crm-log-meeting-from-notes

name	crm-log-meeting-from-notes
description	Log a scheduled or unscheduled meeting from meeting notes, usually from a Google Doc or transcript, by finding the related CRM records, updating or creating the matching Activity, inferring concrete follow-on Tasks with due dates, and refreshing index.md/log.md/dashboard artifacts.

Skill: CRM Log Meeting From Notes

Description

Use this skill when the user gives you meeting notes or a reference to meeting notes and wants you to:

• find the related CRM records
• log the meeting as an Activity
• infer and create follow-on Task records
• keep crm-data/index.md, crm-data/log.md, and dashboard-derived views current

This skill is for durable CRM capture from an actual interaction. It should work for both:

• meetings that already exist as scheduled activity stubs
• unscheduled or ad hoc meetings that need a fresh activity record

Typical Triggers

• "Log this meeting from the notes."
• "The notes are in Google Drive. Update the CRM and create follow-up tasks."
• "I met with X yesterday. Find the notes and capture the activity."
• "Use this transcript to log the meeting and extract action items."

Workflow

1. Resolve the source notes

   • If the user gives a Google Drive title or fuzzy reference, search Drive first.
   • If the user gives a Docs URL, fetch the document text directly.
   • Read the actual notes before writing anything.
   • Prefer the note source itself over calendar titles or prior CRM guesses.

2. Orient to the CRM

   • Resolve CRM_DATA_PATH dynamically.
   • Read docs/schema-spec.md if the write shape is unclear.
   • Read crm-data/index.md first to find candidate Organization, Account, Contact, Opportunity, and Deal-Flow records.
   • Read crm-data/log.md when recent mutations may affect dedupe or parent selection.

3. Find the relationship cluster

   • Use names, companies, and deal references in the notes to locate the relevant records.
   • Preferred primary parent precedence:
     1. Opportunity
     2. Contact
     3. Account
   • Add other materially relevant records as secondary-links.
   • Preserve live path reality such as Deal-Flow/.

4. Decide whether to update or create the activity

   • Search for an existing scheduled activity for the same meeting date, participants, or topic.
   • If a matching scheduled stub exists, update it instead of creating a duplicate.
   • If no activity exists, create one via record_manager.py create-activity.
   • Activity records should be event-based, outcome-oriented, and linked back to the note source through source-ref and meeting-notes when available.

5. Write the activity content

   • Set status: completed for meetings that happened.
   • Capture:
     • why the meeting happened
     • what was agreed
     • what changed in the commercial or relationship picture
     • concrete next actions
   • Avoid copying raw transcript chunks. Summarize into durable CRM memory.
   • If the notes mention stale assumptions already captured in the CRM, update the activity to reflect the corrected reality.

6. Infer follow-on tasks

   • Create tasks only for concrete next actions with a clear owner or an obvious owner implied by context.
   • Prefer todo when John owes the next move.
   • Prefer waiting when someone else owes the next move; set the due-date to the next review date, not the original ask date.
   • If the task belongs to an existing opportunity, prefer task_manager.py with primary-parent-type=opportunity and the relevant convenience links.
   • Do not create vague tasks like "think about strategy" unless the note gives a concrete follow-up motion.
   • Do not create duplicate tasks if an open task already captures the same action; update the existing task if needed.

7. Infer due dates pragmatically

   • Use explicit dates from the notes when present.
   • If the notes reference a relative date such as "Wednesday," convert it to an absolute YYYY-MM-DD date using the meeting date and user locale.
   • If timing is implied but not explicit, choose the earliest defensible review/action date rather than leaving the task dateless.
   • If there is no responsible due date inference that can be made, say so and skip task creation for that item.

8. Refresh mutation artifacts

   • Ensure the workflow appends to crm-data/log.md.
   • Rebuild crm-data/index.md.
   • Refresh dashboard-derived outputs if this workflow made durable changes.

Output Expectations

When you use this skill, the finished result should normally include:

• one completed Activity record, either updated or newly created
• zero or more concrete Task records
• refreshed index.md
• appended log.md
• refreshed DASHBOARD.md when the workflow updated durable records

Guardrails

• Always read the notes themselves before logging the meeting.
• Do not rely only on the calendar title.
• Do not duplicate an existing activity if a scheduled stub already exists.
• Do not invent parent links when the notes are not specific enough to resolve the company or deal.
• If a follow-up item clearly exists but the target entity cannot be resolved safely, mention that gap in the final response instead of guessing.
• Keep new writes canonical and tolerate legacy fields only when updating existing records.

Useful Commands

• Create a new activity:
  • python3 scripts/record_manager.py create-activity ...
• Create or update a task:
  • python3 scripts/task_manager.py create ...
  • python3 scripts/task_manager.py update ...
• Append workflow history:
  • python3 scripts/navigation_manager.py append-log ...
• Refresh dashboard and derived views:
  • CRM_DATA_PATH=./crm-data python3 .gemini/skills/update-dashboard/scripts/update-dashboard.py --skip-followups --skip-commit

Notes

• Google Drive meeting notes are often the best source for source-ref and meeting-notes.
• When the note contains multiple candidate companies, treat the meeting as a multi-record workflow and add all materially relevant records as secondary-links.
• The activity should preserve strategic insight, not just clerical action items.