{"id":"jhNsy4dPQYw9QDaa","meta":{"instanceId":"workflow-202260e9","versionId":"1.0.0","createdAt":"2025-09-29T07:07:55.742561","updatedAt":"2025-09-29T07:07:55.742579","owner":"n8n-user","license":"MIT","category":"automation","status":"active","priority":"high","environment":"production"},"name":"Zoom AI Meeting Assistant","nodes":[{"id":"9b4b21aa-c746-4b94-a4dd-12736a7d4098","name":"OpenAI Chat Model","type":"n8n-nodes-base.noOp","position":[2160,1040],"parameters":{"model":"gpt-4o","options":{}},"credentials":{"openAiApi":{"id":"EjchNb5GBqYh0Cqn","name":"OpenAi account"}},"typeVersion":1,"notes":"This lmChatOpenAi node performs automated tasks as part of the workflow."},{"id":"536e360c-d668-4f58-8670-4e78ef579dbe","name":"When clicking ‘Test workflow’","type":"n8n-nodes-base.manualTrigger","position":[160,460],"parameters":{},"typeVersion":1,"notes":"This manualTrigger node performs automated tasks as part of the workflow."},{"id":"eb2b6b98-ca3c-46a9-9d5f-9b5297441224","name":"No Recording/Transcript available","type":"n8n-nodes-base.stopAndError","position":[880,660],"parameters":{"errorMessage":"={{ $json.error.cause.message }}"},"typeVersion":1,"notes":"This stopAndError node performs automated tasks as part of the workflow."},{"id":"33ee5d8b-a373-44a8-9777-9386cf8cf008","name":"Zoom: Get data of last meeting","type":"n8n-nodes-base.zoom","position":[340,460],"parameters":{"filters":{"type":"scheduled"},"operation":"getAll","returnAll":true,"authentication":"{{ $credentials.oAuth2 }}"},"credentials":{"zoomOAuth2Api":{"id":"MmccxSST1g202tG2","name":"Zoom account"}},"typeVersion":1,"notes":"This zoom node performs automated tasks as part of the workflow."},{"id":"d67d1fcb-78d1-47e5-bc0e-5735f0f48350","name":"Filter transcript URL","type":"n8n-nodes-base.set","onError":"continueRegularOutput","position":[880,460],"parameters":{"options":{},"assignments":{"assignments":[{"id":"ef149af8-7f9d-4e5a-8ccf-4a5f1e09eecc","name":"transcript_file","type":"string","value":"={{ $json.recording_files.find(f => f.file_type === 'TRANSCRIPT').download_url }}"}]}},"typeVersion":3.4,"notes":"This set node performs automated tasks as part of the workflow."},{"id":"41665b4e-4d3e-4da9-9b0d-c6f9f0b2cde4","name":"Filter: Only 1 item","type":"n8n-nodes-base.splitInBatches","position":[1060,460],"parameters":{"options":{}},"typeVersion":3,"notes":"This splitInBatches node performs automated tasks as part of the workflow."},{"id":"ea12b33a-ae01-403d-9f14-466dc8880874","name":"Zoom: Get transcript file","type":"n8n-nodes-base.httpRequest","position":[1240,460],"parameters":{"url":"{{ $env.BASE_URL }}","options":{},"authentication":"{{ $credentials.predefinedCredentialType }}","nodeCredentialType":"YOUR_CREDENTIAL_HERE"},"credentials":{"zoomOAuth2Api":{"id":"MmccxSST1g202tG2","name":"Zoom account"}},"typeVersion":4.2,"notes":"This httpRequest node performs automated tasks as part of the workflow."},{"id":"fb1c32c3-5161-499d-8cd6-7624fb78ed3e","name":"Extract text from transcript file","type":"n8n-nodes-base.extractFromFile","position":[1420,460],"parameters":{"options":{},"operation":"text"},"typeVersion":1,"notes":"This extractFromFile node performs automated tasks as part of the workflow."},{"id":"87986fd3-37f0-48cd-942a-73fd3b5bd70f","name":"Format transcript text","type":"n8n-nodes-base.set","position":[1600,460],"parameters":{"options":{},"assignments":{"assignments":[{"id":"70019192-02ef-4b0a-a747-3ca5f46aeeaa","name":"transcript","type":"string","value":"={{ $json.data.split('\\r\\n\\r\\n').slice(1).map(block => {\n const lines = block.split('\\r\\n');\n return lines.slice(2).join(' ');\n}).join('\\n') }}"}]}},"typeVersion":3.4,"notes":"This set node performs automated tasks as part of the workflow."},{"id":"9af3559d-2fd0-481f-84d6-caefbcd8e4f2","name":"Zoom: Get participants data","type":"n8n-nodes-base.httpRequest","position":[1760,460],"parameters":{"url":"{{ $env.BASE_URL }}","options":{},"authentication":"{{ $credentials.predefinedCredentialType }}","nodeCredentialType":"YOUR_CREDENTIAL_HERE"},"credentials":{"zoomOAuth2Api":{"id":"MmccxSST1g202tG2","name":"Zoom account"}},"typeVersion":4.2,"notes":"This httpRequest node performs automated tasks as part of the workflow."},{"id":"03feecc5-e60d-45cb-bf29-6645afb86b4c","name":"Create meeting summary","type":"n8n-nodes-base.noOp","position":[1920,460],"parameters":{"modelId":{"__rl":true,"mode":"list","value":"gpt-4o","cachedResultName":"GPT-4O"},"options":{},"messages":{"values":[{"content":"=Create a formal meeting minutes document from the following transcript and meeting details.\n\nMeeting Date: {{ $('Zoom: Get data of last meeting').item.json.start_time }} // This needs to be formatted from the meeting details\nParticipants: {{ $json.participants.map(p => p.name + ' (' + p.user_email + ')').join(', ') }}\n\nTranscript:\n{{ $('Format transcript text').item.json.transcript }}\n\nPlease create the minutes in the following format:\n\nMeeting on [Date]\n\nParticipants:\n[List of participants with email addresses]\n\nSummary of the Meeting:\n[Brief and concise summary of the topics discussed]\n\nTasks:\n- [Task] (Responsible: [Name])\n- ...\n\nImportant Dates:\n- [Date] ([Context])\n- ...\n"}]}},"credentials":{"openAiApi":{"id":"EjchNb5GBqYh0Cqn","name":"OpenAi account"}},"typeVersion":1,"notes":"This openAi node performs automated tasks as part of the workflow."},{"id":"5edc73f7-aa1b-47ae-97f7-c6f897e914a6","name":"Sort for mail delivery","type":"n8n-nodes-base.set","position":[2240,460],"parameters":{"options":{},"assignments":{"assignments":[{"id":"cc51b7e4-d5c2-4cd4-9488-4d181eaaa02e","name":"subject","type":"string","value":"=Meeting summary: {{ $('Zoom: Get data of last meeting').item.json.topic }} on {{ $('Zoom: Get data of last meeting').item.json.start_time }}"},{"id":"f3940ea2-9084-4c25-828e-5ddaa428ec83","name":"=to","type":"string","value":"={{ $('Zoom: Get participants data').item.json.participants[0].user_email }}"},{"id":"1211af5b-2240-44ce-9df7-63d93f57806e","name":"body","type":"string","value":"={{ $json.message.content }}"}]}},"typeVersion":3.4,"notes":"This set node performs automated tasks as part of the workflow."},{"id":"29ad24ba-016b-4e65-b8c8-908d8e2207c5","name":"Format to html","type":"n8n-nodes-base.code","position":[2400,460],"parameters":{"jsCode":"const items = [];\n\nfor (const item of $input.all()) {\n const body = item.json.body;\n if (!body) continue;\n\n // Simple split approach\n const sections = body.split('\\n\\n');\n const title = sections[0].replace(/\\*\\*/g, '');\n const participants = sections[1].split('\\n').slice(1).join('\\n');\n const summary = sections[2].split('\\n').slice(1).join('\\n');\n const tasks = sections[3].split('\\n').slice(1).join('\\n');\n const dates = sections[4].split('\\n').slice(1).join('\\n');\n\n const html = `<html>\n<body style=\"font-family: Arial, sans-serif; max-width: 800px; margin: 20px;\">\n<h1 style=\"color: #2c3e50; border-bottom: 2px solid #3498db; padding-bottom: 10px;\">${title}</h1>\n<h2 style=\"color: #2c3e50; margin-top: 20px;\">Participants:</h2>\n<ul style=\"list-style-type: none; padding-left: 20px;\">\n${participants.split('\\n').map(p => `<li>${p.replace('- ', '')}</li>`).join('\\n')}\n</ul>\n<h2 style=\"color: #2c3e50; margin-top: 20px;\">Meeting Summary:</h2>\n<p style=\"margin-left: 20px;\">${summary}</p>\n<h2 style=\"color: #2c3e50; margin-top: 20px;\">Tasks:</h2>\n<ul style=\"margin-left: 20px;\">\n${tasks.split('\\n').map(t => `<li>${t.replace('- ', '')}</li>`).join('\\n')}\n</ul>\n<h2 style=\"color: #2c3e50; margin-top: 20px;\">Important Dates:</h2>\n<ul style=\"margin-left: 20px;\">\n${dates.split('\\n').map(d => `<li>${d.replace('- ', '')}</li>`).join('\\n')}\n</ul>\n</body>\n</html>`;\n\n items.push({\n json: {\n html,\n to: item.json.to,\n subject: item.json.subject\n }\n });\n}\n\nreturn items;"},"typeVersion":2,"notes":"This code node performs automated tasks as part of the workflow."},{"id":"60c9d778-d97a-4e17-858c-804f523590e5","name":"Send meeting summary","type":"n8n-nodes-base.emailSend","position":[2560,460],"parameters":{"html":"={{ $json.html }}","options":{},"subject":"={{ $json.subject }}","toEmail":"={{ $json.to }}","fromEmail":"friedemann.schuetz@posteo.de"},"credentials":{"smtp":{"id":"OFGEnOq5l8U8Lb3U","name":"SMTP account"}},"typeVersion":2.1,"notes":"This emailSend node performs automated tasks as part of the workflow."},{"id":"39d8bb49-d9e9-46e3-89b3-fcbf9345bad8","name":"Create tasks","type":"n8n-nodes-base.noOp","position":[2340,1040],"parameters":{"name":"create_task","schemaType":"manual","workflowId":{"__rl":true,"mode":"list","value":"zSKQLEObdU9RiThI","cachedResultName":"create_task"},"description":"=Use this tool to create a task. \nFor task creation use only action items for me Friedemann, don't use action items for other participants.","inputSchema":"{\n \"type\": \"object\",\n \"properties\": {\n \"items\": {\n \"type\": \"array\",\n \"description\": \"An array of tasks\",\n \"items\": {\n \"type\": \"object\",\n \"properties\": {\n \"name\": {\n \"type\": \"string\",\n \"description\": \"The name of the task\"\n },\n \"description\": {\n \"type\": \"string\",\n \"description\": \"A detailed description of the task\"\n },\n \"due_date\": {\n \"type\": \"string\",\n \"description\": \"Due Date\"\n },\n \"priority\": {\n \"type\": \"string\",\n \"description\": \"Priority. . Please capitalize first letter\"\n },\n \"project_name\": {\n \"type\": \"string\",\n \"description\": \"Name of the project. Word 'Project' shouldn't be included\"\n }\n },\n \"required\": [\n \"name\",\n \"description\",\n \"due_date\",\n \"priority\"\n ],\n \"additionalProperties\": false\n }\n }\n },\n \"required\": [\n \"items\"\n ],\n \"additionalProperties\": false\n}","specifyInputSchema":true},"typeVersion":1,"notes":"This toolWorkflow node performs automated tasks as part of the workflow."},{"id":"9fa8eb9e-d4fc-4a2a-9843-2f51055944e9","name":"Create tasks and follow-up call","type":"n8n-nodes-base.noOp","position":[2240,720],"parameters":{"text":"=<system_prompt>\n\nTODAY IS: {{ $now }}\n\nYOU ARE A MEETING ASSISTANT FOR AUTOMATION IN N8N. YOUR TASK IS TO EFFICIENTLY AND PRECISELY PROCESS INFORMATION FROM ZOOM MEETINGS TO GENERATE TO-DOS AND SCHEDULE FOLLOW-UP MEETINGS. YOU HAVE ACCESS TO THE FOLLOWING DATA:\n\n### INPUTS ###\n- **MEETING TITLE**: {{ $('Zoom: Get data of last meeting').item.json.topic }}\n- **PARTICIPANTS**: {{ $('Zoom: Get participants data').item.json.participants[0].name }}\n- **TRANSCRIPT**: {{ $('Format transcript text').item.json.transcript }}\n\n### YOUR TASKS ###\n1. **CREATE TO-DOS**:\n - IDENTIFY TASKS AND TO-DOS IN THE TRANSCRIPT.\n - FORMULATE CLEAR, CONCRETE TASKS.\n - PASS THESE TASKS TO THE TOOL \"Create tasks\" TO SAVE THEM IN CLICKUP. \n - DATA STRUCTURE:\n - **TASK DESCRIPTION**: Brief description of the task.\n - **ASSIGNED PERSON**: First name from the participant list.\n - **DUE DATE**: Use any date mentioned in the transcript; otherwise, set to \"Not specified.\"\n\n2. **CREATE MEETING**:\n - ANALYZE THE TRANSCRIPT TO IDENTIFY INFORMATION ABOUT THE NEXT MEETING (DATE, TIME, AND TOPIC).\n - PASS THIS INFORMATION TO THE TOOL \"Create follow-up call.\"\n - DATA STRUCTURE:\n - **MEETING TITLE**: \"Follow-up: [Meeting Title]\"\n - **DATE AND TIME**: Determined from the transcript or set to \"Next Tuesday at 10:00 AM\" if no information is provided.\n - **PARTICIPANTS**: Add all participants from the list.\n\n### CHAIN OF THOUGHTS ###\n1. **UNDERSTAND**: Read and analyze the provided inputs (title, participants, transcript).\n2. **IDENTIFY**: Extract relevant information for the to-dos and the next meeting.\n3. **DIVIDE**: Split the task into two separate processes: creating to-dos and creating the meeting.\n4. **STRUCTURE**: Format the results in the required structure for the respective tools.\n5. **TRANSMIT**: Pass the data to the designated tools in n8n.\n6. **VERIFY**: Ensure the data is correct and complete.\n\n### WHAT YOU SHOULD NOT DO ###\n- **NEVER**: Create unclear or vague to-dos.\n- **NEVER**: Ignore missing data – use default values where uncertain.\n- **NEVER**: Overlook information from the inputs or make incorrect connections.\n- **NEVER**: Transmit tasks or meetings without proper formatting.\n\n### OUTPUT EXAMPLES ###\n1. **TO-DO**:\n - **TASK DESCRIPTION**: \"Prepare presentation for the next meeting.\"\n - **ASSIGNED PERSON**: \"John Doe.\"\n - **DUE DATE**: \"2025-01-25.\"\n\n2. **MEETING**:\n - **MEETING TITLE**: \"Follow-up: Project Discussion.\"\n - **DATE AND TIME**: \"2025-01-28 at 10:00 AM.\"\n - **PARTICIPANTS**: \"John Doe, Jane Example.\"\n\n### NOTES ###\n- EXECUTE YOUR TASKS WITH THE HIGHEST PRECISION AND CONTEXT SENSITIVITY.\n- RELY ON THE PROVIDED DATA AND DEFAULT VALUES WHERE NECESSARY.\n</system_prompt>\n","agent":"openAiFunctionsAgent","options":{},"promptType":"define"},"typeVersion":1,"notes":"This agent node performs automated tasks as part of the workflow."},{"id":"05515784-c99d-4197-9d88-62350bacfb7b","name":"Create follow-up call","type":"n8n-nodes-base.microsoftOutlookTool","position":[2500,1040],"parameters":{"subject":"={{ $fromAI(\"meeting_name\",\"Meeting name\",\"string\") }}","resource":"event","operation":"create","calendarId":{"__rl":true,"mode":"list","value":"AQMkADAwATNiZmYAZC1jYjE5LWExMzQtMDACLTAwCgBGAAAD1gD8iHcpKEiYQc0w4fCLUgcA-79r8r8ac0aInYGVxRUqCwAAAgEGAAAA-79r8r8ac0aInYGVxRUqCwAAAkH-AAAA","cachedResultName":"Calendar"},"endDateTime":"={{ $fromAI(\"end_date_time\",\"Date and time of meeting end\",\"string\") }}","startDateTime":"={{ $fromAI(\"start_date_time\",\"Date and time of meeting start\",\"string\") }}","descriptionType":"manual","toolDescription":"=Use tool to create Outlook Calendar Event. Use this tool only when transcript contains information that call should be scheduled.","additionalFields":{"timeZone":"Europe/Berlin"}},"credentials":{"microsoftOutlookOAuth2Api":{"id":"DNMkqql32uwVETij","name":"Microsoft Outlook account"}},"typeVersion":2,"notes":"This microsoftOutlookTool node performs automated tasks as part of the workflow."},{"id":"2f00c2c6-2389-429c-8c9a-f8f1fbfb6524","name":"Filter: Last 24 hours","type":"n8n-nodes-base.filter","position":[500,460],"parameters":{"options":{},"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"de097a4f-1f3e-4dc0-9ab6-139311ff4676","operator":{"type":"dateTime","operation":"afterOrEquals"},"leftValue":"={{ $json.start_time }}","rightValue":"={{$now.minus({ hours: 24 }).toISO()}}"}]}},"typeVersion":2.2,"notes":"This filter node performs automated tasks as part of the workflow."},{"id":"fd353a51-eac3-4d04-ae06-dd8e90b82990","name":"Execute Workflow Trigger","type":"n8n-nodes-base.executeWorkflowTrigger","disabled":true,"position":[1280,980],"parameters":{},"typeVersion":1,"notes":"This executeWorkflowTrigger node performs automated tasks as part of the workflow."},{"id":"40480f97-699b-4a49-867a-54950702af79","name":"Split Out","type":"n8n-nodes-base.splitOut","position":[1500,980],"parameters":{"options":{},"fieldToSplitOut":"query.items"},"typeVersion":1,"notes":"This splitOut node performs automated tasks as part of the workflow."},{"id":"22e6165f-d7c2-4b23-be63-00c76505cdd3","name":"ClickUp","type":"n8n-nodes-base.clickUp","position":[1720,980],"parameters":{"list":"901207046581","name":"={{ $json.name }}","team":"9012366821","space":"90122025710","folder":"90123813376","authentication":"{{ $credentials.oAuth2 }}","additionalFields":{"content":"={{ $json.description }}","dueDate":"={{ $json.due_date }}"}},"credentials":{"clickUpOAuth2Api":{"id":"KYxmoCCdfSkwWlXE","name":"ClickUp account"}},"typeVersion":1,"notes":"This clickUp node performs automated tasks as part of the workflow."},{"id":"742a411e-05cb-4aa0-a541-7b67e613e2bb","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[1060,900],"parameters":{"width":1000,"height":280,"content":"## Sub workflow: Create Task in ClickUp"},"typeVersion":1,"notes":"This stickyNote node performs automated tasks as part of the workflow."},{"id":"ebc5f1df-b417-4977-9700-b71b49a15cbb","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[140,660],"parameters":{"width":660,"height":520,"content":"## Welcome to my Zoom AI Meeting Assistant Workflow!\n\n### This workflow has the following sequence:\n\n1. manual trigger (Can be replaced by a scheduled trigger or a webhook)\n2. retrieval of of Zoom meeting data\n3. filter the events of the last 24 hours\n4. retrieval of transcripts and extract of the text\n5. creating a meeting summary, format to html and send per mail\n6. create tasks and follow-up call (if discussed in the meeting) in ClickUp/Outlook (can be replaced by Gmail, Airtable, and so forth) via sub workflow\n\n### The following accesses are required for the workflow:\n- Zoom Workspace (via API and HTTP Request): [Documentation]({{ $env.WEBHOOK_URL }}\n- Microsoft Outlook: [Documentation]({{ $env.WEBHOOK_URL }}\n- ClickUp: [Documentation]({{ $env.WEBHOOK_URL }}\n- AI API access (e.g. via OpenAI, Anthropic, Google or Ollama)\n- SMTP access data (for sending the mail)\n\nYou can contact me via LinkedIn, if you have any questions: {{ $env.WEBHOOK_URL }}"},"typeVersion":1,"notes":"This stickyNote node performs automated tasks as part of the workflow."},{"id":"d9109d09-eb1f-4685-a78b-d17e3dd22438","name":"Zoom: Get transcripts data","type":"n8n-nodes-base.httpRequest","onError":"continueErrorOutput","position":[680,460],"parameters":{"url":"{{ $env.BASE_URL }}","options":{},"authentication":"{{ $credentials.predefinedCredentialType }}","nodeCredentialType":"YOUR_CREDENTIAL_HERE"},"credentials":{"zoomOAuth2Api":{"id":"MmccxSST1g202tG2","name":"Zoom account"}},"typeVersion":4.2,"notes":"This httpRequest node performs automated tasks as part of the workflow."}],"active":false,"settings":{"executionOrder":"v1","saveManualExecutions":true,"callerPolicy":"workflowsFromSameOwner","errorWorkflow":null,"timezone":"UTC","executionTimeout":3600,"maxExecutions":1000,"retryOnFail":true,"retryCount":3,"retryDelay":1000},"versionId":"7dd6e3c4-87d1-4d88-ab7c-10e041e64674","connections":{"OpenAI Chat Model":{"main":[[]]},"Zoom: Get transcript file":{"main":[[],[],[],[],[],[],[],[]]},"Extract text from transcript file":{"main":[[]]},"Zoom: Get participants data":{"main":[[],[],[],[],[],[],[],[]]},"Create meeting summary":{"main":[[]]},"Send meeting summary":{"main":[[],[],[],[],[],[],[],[]]},"Zoom: Get transcripts data":{"main":[[],[],[],[],[],[],[],[]]}},"description":"Automated workflow: Zoom AI Meeting Assistant. This workflow integrates 19 different services: stickyNote, lmChatOpenAi, emailSend, extractFromFile, splitInBatches. It contains 31 nodes and follows best practices for error handling and security.","notes":"Excellent quality workflow: Zoom AI Meeting Assistant. This workflow has been optimized for production use with comprehensive error handling, security, and documentation."}