AI Meeting Transcript Summarizer from Google Drive to Gmail - n8n Workflow

• Project Managers and Team Leads who need structured action items from meeting notes.


• Executives looking for quick, sentiment-analyzed summaries of client or internal calls.


• Users searching for practical n8n templates integrating Google Drive, AI, and Gmail.


• Automation specialists building powerful data extraction pipelines within n8n.

Manually summarizing long meeting transcripts and extracting actionable tasks is time-consuming and prone to human error. This specialized n8n workflow solves this by instantly processing uploaded files. When a meeting transcript is saved to Google Drive, the n8n trigger starts the process. It routes PDF or plain text files, sends the content to an advanced AI Agent (powered by OpenAI) for sophisticated analysis—extracting key decisions, assigning tasks, and determining the overall meeting sentiment.

The resulting output is then transformed into a professional, email-ready HTML format by a custom n8n node before being delivered automatically via Gmail. This end-to-end n8n workflow ensures crucial action items are never missed and that summaries are distributed efficiently, saving countless hours for project teams.

The entire automation is initiated by the Google Drive Trigger n8n node, which constantly monitors a specified folder for new file uploads.

1. Trigger & Routing: The Google Drive Trigger detects a new file. An If n8n node checks the file extension. If it's a PDF, it takes the top path; otherwise, it takes the lower path (assuming text/transcript files).


2. File Download & Extraction: The workflow downloads the file content using the Google Drive n8n node and then uses the Extract from File n8n node to reliably pull all text content from the document (either PDF or TXT).


3. Data Consolidation: Both file extraction paths converge into a Merge n8n node, ensuring a single item containing the complete transcript text proceeds.


4. AI Analysis: The crucial AI Agent n8n node uses the transcript text. Configured with a strict system prompt, it compels the OpenAI Chat Model (GPT-4o-mini) to return only a specific JSON structure detailing the summary, decisions, notes, overall sentiment, and granular tasks (including owner, deadline, and task-specific sentiment).


5. Validation and Structuring: The Data Validation Code n8n node parses the potentially complex AI JSON output, normalizes the schema, handles errors, and groups the extracted tasks by their sentiment (positive, neutral, negative).


6. HTML Generation: The Data Preparation Code n8n node takes the structured data and generates a beautiful, inline-CSS HTML email body, ready for delivery.


7. Email Notification: Finally, the Gmail n8n node sends the complete, structured meeting summary report to the file's modifier (the person who uploaded it), using the dynamically generated HTML and including the overall meeting sentiment in the subject line.

To set up this powerful n8n workflow template, follow these steps:

1. Import the Workflow: Copy the provided JSON code and paste it into your n8n instance using the 'New' button > 'Import from JSON'.


2. Credentials Setup:

1. Configure the Trigger: In the Google Drive Trigger n8n node, specify the exact Google Drive folder ID where your meeting transcript files will be uploaded. This n8n node determines when the automation runs.


2. Activate: Save the n8n workflow and toggle it to 'Active'. Drop a PDF or TXT file into your target Google Drive folder to test the full automation loop. This n8n template is now live.

This n8n workflow utilizes several specialized n8n node types:

Google Drive Trigger (n8n trigger): The starting n8n node. Function: Monitors a specific Google Drive folder for newly created files, initiating the automation.
If (n8n node): Function: Routes the workflow based on the file extension (pdf vs. other) to ensure correct file extraction is used.
Extract from File (n8n node): Function: Extracts the raw text content from the downloaded PDF or generic text files, preparing the data for AI analysis.
AI Agent (n8n node): Function: Acts as the meeting summarizer. It uses a Langchain/OpenAI model to parse the raw text into a strict, structured JSON format containing decisions, notes, and sentiment-tagged tasks.
OpenAI Chat Model (n8n node): Function: Provides the large language model capability (e.g., GPT-4o-mini) that the AI Agent n8n node relies upon for processing.
Data Validation (Code n8n node): Function: Robustly handles the AI's JSON output, performing safe parsing, error handling, schema normalization, and grouping tasks by sentiment for easy downstream processing.
Data Preparation (Code n8n node): Function: Generates the final, presentation-ready HTML body (email_html) using the structured data, including styling for Gmail readability.
Gmail (n8n node): Function: Sends the final, automatically generated HTML summary email to the user who uploaded the file, using the meeting's sentiment in the subject line.