Extract meeting action items and decisions with OpenAI, Asana and Sheets Workflow Solution

Workflow overview

Why this workflow matters

Improves internal consulting operations and productivity. Relevant for managed services and support workflows.

Quick Overview This workflow ingests meeting audio or transcripts via a webhook or a 30-minute schedule, uses OpenAI (Whisper and GPT-4.1-mini) to extract summaries, decisions, and action items, creates tasks in Asana, logs each meeting to Google Sheets, and emails a recap through SendGrid. How it works Receives meeting data from a webhook request or runs every 30 minutes on a schedule. Normalizes meeting metadata (title, date, participants, audio URL, and transcript) and validates that either an audio URL or a sufficiently long transcript is present. If only audio is provided, sends the audio URL to OpenAI Whisper to generate a transcript and merges it back into the meeting context. Sends the transcript and metadata to OpenAI GPT-4.1-mini to extract a structured JSON summary, key topics, decisions, risks, and action items with owners and due dates. Parses the AI JSON safely, adds counts and timestamps, and waits at a review buffer before continuing. Splits action items into individual records and creates corresponding tasks in Asana for each one. Appends a meeting log row to Google Sheets and sends a summary email via SendGrid, then returns a JSON status response to the webhook caller. Setup Add OpenAI credentials and ensure the workflow can call the Audio Transcriptions API (Whisper) and the Chat model (gpt-4.1-mini). Create an Asana personal access token, replace YOUR_ASANA_PAT and YOUR_PROJECT_ID, and verify how assignees should be provided (the workflow sends the extracted owner string as assignee). Create a Google Sheets OAuth2 credential, replace YOUR_SHEET_ID, and ensure the spreadsheet contains a MeetingLog sheet with columns matching the appended values. Create a SendGrid API key, replace YOUR_SENDGRID_API_KEY, and update the to/from email addresses used in the email payload. If using the webhook trigger, copy the production webhook URL for meeting-intelligence-inbound and configure your meeting source to POST meetingId, title, date, participants, and either audioUrl or transcript.

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