Mychel Garzon This workflow corresponds to n8n.io template #15896 — we link there as the canonical source.
The workflow JSON
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{
"id": "j9kvA2yDDC5D5Y3y",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Meeting Insight Extraction",
"tags": [],
"nodes": [
{
"id": "766e9d5f-ec86-492c-b3a3-d64e23e2b691",
"name": "Outlook Trigger",
"type": "n8n-nodes-base.microsoftOutlookTrigger",
"position": [
-64,
1584
],
"parameters": {
"filters": {
"sender": "user@example.com"
},
"options": {},
"pollTimes": {
"item": [
{
"mode": "everyX",
"unit": "minutes",
"value": 15
}
]
}
},
"typeVersion": 1
},
{
"id": "1523ba0e-4434-4b10-a0d8-45ad2f50b3ce",
"name": "Deduplicate Threads",
"type": "n8n-nodes-base.code",
"position": [
160,
1584
],
"parameters": {
"jsCode": "// Use n8n static data to remember previously processed Conversation IDs\nconst staticData = $getWorkflowStaticData('global');\nstaticData.processedIds = staticData.processedIds || [];\n\nconst newItems = [];\nfor (const item of $input.all()) {\n const msgId = item.json.conversationId || item.json.id;\n if (!staticData.processedIds.includes(msgId)) {\n newItems.push(item);\n staticData.processedIds.push(msgId);\n }\n}\n\n// .slice(-100) is safer than splice() against n8n's static data proxy object\nstaticData.processedIds = staticData.processedIds.slice(-100);\n\nreturn newItems;"
},
"typeVersion": 2
},
{
"id": "b6173f68-dd9c-4697-8e3b-cb379f263867",
"name": "Strip HTML Bloat",
"type": "n8n-nodes-base.html",
"position": [
400,
1584
],
"parameters": {
"options": {},
"operation": "extractHtmlContent",
"extractionValues": {
"values": [
{
"key": "plainTextTranscript",
"cssSelector": "body"
}
]
}
},
"typeVersion": 1
},
{
"id": "d3de77eb-f17b-44c6-b562-201e0dd21757",
"name": "Extract Insights via AI",
"type": "n8n-nodes-base.openAi",
"position": [
608,
1584
],
"parameters": {
"model": "gpt-4o",
"options": {},
"requestOptions": {}
},
"typeVersion": 1
},
{
"id": "8cdcf427-4108-4f30-aca4-35bba325f594",
"name": "Parse & Route Arrays",
"type": "n8n-nodes-base.code",
"position": [
832,
1584
],
"parameters": {
"jsCode": "// Strip markdown code fences before parsing \u2014 OpenAI wraps JSON in ```json blocks even when asked not to\nlet aiResponse = {};\ntry {\n let rawContent = $input.first().json.message.content;\n let cleanContent = rawContent.replace(/```json/g, '').replace(/```/g, '').trim();\n aiResponse = JSON.parse(cleanContent);\n} catch (e) {\n aiResponse = { Strategic_Decisions: [], Action_Items: [] };\n}\n\nconst decisions = aiResponse.Strategic_Decisions || [];\nconst actions = aiResponse.Action_Items || [];\n\nconst decisionItems = decisions.map(d => ({ json: d }));\nconst actionItems = actions.map(a => ({ json: a }));\n\n// Output 0 -> SharePoint (Decisions) | Output 1 -> Normalize Due Date -> To Do (Actions)\n// IMPORTANT: Set Outputs to 2 in this node's Settings tab on the canvas\nreturn [decisionItems, actionItems];"
},
"typeVersion": 2
},
{
"id": "714b9156-7619-4707-be96-84a291fa89ae",
"name": "Log to SharePoint List",
"type": "n8n-nodes-base.microsoftSharePoint",
"position": [
1200,
1392
],
"parameters": {
"resource": "listItem",
"requestOptions": {}
},
"typeVersion": 1
},
{
"id": "bf09413a-885e-4819-977b-49aea6081532",
"name": "Normalize Due Date",
"type": "n8n-nodes-base.code",
"position": [
1104,
1712
],
"parameters": {
"jsCode": "// The LLM is forced to output YYYY-MM-DD or null \u2014 no freeform strings.\n// Converts that to the dateTimeTimeZone object Microsoft Graph requires.\n// Microsoft To Do rejects plain ISO strings; it needs { dateTime, timeZone }.\n//\n// Deadline = 14:00 UTC = 17:00 EEST (UTC+3, Finland summer time).\n// Adjust the hour constant below if your team operates in a different timezone.\n\nconst DEADLINE_HOUR_UTC = 14;\nconst items = $input.all();\n\nreturn items.map(item => {\n const raw = item.json.due_date;\n let dueDateTimeZone = null;\n\n if (raw && raw !== 'null' && raw.trim() !== '') {\n // Only accept strings the LLM formatted correctly as YYYY-MM-DD\n const isValidFormat = /^\\d{4}-\\d{2}-\\d{2}$/.test(raw.trim());\n if (isValidFormat) {\n // Build the dateTimeTimeZone object Microsoft Graph / To Do requires\n dueDateTimeZone = {\n dateTime: `${raw.trim()}T${String(DEADLINE_HOUR_UTC).padStart(2, '0')}:00:00`,\n timeZone: 'UTC'\n };\n }\n }\n\n return {\n json: {\n ...item.json,\n due_date_graph: dueDateTimeZone\n }\n };\n});"
},
"typeVersion": 2
},
{
"id": "454de741-16cd-4d2a-9321-1c50590fa7c8",
"name": "Create To Do Tasks",
"type": "n8n-nodes-base.microsoftToDo",
"position": [
1328,
1712
],
"parameters": {
"title": "={{ $json.task }}",
"operation": "create",
"taskListId": "YOUR_TODO_LIST_ID",
"additionalFields": {
"content": "={{ 'Assignee: ' + $json.assignee }}",
"dueDateTime": "={{ $json.due_date_graph }}"
}
},
"typeVersion": 1
},
{
"id": "875cad86-1cda-4659-b2fd-91c90c5ca0f6",
"name": "Error Trigger",
"type": "n8n-nodes-base.errorTrigger",
"position": [
-48,
1888
],
"parameters": {},
"typeVersion": 1
},
{
"id": "c5e0ebe7-9412-4f5f-8523-ca4d3d701a98",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-704,
1264
],
"parameters": {
"width": 560,
"height": 784,
"content": "## Meeting Intelligence: Auto-Extract Decisions and Action Items to SharePoint and Microsoft To Do\n\n### AI-Powered Meeting Transcript Processing via Outlook\n\n### How it works\nThis workflow polls Outlook every 15 minutes for meeting summary emails sent by a configured bot address, extracts strategic decisions and action items using GPT-4o, logs decisions to a SharePoint list, and creates dated tasks in Microsoft To Do all without manual intervention.\n\n### Setup steps\n- [ ] Replace `bot@yourcompany.com` in the Outlook Trigger filter with the\n actual sender address your meeting bot uses.\n- [ ] Connect your Microsoft Outlook OAuth2 credential to both the Outlook\n Trigger node and the Send Error Email node. Replace\n admin@yourcompany.com in the error node with your actual admin address.\n- [ ] Connect your OpenAI credential to the Extract Insights via AI node.\n- [ ] Connect your Microsoft SharePoint credential to the Log to SharePoint\n List node and configure the target site and list.\n- [ ] Connect your Microsoft To Do credential to the Create To Do Tasks node\n and replace YOUR_TODO_LIST_ID with your actual task list ID.\n- [ ] In the Parse & Route Arrays node settings, set the number of outputs\n to 2 so the split routing works correctly.\n\n### Required credentials\n- **Microsoft Outlook OAuth2** (trigger + error email)\n- **OpenAI API** (insight extraction via GPT-4o)\n- **Microsoft SharePoint** (decision logging)\n- **Microsoft To Do** (action item task creation)\n\n### Notes\nThe deadline hour for To Do tasks defaults to 14:00 UTC (17:00 EEST).\nAdjust the DEADLINE_HOUR_UTC constant in the Normalize Due Date node to\nmatch your team's timezone."
},
"typeVersion": 1
},
{
"id": "37a0b705-55dc-42e1-8ab6-05f29bf14a66",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-112,
1424
],
"parameters": {
"color": 7,
"width": 416,
"height": 320,
"content": "### Trigger & Deduplication\nPolls Outlook every 15 minutes for emails from the configured bot sender and drops any conversation threads already processed in a previous run."
},
"typeVersion": 1
},
{
"id": "8f79f606-ee6c-44aa-9e3c-a164e02b348c",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
1008,
1584
],
"parameters": {
"color": 7,
"width": 624,
"height": 288,
"content": "### Action Item Task Creation\nNormalizes due dates to the Microsoft Graph dateTimeTimeZone format and creates a dated To Do task for each action item with assignee and deadline."
},
"typeVersion": 1
},
{
"id": "dc8d8709-4c45-4c2f-b028-0232d746c7ba",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
336,
1424
],
"parameters": {
"color": 7,
"width": 640,
"height": 320,
"content": "### AI Extraction & Routing\nStrips HTML from the email body, passes the clean transcript to GPT-4o to extract strategic decisions and action items, then splits the two arrays into separate output branches for independent downstream processing."
},
"typeVersion": 1
},
{
"id": "252ba800-75f4-4b8f-8904-ac158a8e2161",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
1008,
1264
],
"parameters": {
"color": 7,
"width": 624,
"height": 288,
"content": "### Decision Logging\nLogs each extracted strategic decision as a new item in the configured SharePoint list for permanent team-level record keeping."
},
"typeVersion": 1
},
{
"id": "c4d72a6d-efa6-4f57-95e9-123e43e7e14d",
"name": "Sticky Note6",
"type": "n8n-nodes-base.stickyNote",
"position": [
-112,
1776
],
"parameters": {
"color": 7,
"width": 528,
"height": 272,
"content": "### Error Handling\nGlobal error catcher that intercepts any node failure and sends a formatted alert email to the configured admin address with the workflow error details."
},
"typeVersion": 1
},
{
"id": "46257cf8-c5d2-4819-8abb-ab07aa7c2de0",
"name": "Send Error Email",
"type": "n8n-nodes-base.microsoftOutlook",
"position": [
176,
1888
],
"parameters": {
"subject": "\ud83d\udea8 n8n Workflow Error: Meeting Extraction",
"toRecipients": [
"user@example.com"
],
"additionalFields": {}
},
"typeVersion": 2
}
],
"active": false,
"settings": {
"binaryMode": "separate",
"executionOrder": "v1"
},
"versionId": "58cba6d3-50a0-446c-baa0-f0400c38a846",
"connections": {
"Error Trigger": {
"main": [
[
{
"node": "Send Error Email",
"type": "main",
"index": 0
}
]
]
},
"Outlook Trigger": {
"main": [
[
{
"node": "Deduplicate Threads",
"type": "main",
"index": 0
}
]
]
},
"Strip HTML Bloat": {
"main": [
[
{
"node": "Extract Insights via AI",
"type": "main",
"index": 0
}
]
]
},
"Normalize Due Date": {
"main": [
[
{
"node": "Create To Do Tasks",
"type": "main",
"index": 0
}
]
]
},
"Deduplicate Threads": {
"main": [
[
{
"node": "Strip HTML Bloat",
"type": "main",
"index": 0
}
]
]
},
"Parse & Route Arrays": {
"main": [
[
{
"node": "Log to SharePoint List",
"type": "main",
"index": 0
},
{
"node": "Normalize Due Date",
"type": "main",
"index": 0
}
]
]
},
"Extract Insights via AI": {
"main": [
[
{
"node": "Parse & Route Arrays",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
This workflow polls Outlook for meeting summary emails, uses GPT-4o to extract strategic decisions and action items from the transcript, logs decisions to a SharePoint list, creates Microsoft To Do tasks with normalized due dates, and sends failure alerts via Outlook email if…
Source: https://n8n.io/workflows/15896/ — original creator credit. Request a take-down →
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