Automated Notes & Action
Turn meeting transcripts into structured summaries with auto-created action items in Jira, Linear, or Todoist — all via OpenClaw Ultra.
Core System Overview
This system bridges the gap between “we discussed it” and “it’s tracked and assigned.” Feed it a meeting transcript (paste, file, or auto-watch folder), and the agent outputs a structured summary plus tracked tasks assigned to the right people.
| System Layer | Core Function | Output Result |
|---|
| Ingestion Layer | Transcript input via paste, file drop, or folder watch | Clean parsed text with speaker labels |
| Analysis Layer | Key decisions, discussion topics, sentiment, speaker attribution | Structured meeting summary |
| Extraction Layer | Action item identification with owner & deadline detection | Structured task list per attendee |
| Distribution Layer | Post summary to Slack/Discord, create tickets in Jira/Linear/Todoist | Notified team + tracked tasks |
| Follow-up Layer | Deadline reminders, overdue escalation, completion tracking | Closed-loop accountability |
Prerequisites
| Item | Requirement |
|---|
| OpenClaw Ultra | Installed and running |
| Project Management API (Pick One) | Jira / Linear / Todoist — API token or access |
| Team Communication (Optional) | Slack or Discord webhook for posting summaries |
| Transcript Source | Manual paste, Zoom/Google Meet transcript files, or Otter.ai export |
Step 0 — Initialize Meeting Notes System
Set up OpenClaw Ultra as your automated meeting secretary.
Operation Steps
- Open OpenClaw Ultra new chat session
- Have your project management tool API credentials ready
- Paste initialization prompt
Ready-to-Use Prompt
Act as my automated meeting notes & action item system.
I use:
- Project management: [Jira / Linear / Todoist]
- Team communication: [Slack / Discord / none]
- Transcript source: [manual paste / file folder / Otter.ai]
Configure the system to:
- accept meeting transcripts in any format
- extract key decisions, discussion topics, and action items
- create tracked tasks with assignees and deadlines
- post summary to team channel
- follow up on overdue items
Step 1 — Manual Transcription Processing
The simplest path: paste a transcript and get structured output instantly.
Prompt
I just finished a meeting. Here's the transcript:
[paste transcript here]
Please:
1. Write a concise summary (max 5 bullet points) covering key decisions and topics
2. Extract ALL action items. For each one identify:
- What needs to be done
- Who is responsible (match names to my team)
- Deadline (if mentioned, otherwise mark "TBD")
3. Create a [Jira/Linear/Todoist] ticket for each action item, assigned to the right person
4. Post the full summary to [#channel] in [Slack/Discord]
ℹ️ Info
Speaker-labeled transcripts (from Zoom, Google Meet, or Otter.ai) produce better action item attribution. Plain text works too — the agent infers ownership from context.
Step 2 — Standardize Output Format
Ensure every meeting summary follows a consistent structure.
Prompt
When writing meeting summaries, always use this structure:
- **Date & Attendees** at the top
- **Key Decisions** — numbered list of what was decided
- **Action Items** — table with columns: Task, Owner, Deadline, Status
- **Open Questions** — anything unresolved that needs follow-up
Save this as my permanent meeting notes format rule.
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