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Every 15 minutes

Turn recordings in Google Drive into summarised notes in Notion

Drop an audio recording in your Drive folder and get a Notion page with its summary and action items.

Runs
Every 15 minutes
Apps
Google Drive, Notion
AI
Yes, uses the built-in AI allowance
Access
drive.readonly; Notion insert content

Send this to your assistant

Create a ClickRuntime automation: every 15 minutes, check my Drive 'Recordings' folder for new audio, transcribe and summarise it, and create a Notion page with the summary and action items.

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 consultant records client calls, site visits and voice memos on their phone, and the files sync to a Drive folder. Listening back takes as long as the recording, so most files are never opened again and the details in them are lost.

Turning each recording into a short written summary with action items makes it useful. The notes land in Notion next to the rest of your client work, where you can search and link them.

What you get out of it

  • Recordings become something you can read

    A one-page summary takes a minute to read, while the recording takes an hour to replay. You actually go back to what was said.

  • Action items are pulled out

    Promises made during a call are listed separately. Follow-ups happen because they are written down, not remembered.

  • Notes sit with your other work

    Summaries go into the Notion database where you keep client and project notes. Everything about a client is in one place.

  • Just record and forget

    There is nothing to do after recording except let the file sync. The notes appear within a quarter of an hour.

How it works

What happens, step by step

  1. Every 15 minutes, ClickRuntime checks your Recordings folder in Google Drive for audio files it has not processed.

  2. If there are none, it stops there until the next check.

  3. Each new recording is sent to your transcription service, and AI writes a summary and list of action items from the transcript.

  4. A Notion page with the summary, action items and a link to the recording is created, and the file is remembered so it is not processed twice.

Before it runs live

  • Connect Google Drive
  • Connect Notion and share the database you want it to use

What you get

RunsEvery 15 minutes
Turn recordings in Google Drive into summarised notes in Notiontoday, 9:00Succeeded
Notion · Call notesSite visit - Northwind depot.m4a: loading bay needs a second scanner; quote for racking due Friday. Action: send Contoso racking quote by 23 Oct.

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 Notion 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.
transcribe_and_summarise_audio_from_drive_into_notion.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, ai, state, report_fetched

FOLDER_ID, NOTION_DB = "your-folder-id", "your-database-id"
STT_URL = "https://api.openai.com/v1/audio/transcriptions"

@on_trigger
def run(event):
    token = credentials.connection("google", "work")
    drive = build("drive", "v3", credentials=Credentials(token), cache_discovery=False)
    done = set(state.get("done") or [])
    files = drive.files().list(q=f"'{FOLDER_ID}' in parents and mimeType contains 'audio/' and trashed=false",
                               fields="files(id,name,webViewLink)").execute().get("files", [])
    new = [f for f in files if f["id"] not in done]
    report_fetched(len(new))
    if not new:
        return {"summary": "Nothing new"}
    nh = {"Authorization": f"Bearer {credentials.connection('notion', 'work')}", "Notion-Version": "2022-06-28"}
    for f in new:
        audio = http.get(f"https://www.googleapis.com/drive/v3/files/{f['id']}?alt=media", headers={"Authorization": f"Bearer {token}"}).content
        text = http.post(STT_URL, headers={"Authorization": f"Bearer {credentials.secret('OPENAI_API_KEY')}"},
                         data={"model": "whisper-1"}, files={"file": (f["name"], audio)}, timeout=300).json()["text"]
        notes = ai.generate(f"Summarise this recording and list action items:\n{text[:60000]}", max_output_tokens=900).text
        http.post("https://api.notion.com/v1/pages", headers=nh, json={"parent": {"database_id": NOTION_DB},
            "properties": {"Name": {"title": [{"text": {"content": f["name"]}}]}},
            "children": [{"paragraph": {"rich_text": [{"text": {"content": notes[:1900]}}]}},
                         {"paragraph": {"rich_text": [{"text": {"content": "Recording", "link": {"url": f["webViewLink"]}}}]}}]})
        done.add(f["id"])
    state.set("done", list(done))
    return {"processed": len(new)}

FAQ

Common questions

Which audio formats work?
Common formats such as MP3, M4A and WAV, which most phones and recorders produce. Very large files may need to be split into shorter parts.
Which transcription service does it use?
A speech-to-text service with an HTTPS API, whose API key you save once. The transcript is then summarised into notes.
Is the full transcript kept?
The full transcript can be added under the summary on the Notion page, so you can search for exact words later. You can also leave it out to keep pages short.
What permissions does it need?
drive.readonly; Notion insert content. 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 recordings in Google Drive into summarised notes in Notion” from your assistant

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