Vasu Gupta This workflow corresponds to n8n.io template #12127 — we link there as the canonical source.
This workflow follows the Agent → Gmail recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"nodes": [
{
"id": "7d2ddcb7-ac2d-4d35-a76a-b1865be9e9ab",
"name": "Every Morning",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
0,
528
],
"parameters": {
"rule": {
"interval": [
{
"field": "cronExpression",
"expression": "0 9 * * *"
}
]
}
},
"typeVersion": 1.2
},
{
"id": "13a3fd75-1488-41e0-a80f-439b2ace6040",
"name": "Fetch Recent Meetings",
"type": "n8n-nodes-base.httpRequest",
"position": [
224,
528
],
"parameters": {
"url": "https://api.fireflies.ai/graphql",
"method": "POST",
"options": {},
"jsonBody": "={\n \"query\": \"query Transcripts($fromDate: DateTime) { transcripts(fromDate: $fromDate) { id title dateString } }\",\n \"variables\": {\n \"fromDate\": \"{{ $today.format('YYYY-MM-DD') }}T00:00:00.000Z\"\n }\n}",
"sendBody": true,
"specifyBody": "json",
"authentication": "genericCredentialType",
"genericAuthType": "httpHeaderAuth"
},
"credentials": {
"httpHeaderAuth": {
"name": "<your credential>"
}
},
"typeVersion": 4.1
},
{
"id": "25e59d64-5314-416d-ac04-6d083f50b20f",
"name": "Filter Today's Meetings",
"type": "n8n-nodes-base.code",
"position": [
416,
528
],
"parameters": {
"jsCode": "// Get the response data\nconst response = $input.first().json;\n\n// Access the transcripts array from the GraphQL response\n// GraphQL returns data in a 'data' object\nconst meetings = response.data?.transcripts || [];\n\n// Get today's date at midnight in local timezone\nconst today = new Date();\ntoday.setHours(0, 0, 0, 0);\nconst tomorrow = new Date(today);\ntomorrow.setDate(tomorrow.getDate() + 1);\n\n// Filter items to only include today's meetings\nconst todaysMeetings = meetings.filter(meeting => {\n const dateString = meeting.dateString;\n if (!dateString) return false;\n \n const meetingDate = new Date(dateString);\n return meetingDate >= today && meetingDate < tomorrow;\n});\n\nreturn todaysMeetings;"
},
"typeVersion": 2
},
{
"id": "d2ba8564-8bd2-473a-ac0a-d415bc351d64",
"name": "Loop Over Items",
"type": "n8n-nodes-base.splitInBatches",
"position": [
640,
528
],
"parameters": {
"options": {}
},
"typeVersion": 3
},
{
"id": "0a339e22-725a-4c94-8e5e-a9a96c0212bb",
"name": "Get Full Transcript",
"type": "n8n-nodes-base.httpRequest",
"position": [
912,
528
],
"parameters": {
"url": "https://api.fireflies.ai/graphql",
"method": "POST",
"options": {},
"jsonBody": "={\n \"query\": \"query Transcript($id: String!) { transcript(id: $id) { id title dateString sentences { text speaker_name } summary { action_items } meeting_attendees { email name } } }\",\n \"variables\": {\n \"id\": \"{{ $json.id }}\"\n }\n}",
"sendBody": true,
"specifyBody": "json",
"authentication": "genericCredentialType",
"genericAuthType": "httpHeaderAuth"
},
"credentials": {
"httpHeaderAuth": {
"name": "<your credential>"
}
},
"typeVersion": 4.1
},
{
"id": "2abdea2a-2274-405d-9f06-ba1db111cf81",
"name": "Format Transcript Data",
"type": "n8n-nodes-base.code",
"position": [
1072,
528
],
"parameters": {
"jsCode": "// Get the input data (GraphQL response structure)\nconst item = $input.first();\nconst transcriptData = item.json.data?.transcript;\n\nif (!transcriptData) {\n return [];\n}\n\n// Build full transcript from sentences array\nlet fullTranscript = '';\nif (transcriptData.sentences && Array.isArray(transcriptData.sentences)) {\n fullTranscript = transcriptData.sentences\n .map(s => `${s.speaker_name}: ${s.text}`)\n .join('\\n');\n}\n\n// Extract details\nconst title = transcriptData.title || 'Unknown Meeting';\nconst dateString = transcriptData.dateString || 'Unknown Date';\nconst attendees = transcriptData.meeting_attendees || [];\nconst summary = transcriptData.summary || {};\n\n// --- CUSTOMIZATION REQUIRED ---\n// Add your own name aliases here to prevent the AI from treating you as the external guest\nconst hostNames = ['Host', 'My Name', 'Me', 'TJ']; \n\n// Identify External Participant (Simple logic: first person who isn't the host)\nconst externalParticipant = attendees\n .map(a => a.name || a.email)\n .find(name => name && !hostNames.some(host => name.includes(host))) || 'External Participant';\n\n// Find email (exclude internal domain)\nconst externalEmail = attendees\n .map(a => a.email)\n // REPLACE 'yourcompany.com' below with your actual domain\n .find(email => email && !email.includes('yourcompany.com')) || 'user@example.com';\n\nreturn [{\n json: {\n title,\n dateString,\n fullTranscript,\n externalParticipant,\n externalEmail,\n actionItems: summary.action_items || '',\n originalData: transcriptData\n }\n}];"
},
"typeVersion": 2
},
{
"id": "1cf3abb1-dd88-42c1-ae0c-1417d2762f59",
"name": "Analyze & Create Tasks",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
1392,
528
],
"parameters": {
"text": "=## ROLE\nYou are an Executive Meeting Assistant. Analyze meeting transcripts and create actionable tasks in ClickUp for items assigned to the Meeting Host.\n\n{{ $now }}\n\n## MEETING DATA\n**Meeting Title:** {{ $json.title }}\n**Date:** {{ $json.dateString }}\n**Transcript:** {{ $json.fullTranscript }}\n**AI-Extracted Action Items:** {{ $json.actionItems }}\n\n## INSTRUCTIONS\n1. Use the Think tool to analyze the transcript and identify the Host's action items\n2. For each action item assigned to the Host:\n - Create a clear, specific task in ClickUp\n - Set appropriate priority (1=urgent, 2=high, 3=normal, 4=low)\n - Add context in the description\n - Set due dates if mentioned\n3. Only create tasks explicitly assigned to the Host or clearly their responsibility\n4. Output a summary of all tasks created\n\n## TOOLS AVAILABLE\n- **Think**: Use this to analyze and plan before creating tasks\n- **Create a task in ClickUp**: Creates individual tasks with title, description, priority, and due date",
"options": {},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 2.2
},
{
"id": "4902c639-5706-40af-a802-05cc7e266bf4",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
1312,
704
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "openai/gpt-4o-mini",
"cachedResultName": "openai/gpt-4o-mini"
},
"options": {}
},
"typeVersion": 1.2
},
{
"id": "5d11f72d-d9fd-489d-bc54-dfb6ae7788e6",
"name": "Create ClickUp Task",
"type": "n8n-nodes-base.clickUpTool",
"position": [
1488,
704
],
"parameters": {
"name": "={{ $fromAI(\"task_name\") }}",
"authentication": "oAuth2",
"additionalFields": {
"content": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Content', ``, 'string') }}",
"dueDate": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Due_Date', ``, 'string') }}",
"priority": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Priority', ``, 'number') }}"
}
},
"typeVersion": 1
},
{
"id": "9cd52526-2099-4ed2-ab60-b5cedd030cd2",
"name": "Ask Approval (Telegram)",
"type": "n8n-nodes-base.telegram",
"position": [
1904,
576
],
"parameters": {
"message": "=Should I send out the follow-up email?\n\n{{ $json.output }}",
"options": {
"appendAttribution": false
},
"operation": "sendAndWait",
"approvalOptions": {
"values": {
"approvalType": "double"
}
}
},
"typeVersion": 1.2
},
{
"id": "2c9f1e75-832b-4a74-abab-da17b58eea33",
"name": "Approved?",
"type": "n8n-nodes-base.if",
"position": [
2096,
592
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "loose"
},
"combinator": "and",
"conditions": [
{
"id": "9fe81b6f-50f6-402d-999b-577163682547",
"operator": {
"type": "string",
"operation": "contains"
},
"leftValue": "={{ $json.data }}",
"rightValue": "true"
}
]
},
"looseTypeValidation": true
},
"typeVersion": 2.2
},
{
"id": "ad756909-2115-4579-911e-ae91c568a326",
"name": "Draft Email",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
2400,
160
],
"parameters": {
"text": "=## ROLE\nYou are an Email Assistant. Generate a professional follow-up email with subject and body for meeting participants.\n\n{{ $now }}\n\n## MEETING DATA\n**Meeting Title:** {{ $('Format Transcript Data').item.json.title }}\n**Meeting Date:** {{ $('Format Transcript Data').item.json.dateString }}\n**External Participant:** {{ $('Format Transcript Data').item.json.externalParticipant }}\n**Recipient Email:** {{ $('Format Transcript Data').item.json.externalEmail }}\n\n**MEETING TRANSCRIPT:**\n{{ $('Format Transcript Data').item.json.fullTranscript }}\n\n**ACTION ITEMS:**\n{{ $('Format Transcript Data').item.json.actionItems }}\n\n## SENDER DETAILS\n**From:** Meeting Host\n**To:** {{ $('Format Transcript Data').item.json.originalData.host_email }}, {{ $('Format Transcript Data').item.json.originalData.meeting_attendees[1].email }}, {{ $('Format Transcript Data').item.json.originalData.meeting_attendees[0].email }}\n\n## INSTRUCTIONS\n1. Generate a concise subject line (8-12 words max)\n2. Write a professional email body that includes:\n - Brief thank you for their time\n - 2-3 key discussion points\n - Action items for the recipient\n - Next steps or timeline if mentioned\n3. Keep tone professional but warm\n4. Keep body under 200 words\n5. Sign off as \"Best regards,\" followed by the Host Name\n\n## OUTPUT FORMAT\nYou MUST respond in this exact JSON format:\n\n{\n \"subject\": \"Your subject line here\",\n \"body\": \"Your email body here\",\n \"recipient_email\": \"{{ $('Format Transcript Data').item.json.externalEmail }}\",\n \"sender_email\": \"{{ $('Format Transcript Data').item.json.originalData.host_email }}\"\n}\n\nIMPORTANT: Return ONLY valid JSON. No additional text before or after.",
"options": {},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 2.2
},
{
"id": "fe4c2018-f674-48c8-ae53-033996bd21b9",
"name": "OpenAI Chat Model1",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
2432,
384
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "openai/gpt-4o-mini",
"cachedResultName": "openai/gpt-4o-mini"
},
"options": {}
},
"typeVersion": 1.2
},
{
"id": "1270c71b-7fa4-409c-be9b-8d967cb7aa32",
"name": "Send Gmail",
"type": "n8n-nodes-base.gmail",
"position": [
2768,
160
],
"parameters": {
"sendTo": "={{ $json.output.recipient_email }}",
"message": "={{ $json.output.body }}",
"options": {
"appendAttribution": false
},
"subject": "={{ $json.output.subject }}",
"emailType": "text"
},
"typeVersion": 2.1
},
{
"id": "7bbf135c-9bb5-4849-9e4e-f7c61787b0f6",
"name": "Notify Cancellation",
"type": "n8n-nodes-base.telegram",
"position": [
2400,
672
],
"parameters": {
"text": "Okay I will not send the email out",
"additionalFields": {
"appendAttribution": false
}
},
"typeVersion": 1.2
},
{
"id": "724b9a52-2431-42d8-bccd-06652b3b8cdd",
"name": "Notify Success",
"type": "n8n-nodes-base.telegram",
"position": [
2976,
160
],
"parameters": {
"text": "=I Have sent the person message out at this adress {{ $('Draft Email').item.json.output.recipient_email }}",
"additionalFields": {
"appendAttribution": false
}
},
"retryOnFail": true,
"typeVersion": 1.2
},
{
"id": "0a91bd84-f15d-451e-8117-6da3f5b12497",
"name": "Think",
"type": "@n8n/n8n-nodes-langchain.toolThink",
"position": [
1648,
704
],
"parameters": {},
"typeVersion": 1.1
},
{
"id": "d24a421b-b66f-4ab3-ad49-e8895720b308",
"name": "Structured Output Parser",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
2592,
384
],
"parameters": {
"jsonSchemaExample": "{\n \"subject\": \"\",\n \"body\": \"\",\n \"recipient_email\": \"\"\n}"
},
"typeVersion": 1.3
},
{
"id": "b4a11145-45fa-49a4-9adb-fc0aca40cbe6",
"name": "Overview",
"type": "n8n-nodes-base.stickyNote",
"position": [
-16,
-224
],
"parameters": {
"color": 6,
"width": 393,
"height": 914,
"content": "### Meeting Intelligence Automation\nThis workflow automates your post-meeting routine by analyzing transcripts to create tasks and draft follow-up emails.\n\n### How it works\n1. **Fetch:** Retrieves meeting transcripts via the Fireflies.ai API.\n2. **Analyze:** AI processes the transcript to extract action items assigned to you.\n3. **Task Creation:** Creates tasks in ClickUp automatically.\n4. **Approval:** Sends a Telegram message asking if you want to send a follow-up email.\n5. **Email:** If approved, drafts and sends a personalized summary email via Gmail.\n\n### Setup Steps\n1. **Credentials:** \n - Get your API Key from Fireflies.ai (Settings -> Integrations -> Fireflies API).\n - Create a \"Header Auth\" credential in n8n named `Authorization` with value `Bearer <YOUR_KEY>`.\n2. **Configuration:** \n - In the 'Format Transcript Data' code node, update the `hostNames` array with your name.\n - In the Telegram nodes, input your Chat ID.\n"
},
"typeVersion": 1
},
{
"id": "d4d11f64-e74d-4468-b659-3a2b22843a8f",
"name": "Section 1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-16,
448
],
"parameters": {
"color": 7,
"width": 1256,
"height": 224,
"content": "## 1. Fetch & Filter Meetings\nGet transcripts from Fireflies and filter for today's date."
},
"typeVersion": 1
},
{
"id": "e0135f35-128c-4b42-979c-b6b50220215b",
"name": "Section 2",
"type": "n8n-nodes-base.stickyNote",
"position": [
1264,
448
],
"parameters": {
"color": 7,
"width": 580,
"height": 428,
"content": "## 2. Analysis & Task Management\nAI extracts action items and syncs them to ClickUp."
},
"typeVersion": 1
},
{
"id": "15461e95-33b3-41ff-b1f3-284e6690c651",
"name": "Section 3",
"type": "n8n-nodes-base.stickyNote",
"position": [
1872,
448
],
"parameters": {
"color": 7,
"width": 380,
"height": 380,
"content": "## 3. Human Approval\nTelegram bot asks for confirmation before sending emails."
},
"typeVersion": 1
},
{
"id": "5030ddfb-a86b-47f7-8d61-8b3d2a5d68d0",
"name": "Section 4",
"type": "n8n-nodes-base.stickyNote",
"position": [
2272,
-16
],
"parameters": {
"color": 7,
"width": 880,
"height": 576,
"content": "## 4. Email Automation\nDrafts and sends follow-ups via Gmail if approved."
},
"typeVersion": 1
}
],
"connections": {
"Think": {
"ai_tool": [
[
{
"node": "Analyze & Create Tasks",
"type": "ai_tool",
"index": 0
}
]
]
},
"Approved?": {
"main": [
[
{
"node": "Draft Email",
"type": "main",
"index": 0
}
],
[
{
"node": "Notify Cancellation",
"type": "main",
"index": 0
}
]
]
},
"Send Gmail": {
"main": [
[
{
"node": "Notify Success",
"type": "main",
"index": 0
}
]
]
},
"Draft Email": {
"main": [
[
{
"node": "Send Gmail",
"type": "main",
"index": 0
}
]
]
},
"Every Morning": {
"main": [
[
{
"node": "Fetch Recent Meetings",
"type": "main",
"index": 0
}
]
]
},
"Notify Success": {
"main": [
[
{
"node": "Loop Over Items",
"type": "main",
"index": 0
}
]
]
},
"Loop Over Items": {
"main": [
[],
[
{
"node": "Get Full Transcript",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "Analyze & Create Tasks",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"OpenAI Chat Model1": {
"ai_languageModel": [
[
{
"node": "Draft Email",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Create ClickUp Task": {
"ai_tool": [
[
{
"node": "Analyze & Create Tasks",
"type": "ai_tool",
"index": 0
}
]
]
},
"Get Full Transcript": {
"main": [
[
{
"node": "Format Transcript Data",
"type": "main",
"index": 0
}
]
]
},
"Notify Cancellation": {
"main": [
[
{
"node": "Loop Over Items",
"type": "main",
"index": 0
}
]
]
},
"Fetch Recent Meetings": {
"main": [
[
{
"node": "Filter Today's Meetings",
"type": "main",
"index": 0
}
]
]
},
"Analyze & Create Tasks": {
"main": [
[
{
"node": "Ask Approval (Telegram)",
"type": "main",
"index": 0
}
]
]
},
"Format Transcript Data": {
"main": [
[
{
"node": "Analyze & Create Tasks",
"type": "main",
"index": 0
}
]
]
},
"Ask Approval (Telegram)": {
"main": [
[
{
"node": "Approved?",
"type": "main",
"index": 0
}
]
]
},
"Filter Today's Meetings": {
"main": [
[
{
"node": "Loop Over Items",
"type": "main",
"index": 0
}
]
]
},
"Structured Output Parser": {
"ai_outputParser": [
[
{
"node": "Draft Email",
"type": "ai_outputParser",
"index": 0
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
httpHeaderAuth
Pro
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About this workflow
Act as your personal executive assistant with this high-level automation designed to handle the most tedious post-meeting tasks. This workflow ensures that no action item is forgotten and that participants receive professional follow-ups without you having to lift a finger. Busy…
Source: https://n8n.io/workflows/12127/ — original creator credit. Request a take-down →
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