Zoom AI Meeting Assistant

{"id": "jhNsy4dPQYw9QDaa", "meta": {"instanceId": "1acdaec6c8e84424b4715cf41a9f7ec057947452db21cd2e22afbc454c8711cd", "templateId": "2683", "templateCredsSetupCompleted": true}, "name": "Zoom AI Meeting Assistant", "tags": [], "nodes": [{"id": "9b4b21aa-c746-4b94-a4dd-12736a7d4098", "name": "OpenAI Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [2160, 1040], "parameters": {"model": "gpt-4o", "options": {}}, "credentials": {"openAiApi": {"id": "", "name": "[Your openAiApi]"}}, "typeVersion": 1}, {"id": "536e360c-d668-4f58-8670-4e78ef579dbe", "name": "When clicking \u2018Test workflow\u2019", "type": "n8n-nodes-base.manualTrigger", "position": [160, 460], "parameters": {}, "typeVersion": 1}, {"id": "eb2b6b98-ca3c-46a9-9d5f-9b5297441224", "name": "No Recording/Transcript available", "type": "n8n-nodes-base.stopAndError", "position": [880, 660], "parameters": {"errorMessage": "={{ $json.error.cause.message }}"}, "typeVersion": 1}, {"id": "33ee5d8b-a373-44a8-9777-9386cf8cf008", "name": "Zoom: Get data of last meeting", "type": "n8n-nodes-base.zoom", "position": [340, 460], "parameters": {"filters": {"type": "scheduled"}, "operation": "getAll", "returnAll": true, "authentication": "oAuth2"}, "credentials": {"zoomOAuth2Api": {"id": "", "name": "[Your zoomOAuth2Api]"}}, "typeVersion": 1}, {"id": "d67d1fcb-78d1-47e5-bc0e-5735f0f48350", "name": "Filter transcript URL", "type": "n8n-nodes-base.set", "onError": "continueRegularOutput", "position": [880, 460], "parameters": {"options": {}, "assignments": {"assignments": [{"id": "ef149af8-7f9d-4e5a-8ccf-4a5f1e09eecc", "name": "transcript_file", "type": "string", "value": "={{ $json.recording_files.find(f => f.file_type === 'TRANSCRIPT').download_url }}"}]}}, "typeVersion": 3.4}, {"id": "41665b4e-4d3e-4da9-9b0d-c6f9f0b2cde4", "name": "Filter: Only 1 item", "type": "n8n-nodes-base.splitInBatches", "position": [1060, 460], "parameters": {"options": {}}, "typeVersion": 3}, {"id": "ea12b33a-ae01-403d-9f14-466dc8880874", "name": "Zoom: Get transcript file", "type": "n8n-nodes-base.httpRequest", "position": [1240, 460], "parameters": {"url": "={{ $json.transcript_file }}", "options": {}, "authentication": "predefinedCredentialType", "nodeCredentialType": "zoomOAuth2Api"}, "credentials": {"zoomOAuth2Api": {"id": "", "name": "[Your zoomOAuth2Api]"}}, "typeVersion": 4.2}, {"id": "fb1c32c3-5161-499d-8cd6-7624fb78ed3e", "name": "Extract text from transcript file", "type": "n8n-nodes-base.extractFromFile", "position": [1420, 460], "parameters": {"options": {}, "operation": "text"}, "typeVersion": 1}, {"id": "87986fd3-37f0-48cd-942a-73fd3b5bd70f", "name": "Format transcript text", "type": "n8n-nodes-base.set", "position": [1600, 460], "parameters": {"options": {}, "assignments": {"assignments": [{"id": "70019192-02ef-4b0a-a747-3ca5f46aeeaa", "name": "transcript", "type": "string", "value": "={{ $json.data.split('\\r\\n\\r\\n').slice(1).map(block => {\n const lines = block.split('\\r\\n');\n return lines.slice(2).join(' ');\n}).join('\\n') }}"}]}}, "typeVersion": 3.4}, {"id": "9af3559d-2fd0-481f-84d6-caefbcd8e4f2", "name": "Zoom: Get participants data", "type": "n8n-nodes-base.httpRequest", "position": [1760, 460], "parameters": {"url": "=https://api.zoom.us/v2/past_meetings/{{ $('Filter: Last 24 hours').item.json.id }}/participants", "options": {}, "authentication": "predefinedCredentialType", "nodeCredentialType": "zoomOAuth2Api"}, "credentials": {"zoomOAuth2Api": {"id": "", "name": "[Your zoomOAuth2Api]"}}, "typeVersion": 4.2}, {"id": "03feecc5-e60d-45cb-bf29-6645afb86b4c", "name": "Create meeting summary", "type": "@n8n/n8n-nodes-langchain.openAi", "position": [1920, 460], "parameters": {"modelId": {"__rl": true, "mode": "list", "value": "gpt-4o", "cachedResultName": "GPT-4O"}, "options": {}, "messages": {"values": [{"content": "=Create a formal meeting minutes document from the following transcript and meeting details.\n\nMeeting Date: {{ $('Zoom: Get data of last meeting').item.json.start_time }} // This needs to be formatted from the meeting details\nParticipants: {{ $json.participants.map(p => p.name + ' (' + p.user_email + ')').join(', ') }}\n\nTranscript:\n{{ $('Format transcript text').item.json.transcript }}\n\nPlease create the minutes in the following format:\n\nMeeting on [Date]\n\nParticipants:\n[List of participants with email addresses]\n\nSummary of the Meeting:\n[Brief and concise summary of the topics discussed]\n\nTasks:\n- [Task] (Responsible: [Name])\n- ...\n\nImportant Dates:\n- [Date] ([Context])\n- ...\n"}]}}, "credentials": {"openAiApi": {"id": "", "name": "[Your openAiApi]"}}, "typeVersion": 1.8}, {"id": "5edc73f7-aa1b-47ae-97f7-c6f897e914a6", "name": "Sort for mail delivery", "type": "n8n-nodes-base.set", "position": [2240, 460], "parameters": {"options": {}, "assignments": {"assignments": [{"id": "cc51b7e4-d5c2-4cd4-9488-4d181eaaa02e", "name": "subject", "type": "string", "value": "=Meeting summary: {{ $('Zoom: Get data of last meeting').item.json.topic }} on {{ $('Zoom: Get data of last meeting').item.json.start_time }}"}, {"id": "f3940ea2-9084-4c25-828e-5ddaa428ec83", "name": "=to", "type": "string", "value": "={{ $('Zoom: Get participants data').item.json.participants[0].user_email }}"}, {"id": "1211af5b-2240-44ce-9df7-63d93f57806e", "name": "body", "type": "string", "value": "={{ $json.message.content }}"}]}}, "typeVersion": 3.4}, {"id": "29ad24ba-016b-4e65-b8c8-908d8e2207c5", "name": "Format to html", "type": "n8n-nodes-base.code", "position": [2400, 460], "parameters": {"jsCode": "const items = [];\n\nfor (const item of $input.all()) {\n const body = item.json.body;\n if (!body) continue;\n\n // Simple split approach\n const sections = body.split('\\n\\n');\n const title = sections[0].replace(/\\*\\*/g, '');\n const participants = sections[1].split('\\n').slice(1).join('\\n');\n const summary = sections[2].split('\\n').slice(1).join('\\n');\n const tasks = sections[3].split('\\n').slice(1).join('\\n');\n const dates = sections[4].split('\\n').slice(1).join('\\n');\n\n const html = `<html>\n<body style=\"font-family: Arial, sans-serif; max-width: 800px; margin: 20px;\">\n<h1 style=\"color: #2c3e50; border-bottom: 2px solid #3498db; padding-bottom: 10px;\">${title}</h1>\n<h2 style=\"color: #2c3e50; margin-top: 20px;\">Participants:</h2>\n<ul style=\"list-style-type: none; padding-left: 20px;\">\n${participants.split('\\n').map(p => `<li>${p.replace('- ', '')}</li>`).join('\\n')}\n</ul>\n<h2 style=\"color: #2c3e50; margin-top: 20px;\">Meeting Summary:</h2>\n<p style=\"margin-left: 20px;\">${summary}</p>\n<h2 style=\"color: #2c3e50; margin-top: 20px;\">Tasks:</h2>\n<ul style=\"margin-left: 20px;\">\n${tasks.split('\\n').map(t => `<li>${t.replace('- ', '')}</li>`).join('\\n')}\n</ul>\n<h2 style=\"color: #2c3e50; margin-top: 20px;\">Important Dates:</h2>\n<ul style=\"margin-left: 20px;\">\n${dates.split('\\n').map(d => `<li>${d.replace('- ', '')}</li>`).join('\\n')}\n</ul>\n</body>\n</html>`;\n\n items.push({\n json: {\n html,\n to: item.json.to,\n subject: item.json.subject\n }\n });\n}\n\nreturn items;"}, "typeVersion": 2}, {"id": "60c9d778-d97a-4e17-858c-804f523590e5", "name": "Send meeting summary", "type": "n8n-nodes-base.emailSend", "position": [2560, 460], "parameters": {"html": "={{ $json.html }}", "options": {}, "subject": "={{ $json.subject }}", "toEmail": "={{ $json.to }}", "fromEmail": "friedemann.schuetz@posteo.de"}, "credentials": {"smtp": {"id": "", "name": "[Your smtp]"}}, "typeVersion": 2.1}, {"id": "39d8bb49-d9e9-46e3-89b3-fcbf9345bad8", "name": "Create tasks", "type": "@n8n/n8n-nodes-langchain.toolWorkflow", "position": [2340, 1040], "parameters": {"name": "create_task", "schemaType": "manual", "workflowId": {"__rl": true, "mode": "list", "value": "zSKQLEObdU9RiThI", "cachedResultName": "create_task"}, "description": "=Use this tool to create a task. \nFor task creation use only action items for me Friedemann, don't use action items for other participants.", "inputSchema": "{\n \"type\": \"object\",\n \"properties\": {\n \"items\": {\n \"type\": \"array\",\n \"description\": \"An array of tasks\",\n \"items\": {\n \"type\": \"object\",\n \"properties\": {\n \"name\": {\n \"type\": \"string\",\n \"description\": \"The name of the task\"\n },\n \"description\": {\n \"type\": \"string\",\n \"description\": \"A detailed description of the task\"\n },\n \"due_date\": {\n \"type\": \"string\",\n \"description\": \"Due Date\"\n },\n \"priority\": {\n \"type\": \"string\",\n \"description\": \"Priority. . Please capitalize first letter\"\n },\n \"project_name\": {\n \"type\": \"string\",\n \"description\": \"Name of the project. Word 'Project' shouldn't be included\"\n }\n },\n \"required\": [\n \"name\",\n \"description\",\n \"due_date\",\n \"priority\"\n ],\n \"additionalProperties\": false\n }\n }\n },\n \"required\": [\n \"items\"\n ],\n \"additionalProperties\": false\n}", "specifyInputSchema": true}, "typeVersion": 1.3}, {"id": "9fa8eb9e-d4fc-4a2a-9843-2f51055944e9", "name": "Create tasks and follow-up call", "type": "@n8n/n8n-nodes-langchain.agent", "position": [2240, 720], "parameters": {"text": "=<system_prompt>\n\nTODAY IS: {{ $now }}\n\nYOU ARE A MEETING ASSISTANT FOR AUTOMATION IN N8N. YOUR TASK IS TO EFFICIENTLY AND PRECISELY PROCESS INFORMATION FROM ZOOM MEETINGS TO GENERATE TO-DOS AND SCHEDULE FOLLOW-UP MEETINGS. YOU HAVE ACCESS TO THE FOLLOWING DATA:\n\n### INPUTS ###\n- **MEETING TITLE**: {{ $('Zoom: Get data of last meeting').item.json.topic }}\n- **PARTICIPANTS**: {{ $('Zoom: Get participants data').item.json.participants[0].name }}\n- **TRANSCRIPT**: {{ $('Format transcript text').item.json.transcript }}\n\n### YOUR TASKS ###\n1. **CREATE TO-DOS**:\n - IDENTIFY TASKS AND TO-DOS IN THE TRANSCRIPT.\n - FORMULATE CLEAR, CONCRETE TASKS.\n - PASS THESE TASKS TO THE TOOL \"Create tasks\" TO SAVE THEM IN CLICKUP. \n - DATA STRUCTURE:\n - **TASK DESCRIPTION**: Brief description of the task.\n - **ASSIGNED PERSON**: First name from the participant list.\n - **DUE DATE**: Use any date mentioned in the transcript; otherwise, set to \"Not specified.\"\n\n2. **CREATE MEETING**:\n - ANALYZE THE TRANSCRIPT TO IDENTIFY INFORMATION ABOUT THE NEXT MEETING (DATE, TIME, AND TOPIC).\n - PASS THIS INFORMATION TO THE TOOL \"Create follow-up call.\"\n - DATA STRUCTURE:\n - **MEETING TITLE**: \"Follow-up: [Meeting Title]\"\n - **DATE AND TIME**: Determined from the transcript or set to \"Next Tuesday at 10:00 AM\" if no information is provided.\n - **PARTICIPANTS**: Add all participants from the list.\n\n### CHAIN OF THOUGHTS ###\n1. **UNDERSTAND**: Read and analyze the provided inputs (title, participants, transcript).\n2. **IDENTIFY**: Extract relevant information for the to-dos and the next meeting.\n3. **DIVIDE**: Split the task into two separate processes: creating to-dos and creating the meeting.\n4. **STRUCTURE**: Format the results in the required structure for the respective tools.\n5. **TRANSMIT**: Pass the data to the designated tools in n8n.\n6. **VERIFY**: Ensure the data is correct and complete.\n\n### WHAT YOU SHOULD NOT DO ###\n- **NEVER**: Create unclear or vague to-dos.\n- **NEVER**: Ignore missing data \u2013 use default values where uncertain.\n- **NEVER**: Overlook information from the inputs or make incorrect connections.\n- **NEVER**: Transmit tasks or meetings without proper formatting.\n\n### OUTPUT EXAMPLES ###\n1. **TO-DO**:\n - **TASK DESCRIPTION**: \"Prepare presentation for the next meeting.\"\n - **ASSIGNED PERSON**: \"John Doe.\"\n - **DUE DATE**: \"2025-01-25.\"\n\n2. **MEETING**:\n - **MEETING TITLE**: \"Follow-up: Project Discussion.\"\n - **DATE AND TIME**: \"2025-01-28 at 10:00 AM.\"\n - **PARTICIPANTS**: \"John Doe, Jane Example.\"\n\n### NOTES ###\n- EXECUTE YOUR TASKS WITH THE HIGHEST PRECISION AND CONTEXT SENSITIVITY.\n- RELY ON THE PROVIDED DATA AND DEFAULT VALUES WHERE NECESSARY.\n</system_prompt>\n", "agent": "openAiFunctionsAgent", "options": {}, "promptType": "define"}, "typeVersion": 1.7}, {"id": "05515784-c99d-4197-9d88-62350bacfb7b", "name": "Create follow-up call", "type": "n8n-nodes-base.microsoftOutlookTool", "position": [2500, 1040], "parameters": {"subject": "={{ $fromAI(\"meeting_name\",\"Meeting name\",\"string\") }}", "resource": "event", "operation": "create", "calendarId": {"__rl": true, "mode": "list", "value": "AQMkADAwATNiZmYAZC1jYjE5LWExMzQtMDACLTAwCgBGAAAD1gD8iHcpKEiYQc0w4fCLUgcA-79r8r8ac0aInYGVxRUqCwAAAgEGAAAA-79r8r8ac0aInYGVxRUqCwAAAkH-AAAA", "cachedResultName": "Calendar"}, "endDateTime": "={{ $fromAI(\"end_date_time\",\"Date and time of meeting end\",\"string\") }}", "startDateTime": "={{ $fromAI(\"start_date_time\",\"Date and time of meeting start\",\"string\") }}", "descriptionType": "manual", "toolDescription": "=Use tool to create Outlook Calendar Event. Use this tool only when transcript contains information that call should be scheduled.", "additionalFields": {"timeZone": "Europe/Berlin"}}, "credentials": {"microsoftOutlookOAuth2Api": {"id": "", "name": "[Your microsoftOutlookOAuth2Api]"}}, "typeVersion": 2}, {"id": "2f00c2c6-2389-429c-8c9a-f8f1fbfb6524", "name": "Filter: Last 24 hours", "type": "n8n-nodes-base.filter", "position": [500, 460], "parameters": {"options": {}, "conditions": {"options": {"version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict"}, "combinator": "and", "conditions": [{"id": "de097a4f-1f3e-4dc0-9ab6-139311ff4676", "operator": {"type": "dateTime", "operation": "afterOrEquals"}, "leftValue": "={{ $json.start_time }}", "rightValue": "={{$now.minus({ hours: 24 }).toISO()}}"}]}}, "typeVersion": 2.2}, {"id": "fd353a51-eac3-4d04-ae06-dd8e90b82990", "name": "Execute Workflow Trigger", "type": "n8n-nodes-base.executeWorkflowTrigger", "disabled": true, "position": [1280, 980], "parameters": {}, "typeVersion": 1}, {"id": "40480f97-699b-4a49-867a-54950702af79", "name": "Split Out", "type": "n8n-nodes-base.splitOut", "position": [1500, 980], "parameters": {"options": {}, "fieldToSplitOut": "query.items"}, "typeVersion": 1}, {"id": "22e6165f-d7c2-4b23-be63-00c76505cdd3", "name": "ClickUp", "type": "n8n-nodes-base.clickUp", "position": [1720, 980], "parameters": {"list": "901207046581", "name": "={{ $json.name }}", "team": "9012366821", "space": "90122025710", "folder": "90123813376", "authentication": "oAuth2", "additionalFields": {"content": "={{ $json.description }}", "dueDate": "={{ $json.due_date }}"}}, "credentials": {"clickUpOAuth2Api": {"id": "", "name": "[Your clickUpOAuth2Api]"}}, "typeVersion": 1}, {"id": "742a411e-05cb-4aa0-a541-7b67e613e2bb", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [1060, 900], "parameters": {"width": 1000, "height": 280, "content": "## Sub workflow: Create Task in ClickUp"}, "typeVersion": 1}, {"id": "ebc5f1df-b417-4977-9700-b71b49a15cbb", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [140, 660], "parameters": {"width": 660, "height": 520, "content": "## Welcome to my Zoom AI Meeting Assistant Workflow!\n\n### This workflow has the following sequence:\n\n1. manual trigger (Can be replaced by a scheduled trigger or a webhook)\n2. retrieval of of Zoom meeting data\n3. filter the events of the last 24 hours\n4. retrieval of transcripts and extract of the text\n5. creating a meeting summary, format to html and send per mail\n6. create tasks and follow-up call (if discussed in the meeting) in ClickUp/Outlook (can be replaced by Gmail, Airtable, and so forth) via sub workflow\n\n### The following accesses are required for the workflow:\n- Zoom Workspace (via API and HTTP Request): [Documentation](https://docs.n8n.io/integrations/builtin/credentials/zoom/)\n- Microsoft Outlook: [Documentation](https://docs.n8n.io/integrations/builtin/credentials/microsoft/)\n- ClickUp: [Documentation](https://docs.n8n.io/integrations/builtin/credentials/clickup/)\n- AI API access (e.g. via OpenAI, Anthropic, Google or Ollama)\n- SMTP access data (for sending the mail)\n\nYou can contact me via LinkedIn, if you have any questions: https://www.linkedin.com/in/friedemann-schuetz"}, "typeVersion": 1}, {"id": "d9109d09-eb1f-4685-a78b-d17e3dd22438", "name": "Zoom: Get transcripts data", "type": "n8n-nodes-base.httpRequest", "onError": "continueErrorOutput", "position": [680, 460], "parameters": {"url": "=https://api.zoom.us/v2/meetings/{{ $json.id }}/recordings", "options": {}, "authentication": "predefinedCredentialType", "nodeCredentialType": "zoomOAuth2Api"}, "credentials": {"zoomOAuth2Api": {"id": "", "name": "[Your zoomOAuth2Api]"}}, "typeVersion": 4.2}], "active": false, "pinData": {"Execute Workflow Trigger": [{"json": {"query": {"items": [{"name": "Partner abtelefonieren", "due_date": "2025-01-06", "priority": "High", "description": "Am 6. Januar alle Partner anrufen, um zu kl\u00e4ren, ob Interesse an einer weiteren Kooperation besteht und wie diese dargestellt werden kann.", "project_name": "Partnerkooperationen"}]}}}]}, "settings": {}, "versionId": "7dd6e3c4-87d1-4d88-ab7c-10e041e64674", "connections": {"Split Out": {"main": [[{"node": "ClickUp", "type": "main", "index": 0}]]}, "Create tasks": {"ai_tool": [[{"node": "Create tasks and follow-up call", "type": "ai_tool", "index": 0}]]}, "Format to html": {"main": [[{"node": "Send meeting summary", "type": "main", "index": 0}]]}, "OpenAI Chat Model": {"ai_languageModel": [[{"node": "Create tasks and follow-up call", "type": "ai_languageModel", "index": 0}]]}, "Filter: Only 1 item": {"main": [[{"node": "Filter: Only 1 item", "type": "main", "index": 0}], [{"node": "Zoom: Get transcript file", "type": "main", "index": 0}]]}, "Send meeting summary": {"main": [[]]}, "Create follow-up call": {"ai_tool": [[{"node": "Create tasks and follow-up call", "type": "ai_tool", "index": 0}]]}, "Filter transcript URL": {"main": [[{"node": "Filter: Only 1 item", "type": "main", "index": 0}]]}, "Filter: Last 24 hours": {"main": [[{"node": "Zoom: Get transcripts data", "type": "main", "index": 0}]]}, "Create meeting summary": {"main": [[{"node": "Sort for mail delivery", "type": "main", "index": 0}, {"node": "Create tasks and follow-up call", "type": "main", "index": 0}]]}, "Format transcript text": {"main": [[{"node": "Zoom: Get participants data", "type": "main", "index": 0}]]}, "Sort for mail delivery": {"main": [[{"node": "Format to html", "type": "main", "index": 0}]]}, "Execute Workflow Trigger": {"main": [[{"node": "Split Out", "type": "main", "index": 0}]]}, "Zoom: Get transcript file": {"main": [[{"node": "Extract text from transcript file", "type": "main", "index": 0}]]}, "Zoom: Get transcripts data": {"main": [[{"node": "Filter transcript URL", "type": "main", "index": 0}], [{"node": "No Recording/Transcript available", "type": "main", "index": 0}]]}, "Zoom: Get participants data": {"main": [[{"node": "Create meeting summary", "type": "main", "index": 0}]]}, "Zoom: Get data of last meeting": {"main": [[{"node": "Filter: Last 24 hours", "type": "main", "index": 0}]]}, "Create tasks and follow-up call": {"main": [[]]}, "Extract text from transcript file": {"main": [[{"node": "Format transcript text", "type": "main", "index": 0}]]}, "When clicking \u2018Test workflow\u2019": {"main": [[{"node": "Zoom: Get data of last meeting", "type": "main", "index": 0}]]}}}