process-meeting

name	process-meeting
description	Processes a Fireflies meeting recording into a structured summary with Todoist action items and a database log entry. Use when processing meeting notes, creating tasks from meetings, or logging a recorded call.
argument-hint	["<fireflies-url-or-transcript-id>"]

Process Meeting

Purpose

Transform a Fireflies meeting recording into a structured summary, create Todoist tasks for action items, and log the meeting to the database. One command turns a recorded call into tracked work.

Prerequisites

• Fireflies API token in Vault (label: fireflies_token)
• Todoist API token in Vault (label: todoist_api_token)
• Supabase MCP available for database writes
• SessionStart manifest in context (for project matching)

Execution Steps

Step 1: Accept Input

The user provides either:

• A Fireflies URL: https://app.fireflies.ai/view/TITLE::TRANSCRIPT_ID
• A direct transcript ID

Parse the transcript ID from a URL by extracting everything after the last ::. If the user provides a raw ID, use it directly. If no input is provided, search recent Fireflies transcripts and let the user pick.

To search recent transcripts, use Fireflies MCP tools. Discover them via ToolSearch at runtime:

ToolSearch: "fireflies search transcript"

Step 2: Fetch Transcript

Fetch the full transcript from the Fireflies GraphQL API. See references/fireflies-api.md for the query structure, authentication, and field details.

FIREFLIES_TOKEN=$("$OUTWORKOS_ROOT/scripts/get-secret.sh" fireflies_token)

curl -s -X POST https://api.fireflies.ai/graphql \
  -H "Authorization: Bearer $FIREFLIES_TOKEN" \
  -H "Content-Type: application/json" \
  -d '{
    "query": "query { transcript(id: \"TRANSCRIPT_ID\") { title date duration participants sentences { text speaker_name } summary { action_items overview shorthand_bullet } } }"
  }'

Replace TRANSCRIPT_ID with the parsed ID from Step 1. Extract:

• title, date, duration, participants
• summary.overview for the meeting summary
• summary.shorthand_bullet for key topics
• summary.action_items for tasks to create

If the API returns an error or empty result, try the Fireflies MCP tools as fallback:

ToolSearch: "fireflies get transcript"

Step 3: Identify Project

Match the meeting to a known project using the SessionStart manifest:

1. Check participants against project people/contacts in the manifest
2. Check title keywords against project names and slugs
3. If ambiguous, present the top matches and ask the user to confirm
4. If no match, ask the user which project this meeting belongs to

Extract the project's DB ID and Todoist ID from the manifest for use in Steps 5 and 6.

Step 4: Generate Summary

Format the transcript data using the template in references/output-template.md. Fill in:

• Title from transcript title
• Date formatted as YYYY-MM-DD
• Duration converted to human-readable (e.g., "42 minutes")
• Attendees from participants list
• Summary from summary.overview
• Key Topics from summary.shorthand_bullet (as bullet points)
• Decisions extracted from the overview and action items context
• Action Items from summary.action_items with assignee and due date where mentioned

Present the formatted summary to the user for review before proceeding.

Step 5: Create Todoist Tasks

For each action item, create a task in the matched project's Todoist project. See references/todoist-patterns.md for the batch API pattern.

Build the batch payload in Python to avoid shell escaping issues:

import json, uuid

TODOIST_PROJECT_ID = "PROJECT_ID"  # From Step 3

commands = []
for item in action_items:
    commands.append({
        "type": "item_add",
        "uuid": str(uuid.uuid4()),
        "temp_id": str(uuid.uuid4()),
        "args": {
            "content": item["task"],
            "project_id": TODOIST_PROJECT_ID,
            "description": f"Fireflies: {transcript_id}. From meeting: {meeting_title}",
            "priority": 2,
            "labels": ["from-meeting"]
        }
    })

payload = {"commands": commands}
with open("/tmp/meeting-tasks.json", "w") as f:
    json.dump(payload, f)

Then send the batch:

TODOIST_API_TOKEN=$("$OUTWORKOS_ROOT/scripts/get-secret.sh" todoist_api_token)
curl -s -X POST "https://api.todoist.com/api/v1/sync" \
  -H "Authorization: Bearer $TODOIST_API_TOKEN" \
  -H "Content-Type: application/json" \
  -H "X-Request-Id: $(uuidgen)" \
  -d @/tmp/meeting-tasks.json

Check sync_status in the response to verify each task was created. Use temp_id_mapping to get the real task IDs.

Step 6: Log to Database

Insert a log entry via Supabase MCP execute_sql. Discover the tool at runtime:

ToolSearch: "supabase execute sql"

SQL to execute:

INSERT INTO log_entries (user_id, project_id, entry_date, session_title, content, source, metadata)
VALUES (
  auth.uid(),
  '{project_db_id}',
  '{YYYY-MM-DD}',
  'Meeting: {title}',
  '{full markdown summary from Step 4}',
  'fireflies',
  '{
    "transcript_id": "{transcript_id}",
    "attendees": [{attendees array}],
    "duration_minutes": {duration},
    "action_items_count": {count},
    "todoist_task_ids": [{created task IDs}]
  }'::jsonb
);

Step 7: Present Results

Show the user:

1. The formatted meeting summary (from Step 4)
2. List of Todoist tasks created with their IDs
3. Confirmation that the log entry was written to the database

Key Rules

• Secrets from Vault only via $OUTWORKOS_ROOT/scripts/get-secret.sh <label>. Never hardcode tokens.
• Generic tool references in all instructions. Never hardcode MCP tool names. Use ToolSearch to discover tools at runtime.
• User ID for DB writes: Use auth.uid() -- the authenticated user's ID from the current session.
• Python for JSON payloads. Build Todoist batch payloads in Python, write to temp file, then curl. Avoids shell escaping issues.
• Present before committing. Show the summary and proposed tasks to the user before creating Todoist tasks or writing DB entries.

Edge Cases

• No action items in transcript: Skip Step 5, log the meeting summary only
• Fireflies token expired: Flag the error and tell the user to update via $OUTWORKOS_ROOT/scripts/set-secret.sh fireflies_token <new_token>
• Todoist token expired: Flag the 401/403 and tell the user to update via $OUTWORKOS_ROOT/scripts/set-secret.sh todoist_api_token <new_token>
• No project match: Ask the user; if truly ad-hoc, log to the Outwork OS project as a catch-all
• Multiple meetings in one session: Process each sequentially, one /process-meeting invocation per transcript