AI-Powered Task Generation from Meeting Transcripts using Fireflies and Airtable - n8n Workflow

• Project Managers and Team Leads who need automated task logging.


• Consultants or Agencies who rely on accurate post-meeting follow-up.


• Users looking for advanced examples of n8n templates utilizing AI agents and tools.


• Anyone seeking to connect Fireflies, OpenAI, and Airtable using a robust n8n workflow.

Managing actionable items discussed during meetings can be a significant administrative burden, often leading to missed deadlines or incomplete documentation. This powerful n8n workflow solves this problem by creating a self-sufficient AI agent designed to consume raw meeting transcripts and intelligently execute specific tasks based on the content.

This sophisticated n8n template automatically listens for meeting completion events from Fireflies. If the meeting relates to a project, the internal n8n node, the AI Agent, determines what actions are required. This includes creating highly structured tasks within an Airtable base, emailing participants with their specific action items (using a Gmail n8n node), and even scheduling follow-up meetings via Google Calendar if requested in the transcript. This complex n8n solution ensures no action item is lost, streamlining project management and client communication.

This n8n workflow operates in two closely linked scenarios, orchestrated by the central AI Agent n8n node.

Scenario 1: Transcript Processing and AI Execution

1. Trigger: The process starts with a Webhook n8n trigger configured to receive meeting completion data from Fireflies (containing the meetingId).


2. Data Retrieval: The Get Meeting Content n8n node uses an HTTP Request (GraphQL) to the Fireflies API, fetching the complete transcript, participant list, and summary using the received meetingId. (Note: A sticky note reminds users to replace the placeholder API key here.)


3. AI Analysis: The crucial AI Agent n8n node takes the full transcript as input. It is connected to an OpenAI Chat Model (GPT-4o) and instructed via a detailed system message to identify project-related discussions and execute necessary tools.


4. Tool Execution: Based on the AI's understanding, it uses three specific tools (which are other n8n nodes):

Scenario 2: Task Insertion (Sub-Workflow)

1. Task Trigger: When the AI Agent uses the 'Create Tasks' tool, it executes the Execute Workflow Trigger n8n node in this secondary flow, passing the array of structured tasks.


2. Splitting Items: The Split Out n8n node iterates over the array of tasks received from the AI, ensuring each task item is processed individually.


3. Airtable Creation: Finally, the Create Task (Airtable) n8n node maps the AI-generated fields (Name, Project, Due Date, Priority, Description) to create a new record in the specified Airtable Tasks table, successfully automating the documentation process.

To deploy and utilize this powerful n8n workflow template, follow these steps:

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


2. Configure Credentials:

1. Set Up Webhooks:

1. Customize AI Logic: Adjust the System Message within the AI Agent n8n node to reflect your preferred naming conventions, your specific email address (to exclude from client notifications), and any custom logic for task assignment or project identification. This custom n8n node configuration is key to performance.


2. Test the n8n template: Run a test meeting through Fireflies to ensure the webhook triggers successfully and the AI agent correctly processes the transcript and executes all tools.

Webhook (n8n trigger): The starting point of the n8n workflow. It listens for POST requests from Fireflies, providing the meetingId necessary for data retrieval.
Get Meeting Content (HTTP Request n8n node): Fetches comprehensive meeting data (transcript, participants, summaries) from the Fireflies API using GraphQL. Requires a Bearer token for authentication.
OpenAI Chat Model (n8n node): Serves as the language model (GPT-4o) backend for the AI Agent, providing the intelligence needed for analysis and tool selection.
AI Agent (Langchain Agent n8n node): The core intelligence. It uses the transcript and a complex set of system instructions to decide which actions (tools) to execute, driving the entire n8n workflow logic.
Create Tasks (Workflow Tool n8n node): An internal n8n tool used by the AI Agent to structure and trigger a separate flow execution responsible for adding multiple tasks to Airtable. It defines a strict JSON schema for task output.
Notify Client About Tasks (Gmail Tool n8n node): Used by the AI Agent to dynamically compose and send emails to participants (excluding the user), containing the general summary and their personalized action items.
Create Event (Google Calendar Tool n8n node): Used to schedule follow-up meetings if the AI detects the need for one in the transcript, populating necessary details like attendees, summary, and Google Meet conference data.
Split Out (n8n node): Essential flow control, converting the array of tasks received from the AI tool into individual items, ensuring the Airtable n8n node processes them one by one.

• Create Task (Airtable n8n node): The final action. It takes individual task data processed by the n8n workflow and creates corresponding records in the designated Airtable base and table, completing the project management automation.