n8n Workflow: Summarize Meeting Transcripts to Gmail & Sheets

Turn meeting transcripts into minutes, action items, and a live tracker—without auto-sending

Drop a Google Meet transcript (or .txt / .vtt / .srt) into a Drive folder and instantly generate structured meeting minutes: decisions, action items (with owners, due dates, and priorities), and open questions. The workflow creates a reviewable Gmail draft, sends a Telegram ping, and updates a Google Sheets action tracker—nothing is sent automatically.

What this workflow does

• Watches your transcript folder in Google Drive for new meeting files—Google Meet’s auto-saved transcript docs work as-is.
• Deterministically cleans the transcript in code by stripping subtitle timestamps, cue indexes, and tags; detects speakers; and checks word count.
• Skips files that are too short to be real transcripts, avoiding AI cost and preventing hallucinated minutes.
• Extracts a strict JSON schema containing: meeting title, summary bullets, decisions, action items (owner/due/priority), and open questions—using hard rules like owners exactly as named (or null) and due dates only when spoken.
• Validates and normalizes the output: removes empty tasks, nulls non-ISO dates, and clamps priorities.
• Builds polished HTML minutes, groups actions by owner, flags priorities, and creates a Gmail draft for your approval.
• Updates collaboration in real time by sending a Telegram ping and appending every action to a running Google Sheets tracker.

Use cases

• Product or engineering standups where you want consistent action tracking across meetings
• Client call follow-ups: decisions + owners captured quickly, reviewed in Gmail before sending
• Ops teams consolidating responsibilities in one Google Sheets view

Technical details

• Trigger: Google Drive (When Transcript Arrives in Drive and Dow)
• Nodes: if, code, no op, gmail, telegram, sticky note
• Outputs: HTML minutes + Gmail draft, Telegram action list, and Google Sheets tracker append

Professional n8n automation for meeting summarization to Gmail & Sheets—built for accuracy, validation, and human review.