is saved to your Drive folder, its action items become Jira tasks with owners and due dates, and Slack lists them.

Runs
Every 15 minutes
Apps
Google Drive, Jira
AI
Yes, uses the built-in AI allowance
Access
Drive read; Jira create

Send this to your assistant

Create a ClickRuntime automation: every 15 minutes, check my Transcripts folder in Drive for new docs, have AI pull out action items with owner and due date, create Jira tasks in PM for each, and post them to #team.

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 team records its meetings, and transcripts land in a Drive folder automatically. Action items are agreed in the meeting, but nobody writes them up, and by next week half have been forgotten.

Pulling action items from each transcript and creating Jira tasks with owners turns spoken promises into tracked work. Everyone sees their tasks in Slack straight after the meeting.

What you get out of it

  • Actions do not get lost

    Each agreed action becomes a task. Next week's meeting starts with a list, not a memory test.

  • Owners are named

    Tasks are assigned to the person mentioned in the meeting where possible. Responsibility is clear.

  • No write-up needed

    Nobody has to spend time turning notes into tickets after the meeting.

  • Visible to the team

    A Slack post lists the new tasks. People can correct anything that was misheard.

How it works

What happens, step by step

  1. Every 15 minutes, ClickRuntime looks for new transcripts in your Drive folder.

  2. It reads the text of each new transcript.

  3. AI picks out the action items, with an owner and due date where mentioned.

  4. A Jira task is created for each action item.

  5. The new tasks are posted to your #team Slack channel, and each transcript is handled once.

Before it runs live

  • Connect Google Drive
  • Connect Jira

What you get

RunsEvery 15 minutes
Turn meeting transcripts in Drive into Jira taskstoday, 9:00Succeeded
Slack · #teamAction items from today's meetings • PM-340 Send Northwind the revised quote, Alex • PM-341 Book the venue for the launch, Sam

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 Google Drive and Jira 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_transcripts_in_drive_into_jira_tasks.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, notify, state, ai, report_fetched

JIRA, SITE = "https://api.atlassian.com/ex/jira/your-cloud-id", "https://acme.atlassian.net/browse/"
adf = lambda text: {"type": "doc", "version": 1, "content": [{"type": "paragraph", "content": [{"type": "text", "text": text}]}]}

def jira(method, path, **kw):
    resp = http.request(method, JIRA + path, headers={"Authorization": f"Bearer {credentials.connection('jira', 'work')}", "Accept": "application/json"}, **kw)
    return resp.raise_for_status() or (resp.json() if resp.content else None)

FOLDER = "transcripts-folder-id"
SCHEMA = {"type": "object", "properties": {"actions": {"type": "array", "items": {"type": "object", "properties": {
    "task": {"type": "string"}, "owner": {"type": "string"}, "due": {"type": "string"}}}}}}

@on_trigger
def run(event):
    drive = build("drive", "v3", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).files()
    seen = set(state.get("seen") or [])
    files = [f for f in drive.list(q=f"'{FOLDER}' in parents and mimeType = 'application/vnd.google-apps.document' and trashed = false",
             fields="files(id,name)", orderBy="createdTime desc", pageSize=20).execute()["files"] if f["id"] not in seen]
    report_fetched(len(files))
    if not files:
        return {"tasks": 0}
    lines = []
    for f in files:
        text = drive.export(fileId=f["id"], mimeType="text/plain").execute().decode("utf-8")[:24000]
        actions = ai.generate(text, json_schema=SCHEMA, max_output_tokens=800,
                              system="List the agreed action items with owner name and due date (YYYY-MM-DD or empty).").json["actions"]
        for a in actions:
            fields = {"project": {"key": "PM"}, "issuetype": {"name": "Task"}, "summary": f"{a['task']} ({a['owner']})"[:250], "description": adf(f"From meeting: {f['name']}")}
            key = jira("POST", "/rest/api/3/issue", json={"fields": {**fields, **({"duedate": a["due"]} if a.get("due") else {})}})["key"]
            lines.append(f"• {key} {a['task']}, {a['owner']}")
        seen.add(f["id"])
    notify.slack("Action items from today's meetings\n" + "\n".join(lines), channel="#team")
    state.set("seen", sorted(seen)[-500:])
    return {"tasks": len(lines)}

FAQ

Common questions

Which transcript formats work?
Google Docs and plain text files in the folder. Most meeting recorders can save transcripts to Drive in one of these formats.
How are owners matched to Jira users?
By name, using a list you give of names and Jira accounts. Unmatched owners are written into the task title so someone can assign it.
What if the AI picks up something that was not an action?
Delete the task in Jira. The Slack post makes it easy to spot mistakes straight after the meeting.
What permissions does it need?
Drive read; Jira create. 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 “Turn meeting transcripts in Drive into Jira tasks” from your assistant

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