Gabriel Santos This workflow corresponds to n8n.io template #8652 — we link there as the canonical source.
This workflow follows the Agent → Agenttool 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 →
{
"id": "ZGNostTBUj8ot9yp",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Extract meeting tasks from transcripts and sync with Trello",
"tags": [],
"nodes": [
{
"id": "70515f8f-edd6-4c52-947a-f79cbb7429ef",
"name": "Get Transcription",
"type": "n8n-nodes-base.extractFromFile",
"position": [
480,
0
],
"parameters": {
"options": {},
"operation": "text",
"binaryPropertyName": "Transcript_archive"
},
"typeVersion": 1
},
{
"id": "203f05d3-7356-40b9-ad81-248760e72080",
"name": "AI Agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
944,
0
],
"parameters": {
"text": "=Transcript:\n\n{{ $json.data }}",
"options": {
"systemMessage": "=# Main Agent Instructions\n\nYou are an assistant specialized in meeting analysis.\nYour job is to (1) extract actionable tasks from a meeting transcript, (2) sync each task with Trello via the Trello Sub-Agent, and (3) produce a clear user-facing summary.\n\n## Workflow\n\n1. **Extract Tasks**\n - Identify only clear, actionable tasks.\n - For each task, produce:\n - **title** \u2192 short, concise (max ~6 words).\n - **description** \u2192 1\u20132 sentences explaining the action.\n - **assignee** \u2192 person responsible, or `\"undefined\"`.\n - **deadline** \u2192 date/time if mentioned, or `\"undefined\"`.\n - **Deduplicate** (merge near-duplicates; keep one canonical task).\n\n2. **Sync with Trello (via Trello Sub-Agent)**\n - For each task, call the **Trello Sub-Agent** with `title`, `description`, `assignee`, `deadline`.\n - The Trello Sub-Agent will:\n - Use **Get Trello Cards** to check for an existing card (case-insensitive, tolerant to small wording changes).\n - If a match exists \u2192 return `{ \"status\": \"exists\", \"card_id\": \"<id>\" }`.\n - If no match \u2192 create with **Create Trello Card** and return `{ \"status\": \"created\", \"card_id\": \"<id>\" }`.\n\n3. **User-Facing Summary**\n - Write a brief summary (1\u20133 sentences) describing: total tasks found, how many already existed, how many were created, and any tasks without assignee or deadline.\n - The summary **must be in the user\u2019s language** (if unknown, use English).\n - Keep it concise and non-technical.\n\n4. **Output Format**\n - Return a JSON object with two top-level keys: `summary` and `tasks`.\n\n### JSON Schema\n\n```json\n{\n \"summary\": {\n \"text\": \"string\",\n \"metrics\": {\n \"total_tasks\": \"number\",\n \"existing_cards\": \"number\",\n \"created_cards\": \"number\",\n \"without_assignee\": \"number\",\n \"without_deadline\": \"number\"\n }\n },\n \"tasks\": [\n {\n \"title\": \"string (\u2264 6 words)\",\n \"description\": \"string (1\u20132 sentences)\",\n \"assignee\": \"string | \\\"undefined\\\"\",\n \"deadline\": \"string | \\\"undefined\\\"\",\n \"status\": \"exists | created\",\n \"card_id\": \"string\"\n }\n ]\n}\n````\n\nIf no tasks are found, return:\n\n```json\n{\n \"summary\": {\n \"text\": \"No tasks were found in the transcript.\",\n \"metrics\": {\n \"total_tasks\": 0,\n \"existing_cards\": 0,\n \"created_cards\": 0,\n \"without_assignee\": 0,\n \"without_deadline\": 0\n }\n },\n \"tasks\": []\n}\n```\n\n## Example\n\n**Transcript Excerpt**\n\n> John: I can prepare the financial report by Friday.\n> Maria: I\u2019ll schedule the client meeting.\n\n**Expected Output**\n\n```json\n{\n \"summary\": {\n \"text\": \"Found 2 tasks in the transcript: 1 already existed in Trello and 1 was created. None are missing an assignee; 1 has no deadline.\",\n \"metrics\": {\n \"total_tasks\": 2,\n \"existing_cards\": 1,\n \"created_cards\": 1,\n \"without_assignee\": 0,\n \"without_deadline\": 1\n }\n },\n \"tasks\": [\n {\n \"title\": \"Prepare financial report\",\n \"description\": \"John will compile and deliver the financial report by Friday.\",\n \"assignee\": \"John\",\n \"deadline\": \"Friday\",\n \"status\": \"exists\",\n \"card_id\": \"abc123\"\n },\n {\n \"title\": \"Schedule client meeting\",\n \"description\": \"Maria will arrange a meeting with the client to align next steps.\",\n \"assignee\": \"Maria\",\n \"deadline\": \"undefined\",\n \"status\": \"created\",\n \"card_id\": \"xyz789\"\n }\n ]\n}\n```\n\n## Sub-Agents\n\n## Trello Sync\n\nFor each extracted task:\n1. Call the **Trello Sub-Agent** with `title`, `description`, `assignee`, `deadline`.\n2. Append the sub-agent result to the task:\n - `status`: \"exists\" | \"created\"\n - `card_id`: string\n - optionally `list_id` (when status = \"exists\")\n3. Use these results to build the user-facing `summary.metrics`:\n - `total_tasks`, `existing_cards`, `created_cards`,\n - `without_assignee`, `without_deadline`."
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 2.2
},
{
"id": "50775259-4478-4445-be0b-03da0b9f796b",
"name": "Structured Output Parser",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
1184,
208
],
"parameters": {
"jsonSchemaExample": "{\n \"summary\": {\n \"text\": \"Found 2 tasks in the transcript: 1 already existed in Trello and 1 was created. None are missing an assignee; 1 has no deadline.\",\n \"metrics\": {\n \"total_tasks\": 2,\n \"existing_cards\": 1,\n \"created_cards\": 1,\n \"without_assignee\": 0,\n \"without_deadline\": 1\n }\n },\n \"tasks\": [\n {\n \"title\": \"Prepare financial report\",\n \"description\": \"John will compile and deliver the financial report by Friday.\",\n \"assignee\": \"John\",\n \"deadline\": \"Friday\",\n \"status\": \"exists\",\n \"card_id\": \"abc123\"\n },\n {\n \"title\": \"Schedule client meeting\",\n \"description\": \"Maria will arrange a meeting with the client to align next steps.\",\n \"assignee\": \"Maria\",\n \"deadline\": \"undefined\",\n \"status\": \"created\",\n \"card_id\": \"xyz789\"\n }\n ]\n}"
},
"typeVersion": 1.3
},
{
"id": "d34e917d-9065-408e-a9ac-f66480118e6f",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
896,
208
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "35a227e0-41e5-4773-8628-a3863e09165b",
"name": "Receive Transcript file",
"type": "n8n-nodes-base.formTrigger",
"position": [
0,
0
],
"parameters": {
"options": {},
"formTitle": "Tasks from meeting",
"formFields": {
"values": [
{
"fieldType": "file",
"fieldLabel": "Transcript archive",
"multipleFiles": false,
"requiredField": true,
"acceptFileTypes": ".txt"
}
]
},
"responseMode": "lastNode",
"formDescription": "Create Trello tasks from a meeting transcript"
},
"typeVersion": 2.3
},
{
"id": "48c38412-ae7d-40cb-be25-dd6ff989938e",
"name": "Trello Agent",
"type": "@n8n/n8n-nodes-langchain.agentTool",
"position": [
1008,
448
],
"parameters": {
"text": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Prompt__User_Message_', `Trello task`, 'string') }}",
"options": {
"systemMessage": "=# Trello Sub-Agent Instructions\n\nYou manage Trello syncing for tasks.\nTools available:\n- **Get many lists in Trello**\n- **Get all cards in a list in Trello**\n- **Create a card in Trello** (targets a single preconfigured default list)\n\n## Input\nTask JSON:\n- `title` (string, required)\n- `description` (string, required)\n- `assignee` (string | \"undefined\")\n- `deadline` (string | \"undefined\")\n\n## Board-wide Duplicate Check (title AND description)\n1. Call **Get many lists in Trello** and collect all `list_id`s.\n2. For each list, call **Get all cards in a list in Trello**.\n3. For each card, compare:\n - Incoming `title` \u2194 card `name`\n - Incoming `description` \u2194 card `desc`\n\n### Normalization\n- Lowercase, trim, collapse multiple spaces.\n- Strip punctuation and emojis.\n- Normalize common accents/diacritics.\n- Optional: drop very common stopwords (e.g., \u201cthe\u201d, \u201ca\u201d, \u201cof\u201d, \u201cpara\u201d, \u201cde\u201d).\n\n### Match Criteria (declare duplicate if ANY holds)\n- **Exact title match** (normalized) **AND** description **highly similar** (\u2265 0.80 token overlap or near-exact).\n- **High title similarity** (\u2265 0.90) **AND** **high description similarity** (\u2265 0.80).\n- **Exact description match** (normalized) **AND** title **highly similar** (\u2265 0.90).\n\n> If multiple candidates match, choose the **highest combined similarity** (title_sim * 0.6 + desc_sim * 0.4).\n\n4. If a duplicate is found **anywhere on the board**, **do not create** a card. Return:\n```json\n{ \"status\": \"exists\", \"card_id\": \"<existing_card_id>\", \"list_id\": \"<existing_list_id>\" }\n````\n\n## Create (only if NO duplicate found)\n\n* Call **Create a card in Trello** with:\n\n * `name` = `title`\n * `desc` = `description`\n * Add `assignee` / `deadline` if the tool supports these fields.\n* Return:\n\n```json\n{ \"status\": \"created\", \"card_id\": \"<new_card_id>\", \"created_in_default_list\": true }\n```\n\n## Output (always one object)\n\n* Duplicate:\n\n```json\n{ \"status\": \"exists\", \"card_id\": \"<id>\", \"list_id\": \"<list_id>\" }\n```\n\n* Created:\n\n```json\n{ \"status\": \"created\", \"card_id\": \"<id>\", \"created_in_default_list\": true }\n```\n\n* Error:\n\n```json\n{ \"status\": \"error\", \"message\": \"Reason...\" }\n```\n\n## Notes\n\n* Be conservative: one card per unique task.\n* Prefer NOT creating when in doubt (high similarity)."
},
"hasOutputParser": true,
"toolDescription": "Responsible for syncing tasks with Trello. It checks if a card already exists for a given task and creates one if it doesn\u2019t, ensuring no duplicates are added"
},
"typeVersion": 2.2
},
{
"id": "40527286-8a51-4ac0-ba33-b41a6da83cf9",
"name": "Structured Output Parser1",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
1696,
656
],
"parameters": {
"schemaType": "manual",
"inputSchema": "{\n \"$schema\": \"http://json-schema.org/draft-07/schema#\",\n \"title\": \"Trello Sub-Agent Output\",\n \"type\": \"object\",\n \"properties\": {\n \"status\": {\n \"type\": \"string\",\n \"enum\": [\"exists\", \"created\", \"error\"],\n \"description\": \"Result of the Trello sync check.\"\n },\n \"card_id\": {\n \"type\": \"string\",\n \"description\": \"ID of the Trello card (if exists or created).\"\n },\n \"list_id\": {\n \"type\": \"string\",\n \"description\": \"ID of the list where the card already exists (only when status = 'exists').\"\n },\n \"created_in_default_list\": {\n \"type\": \"boolean\",\n \"description\": \"True if a new card was created in the default list (only when status = 'created').\"\n },\n \"message\": {\n \"type\": \"string\",\n \"description\": \"Error message if status = 'error'.\"\n }\n },\n \"required\": [\"status\"],\n \"additionalProperties\": false\n}"
},
"typeVersion": 1.3
},
{
"id": "b3f6f705-03f8-4aca-a320-e2a2d6f969a3",
"name": "OpenAI Chat Model1",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
976,
656
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "4b687b0d-c314-4bed-801e-81ab8d77927c",
"name": "Create a card in Trello",
"type": "n8n-nodes-base.trelloTool",
"position": [
1136,
656
],
"parameters": {
"name": "={{ $fromAI('taskTitle') }}",
"listId": "Specific List ID",
"description": "={{ $fromAI('taskDescription') }}",
"additionalFields": {}
},
"credentials": {
"trelloApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "f6e13596-4b3d-4fa5-a2d7-f5bf15656e97",
"name": "Get many lists in Trello",
"type": "n8n-nodes-base.trelloTool",
"position": [
1312,
656
],
"parameters": {
"id": "Your Board ID",
"resource": "list",
"operation": "getAll",
"returnAll": true,
"additionalFields": {}
},
"credentials": {
"trelloApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "e031ecda-c0d0-4668-afcc-bd2268ac65c8",
"name": "Get all cards in a list in Trello",
"type": "n8n-nodes-base.trelloTool",
"position": [
1488,
656
],
"parameters": {
"id": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('List_ID', ``, 'string') }}",
"resource": "list",
"operation": "getCards",
"returnAll": true,
"additionalFields": {
"fields": "name, desc"
}
},
"credentials": {
"trelloApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "cd442a7c-0f53-4993-aa9c-139ccdf0d183",
"name": "Respond to Form",
"type": "n8n-nodes-base.form",
"position": [
1632,
0
],
"parameters": {
"options": {},
"operation": "completion",
"completionTitle": "Graded transcripts and tasks created in Trello",
"completionMessage": "={{ $json.output.summary.text }}"
},
"typeVersion": 2.3
},
{
"id": "d667ead8-0892-4e2d-8662-06bd7f55e24b",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-96,
-688
],
"parameters": {
"color": 6,
"width": 1920,
"height": 496,
"content": "## Extract meeting tasks and sync with Trello\n\nThis workflow processes a meeting transcript (uploaded as a .txt file), extracts actionable tasks using AI, and syncs them with Trello.\n\n### What it does\n- Receive a transcript file from a form\n- Extract clear tasks with title, description, assignee, and deadline\n- Check Trello for duplicates (by title + description across all lists)\n- If duplicate exists \u2192 return existing card ID\n- If not \u2192 create a new card in the default Trello list\n- Generate a user-friendly summary of the results\n\n### Who is it for\nTeams who want to turn meeting notes into actionable Trello tasks automatically.\n\n### Requirements\n- Trello account with credentials set up\n- OpenAI (or other LLM) credentials"
},
"typeVersion": 1
},
{
"id": "f7c2888b-dbda-4e5a-bde0-2948016216a5",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
384,
-144
],
"parameters": {
"width": 304,
"height": 304,
"content": "**Get Transcription node**\n\n> Extracts raw text from the uploaded transcript file.\n"
},
"typeVersion": 1
},
{
"id": "6753c318-fef9-4558-bc3b-63e50dedfc17",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
-96,
-144
],
"parameters": {
"width": 304,
"height": 304,
"content": "**Form Trigger node**\n\n> Receives the transcript file (.txt) from the user."
},
"typeVersion": 1
},
{
"id": "6ba8dc96-1c09-4874-a8ce-d74b9f94d749",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
784,
-144
],
"parameters": {
"color": 3,
"width": 560,
"height": 496,
"content": "**AI Agent node**\n\n> Main agent that extracts tasks, checks duplicates via Trello Sub-Agent, and builds the JSON output (summary + tasks).\n"
},
"typeVersion": 1
},
{
"id": "a63d8b4f-8077-402e-9a52-acb167af2298",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
368,
384
],
"parameters": {
"color": 5,
"width": 1456,
"height": 432,
"content": "**Trello Agent node**\n\n> Sub-agent responsible for Trello sync.\n> Uses \u201cGet many lists\u201d + \u201cGet all cards in a list\u201d to check duplicates (title + description).\n> Creates a new card only if no duplicate exists.\n\n**Create card / Get lists / Get cards nodes**\n\n> Trello API tools used by the sub-agent:\n\n* **Get many lists** \u2192 get all list IDs in the board\n* **Get all cards in a list** \u2192 fetch existing cards with `name` + `desc`\n* **Create a card** \u2192 add a task card in the preconfigured default list\n\n**Structured Output Parser nodes**\n\n> Parse the AI agent outputs into structured JSON (tasks, summary, Trello status)."
},
"typeVersion": 1
},
{
"id": "fdb32427-0adc-4d40-a616-93b32981aae0",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
1520,
-144
],
"parameters": {
"width": 304,
"height": 304,
"content": "**Respond to Form node**\n\n> Returns a final confirmation message to the user with the summary (tasks created vs. already existing)."
},
"typeVersion": 1
}
],
"active": true,
"settings": {
"executionOrder": "v1"
},
"versionId": "3bc1df01-1881-41f8-92ff-6de105bfc690",
"connections": {
"AI Agent": {
"main": [
[
{
"node": "Respond to Form",
"type": "main",
"index": 0
}
]
]
},
"Trello Agent": {
"ai_tool": [
[
{
"node": "AI Agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Get Transcription": {
"main": [
[
{
"node": "AI Agent",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "AI Agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"OpenAI Chat Model1": {
"ai_languageModel": [
[
{
"node": "Trello Agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Create a card in Trello": {
"ai_tool": [
[
{
"node": "Trello Agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Receive Transcript file": {
"main": [
[
{
"node": "Get Transcription",
"type": "main",
"index": 0
}
]
]
},
"Get many lists in Trello": {
"ai_tool": [
[
{
"node": "Trello Agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Structured Output Parser": {
"ai_outputParser": [
[
{
"node": "AI Agent",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"Structured Output Parser1": {
"ai_outputParser": [
[
{
"node": "Trello Agent",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"Get all cards in a list in Trello": {
"ai_tool": [
[
{
"node": "Trello Agent",
"type": "ai_tool",
"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.
openAiApitrelloApi
Pro
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About this workflow
Teams and project managers who want to turn meeting transcripts into actionable Trello tasks automatically, without worrying about duplicate cards.
Source: https://n8n.io/workflows/8652/ — original creator credit. Request a take-down →
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