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Centralize Meeting Notes into a Searchable Knowledge Base

Turn every meeting into a permanent, searchable record of decisions — with staged follow-up tasks, never auto-filed.

Best forAgencyB2BSaaSServices
Agents10 required
Duration3-6 minutes

This recipe builds a compounding, searchable knowledge base of decisions across all your meetings. It pulls transcripts from your calendar, extracts decisions-with-rationale and owner-tagged action items, links each entry to prior related decisions (flagging supersessions), and writes it under a consistent, filterable schema so "what did we decide about pricing and why" becomes a single search. Every KB page and follow-up task is assembled in-memory and staged for approval — nothing is written to Notion, Confluence, or the tracker until you say go.

How it runs

Multi-agent orchestration — here's the flow, step by step.

01

Enumerate completed meetings in the target window and capture title, attendees, organizer, and the provider event ID used as the dedupe key

calendar scanner
01

Cross-check Calendly-originated bookings and match transcripts to their invitee context

scheduling scanner
01

Resolve the transcript source per meeting and run the idempotency gate — skip anything already filed to the KB

meeting notes agent
02

Parse each transcript into decisions-with-rationale and owner-tagged action items, sourced to transcript attribution

meeting notes agent
02

Produce the executive summary, key-decisions block, and open-questions block for each meeting

document summarizer
03

Assign taxonomy tags from the existing vocabulary, build cross-meeting back-links, and flag decisions that supersede earlier ones

knowledge synthesizer
03

Add source-cited external facts only where a decision references a competitor, launch, or regulation

web researcher
04

Assemble the final KB page in-memory under the consistent schema (summary, decisions, actions, tags, back-links, source event ID)

knowledge base writer
04

Prepare the concrete Notion database row / Confluence page payload — staged, not executed

notion knowledge base operator
04

Map each action item to a staged tracker task carrying owner, due date, and a link back to the KB entry

task router
04

Run the consent/suppression gate, bundle the staged KB + task + digest package, and on approval write the page, create linked tasks, and persist the dedupe key

distributor

Required Agents

10
  • scheduling-scanner
  • calendar-scanner
  • meeting-notes-agent
  • document-summarizer
  • knowledge-synthesizer
  • web-researcher
  • knowledge-base-writer
  • notion-knowledge-base-operator
  • task-router
  • distributor

Connections

Required

asanagooglenotion

Optional

asanaclickupconfluenceslackoutlookcalendly

What it does

  • Transcribes and parses meetings into decisions, rationale, and owner-tagged action items
  • Files a durable, consistently-schematized entry into Notion or Confluence
  • Consistent-taxonomy tagging (topic, project, decision type, people) so search actually works
  • Cross-meeting back-links and supersession flags for a coherent decision history
  • Stable event-ID dedupe key so re-runs never double-file a meeting
  • Stages follow-up tasks in Asana / ClickUp / Notion linked back to the source entry
  • Consent/suppression gate before any task assignment or notification
  • Nothing writes to any system until you approve the staged package

Example prompt

Take this week's calls, pull out every decision and action item, file them into our Notion decisions database with the right tags, and create the follow-up tasks in Asana linked back to each note.

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