How it works?
How it works? Send a message or a voice note on Telegram right after the meeting. n8n transcribes (if it's a voice note) and sends the text to GPT. GPT generates a structured and professional meeting minutes report. The report is automatically stored in Airtable. Your team is instantly notified in Slack. A formal email is sent via Gmail to the right recipients. 👉 Works for all types of meetings: client calls, team syncs, project updates… whether you type a message or send a quick voice memo. If you need a professional n8n automation agency to build custom workflows like this, check out Vision IA's n8n automation services. ✅ Requirements Before running this workflow, you’ll need: A Telegram account with a bot configured (to send your messages/voice notes) An OpenAI API key (for GPT and voice transcription) An Airtable account with a base containing these fields: Email Subject Report A Slack account with the target channel for notifications A Gmail account connected to n8n (OAuth2) 🔧 Step-by-step setup Step 1 – Telegram Trigger Node**: Telegram Trigger Updates**: message 👉 Captures every message or voice note sent to the bot. Step 2 – Detect text or voice Node**: Code (“Message or Voice ?”) Expected output**: { type: "text", content } if message { type: "voice", file_id } if voice note 👉 Routes the workflow based on the input type. Step 3 – IF Condition Condition**: {{$json.type}} == voice 👉 Directs to the transcription branch if it’s a voice note. Voice Branch 🎤 Step 4 – Download the voice file Node**: Telegram → Voice note Parameter**: fileId = {{$json.file_id}} Step 5 – Wait Node**: Wait (2–3s) 👉 Lets Telegram prepare the file. Step 6 – Voice note download Node**: Telegram (file download) 👉 Retrieves the audio file. Step 7 – Transcribe to text Node**: OpenAI (Transcription) Resource**: audio Operation**: transcribe 👉 Converts the voice note into plain text. Step 8 – Short wait 👉 Ensures continuity before sending to GPT. Text Branch ✍️ Step 9 – Normalize Node**: Code (“Content”) Return**: { text: $json.content } 👉 Standardizes the text as if it were already a transcription. Step 10 – Detect email Node**: Code (“Domain or Email detection”) 👉 Extracts the target email (or builds a fallback contact@gmail.com). Step 11 – Generate meeting minutes Node**: Agent (“Generate Meeting Message”) Prompt**: specialized for “meeting minutes” Model**: GPT-4.1-mini Output**: { email, subject, body } 👉 GPT creates a clean and structured meeting report. Step 12 – Enforce clean JSON Node**: Output Parser Structured JSON Example**: json {"email": "address@gmail.com","subject":"Subject","body":Email"} 👉 Ensures the output is always valid JSON. Step 13 – Cleanup / Airtable mapping Node**: Code Return**: { Email, subject, Report } 👉 Prepares the correct fields aligned with your Airtable table. If you need help setting up advanced Airtable workflows and database automation, check out Vision IA's Airtable automation services. Step 14 – Store in Airtable Node**: Airtable (Create Record) Mapping**: Email = {{$json.Email}} subject = {{$json.subject}} Report = {{$json.Report}} 👉 Archives each meeting report in your Airtable base. Step 15 – Notify in Slack Node**: Slack (Send Message) Channel**: your team channel Message**: {{$json.fields.subject}}{{$json.fields.Report}} Step 16 – Send the email Node**: Gmail (Send Email) sendTo**: {{$('Create a record').item.json.fields.Email}} subject**: {{$('Create a record').item.json.fields.subject}} message**: {{$('Create a record').item.json.fields.Report}} Need Help Automating Your Communication Workflows? This n8n workflow shows how powerful email automation and AI-powered documentation can be. If you want to go further with automated email campaigns, meeting follow-ups, and team communication systems, our agency specializes in building custom solutions. 👉 Explore our email automation services: Vision IA – Email Automation Agency We help businesses automate their entire communication pipeline—from meeting notes to client follow-ups and internal notifications—all running automatically with AI assistance. Questions about this workflow or other automation solutions? Visit Vision IA or reach out for a free consultation. An n8n automation workflow template by Baptiste Fort.
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