Automatically Email Fireflies Meeting Summaries

What This Agent Does

This intelligent automation agent transforms your Fireflies meeting notes into actionable email summaries delivered straight to your inbox. When Fireflies sends you a meeting notification email, this workflow automatically extracts the meeting transcript, uses AI to generate a concise summary, and sends you a beautifully formatted email with the key takeaways—all without any manual intervention.

Key benefits include:

• Save 15-20 minutes per meeting by eliminating manual note review and summarization
• Never miss important action items from your recorded meetings
• Get AI-powered summaries that highlight the most critical information
• Maintain a clean inbox as processed emails are automatically marked as read

This workflow is perfect for professionals who record meetings with Fireflies and want to quickly digest meeting outcomes without watching full recordings or reading lengthy transcripts.

Who Is It For

This automation is ideal for:

• Busy executives and managers who attend multiple meetings daily and need quick recaps
• Sales professionals who record client calls and need to extract action items efficiently
• Remote teams using Fireflies for asynchronous meeting documentation
• Project managers tracking decisions and commitments across multiple stakeholder meetings
• Anyone using Fireflies who wants to leverage AI to process meeting notes automatically

If you're spending more than 10 minutes per day reviewing Fireflies transcripts, this workflow will dramatically improve your productivity.

Required Integrations

Outlook Integration

Why it's needed: This integration monitors your inbox for Fireflies notification emails and sends you the AI-generated summaries.

Setup steps:

1. Navigate to Integrations in your TaskAGI dashboard
2. Click Add Integration and select Microsoft Outlook
3. Click Connect to Outlook to begin OAuth authentication
4. Sign in with your Microsoft account (work or personal)
5. Grant TaskAGI the following permissions:
   • Read your mail
   • Send mail on your behalf
   • Manage mail (mark as read)
6. Click Accept to complete the connection
7. Verify the integration shows as Connected with a green status indicator

Configuration notes:

• Use the same email account that receives Fireflies notifications
• If using a work account, you may need IT administrator approval
• The integration will only access emails as specified in your workflow filters

Anthropic Integration

Why it's needed: This integration powers the AI analysis using Claude models to extract meeting URLs and generate intelligent summaries.

Setup steps:

1. Visit console.anthropic.com and create an account
2. Navigate to API Keys in the Anthropic Console
3. Click Create Key and give it a descriptive name like "TaskAGI Fireflies Workflow"
4. Copy the API key immediately (it won't be shown again)
5. Return to TaskAGI and go to Integrations
6. Select Anthropic and click Add Integration
7. Paste your API key in the API Key field
8. Click Save to complete the setup
9. Verify the connection with the Test Connection button

Pricing considerations:

• Claude Haiku (used for URL extraction): ~$0.25 per million input tokens
• Claude Sonnet (used for summarization): ~$3 per million input tokens
• Average cost per meeting summary: $0.02-0.05
• Anthropic offers $5 in free credits for new accounts

Fireflies Integration

Why it's needed: This integration retrieves the full meeting transcript data for AI processing.

Setup steps:

1. Log into your Fireflies account at fireflies.ai
2. Click your profile icon and select Settings
3. Navigate to Integrations → API Access
4. Click Generate API Key
5. Copy the API key provided
6. In TaskAGI, go to Integrations and select Fireflies
7. Click Add Integration
8. Paste your API key in the API Key field
9. Click Save and Test to verify connectivity

Important notes:

• Fireflies API access requires a Pro, Business, or Enterprise plan
• Free Fireflies accounts do not have API access
• The API key has full access to your transcripts—keep it secure

Configuration Steps

Step 1: Configure the Schedule Trigger

1. Click on the Schedule Trigger node
2. Set the interval to run every 15 minutes (recommended) or adjust based on your meeting frequency
3. For the interval format, use: */15 * * * * (cron expression for every 15 minutes)
4. Enable the trigger by toggling it to Active

Why this matters: More frequent checks mean faster summaries, but balance this with API usage considerations.

Step 2: Set Up Email Monitoring

1. Click the Get Unread Emails node
2. Configure the filter to only retrieve Fireflies emails:
   • From: no-reply@fireflies.ai or noreply@fireflies.ai
   • Subject contains: "meeting" or leave blank to catch all Fireflies emails
   • Folder: Inbox
   • Max results: 10 (adjust if you have high meeting volume)
3. Enable Unread only: Yes

Pro tip: Create an Outlook rule to label Fireflies emails for easier filtering.

Step 3: Configure Email Content Retrieval

1. The Get Email Content node automatically receives the message ID from the previous step
2. Verify the mapping shows: {{nodes.3474.messages}} in the iteration field
3. Set Include attachments: No (not needed for this workflow)

Step 4: Set Up URL Extraction (Claude Haiku)

1. Click the Extract Meeting URL node
2. Verify the model is set to: claude-haiku-4-5
3. The prompt should read:

   Extract the Fireflies meeting notes URL from this email content. 
   Return only the URL, nothing else.
   
   Email content:
   {{nodes.3475.body}}
   

4. Set Max tokens: 100 (sufficient for a URL)
5. Set Temperature: 0 (for consistent extraction)

Step 5: Configure Meeting ID Parser

1. Click the Parse Meeting ID node
2. This JavaScript function extracts the meeting ID from the Fireflies URL
3. Verify the code includes:

   const url = input.url;
   const match = url.match(/\/view\/([a-zA-Z0-9-]+)/);
   return { meetingId: match ? match[1] : null };
   

4. Input mapping: {{nodes.3476.content[0].text}}

Step 6: Set Up Transcript Retrieval

1. Click the Get Fireflies Transcript node
2. Map the meeting ID: {{nodes.3477.result.meetingId}}
3. Enable Include transcript: Yes
4. Enable Include summary: Yes (Fireflies provides its own summary too)

Step 7: Configure Summary Generation (Claude Sonnet)

1. Click the Generate Email Summary node
2. Verify the model is set to: claude-sonnet-4-5-20250929
3. The prompt should include:

   Create a concise email summary of this meeting transcript.
   
   Format your response as JSON with these fields:
   - subject: Email subject line (max 60 chars)
   - short_summary: 2-3 sentence overview
   - key_points: Array of 3-5 main discussion points
   - action_items: Array of specific action items with owners
   - decisions: Array of key decisions made
   - next_steps: What happens next
   
   Transcript:
   {{nodes.3478.transcript_text}}
   

4. Set Max tokens: 2000
5. Set Temperature: 0.3 (slightly creative but consistent)

Step 8: Configure JSON Parser

1. Click the Parse Email JSON node
2. This extracts the structured data from Claude's response
3. Verify the input: {{nodes.3479.content[0].text}}
4. The function should parse the JSON and handle any markdown code blocks

Step 9: Set Up Markdown to HTML Converter

1. Click the Convert MD to HTML node
2. This transforms the summary into email-friendly HTML
3. Input mapping: {{nodes.3480.result}}
4. The function should handle bullet points, bold text, and line breaks

Step 10: Configure Summary Email Sending

1. Click the Send Summary Email node
2. To: Replace YOUR_EMAIL@example.com with your actual email address
3. Subject: {{nodes.3481.subject}} (dynamically generated)
4. Body: {{nodes.3481.htmlBody}} (formatted HTML)
5. Body type: HTML
6. Enable High importance: Optional (use for critical meetings)

Customization options:

• Add CC recipients for team visibility
• Include your calendar link in the email signature
• Add company branding to the HTML template

Step 11: Configure Mark as Read

1. Click the Mark as Read node
2. Message ID mapping: {{nodes.3475.id}}
3. This keeps your inbox clean by marking processed Fireflies emails as read

Testing Your Agent

Running Your First Test

1. Trigger a test meeting:

   • Record a short test meeting in Fireflies (even 2-3 minutes works)
   • Wait for the Fireflies notification email to arrive
   • Ensure the email is unread in your inbox

2. Manual workflow execution:

   • Click the Run Test button in the workflow editor
   • Watch the execution flow in real-time
   • Each node will show a green checkmark when successful

3. Verify each step:

   • Get Unread Emails: Should show 1+ messages found
   • Get Email Content: Should display the full Fireflies email
   • Extract Meeting URL: Should return a valid fireflies.ai URL
   • Parse Meeting ID: Should show an alphanumeric ID
   • Get Fireflies Transcript: Should return transcript text
   • Generate Email Summary: Should show structured JSON
   • Send Summary Email: Should confirm email sent
   • Mark as Read: Should show success status

Success Indicators

✅ Complete success looks like:

• Workflow completes in 30-60 seconds
• You receive a formatted summary email
• The original Fireflies email is marked as read
• No error messages in the execution log

⚠️ Partial success might show:

• Some emails processed, others skipped (check filters)
• Summary generated but email not sent (check recipient address)
• Transcript retrieved but summary incomplete (check token limits)

Troubleshooting

Common Issues and Solutions

Problem: No emails found by the workflow

• Solution: Verify the "From" filter matches your Fireflies sender address exactly
• Check: Ensure emails are actually unread in your inbox
• Tip: Temporarily remove all filters to test if emails are being retrieved

Problem: "Invalid API key" error for Anthropic

• Solution: Regenerate your API key in the Anthropic Console
• Check: Ensure no extra spaces when pasting the key
• Verify: API key starts with sk-ant-

Problem: Fireflies transcript not found

• Solution: Verify the meeting has finished processing in Fireflies (can take 5-10 minutes)
• Check: Ensure your Fireflies plan includes API access
• Test: Manually visit the meeting URL to confirm it exists

Problem: Claude returns malformed JSON

• Solution: Increase max tokens to 2500
• Check: Review the prompt for clarity
• Workaround: Add error handling in the Parse Email JSON function

Problem: Summary email not received

• Solution: Check spam/junk folders
• Verify: Recipient email address is correct
• Test: Send a manual test email through the Outlook integration

Problem: Workflow times out

• Solution: Reduce the number of emails processed per run (lower max results)
• Check: Fireflies API response time (large transcripts take longer)
• Optimize: Split into multiple workflows for high-volume scenarios

Error Message Decoder

• "Rate limit exceeded": You've hit API limits; reduce workflow frequency or upgrade your plan
• "Authentication failed": Reconnect the integration with fresh credentials
• "Transcript not available": Meeting is still processing or was deleted
• "Invalid email format": Check that recipient addresses are properly formatted

Next Steps

After Successful Setup

1. Monitor for a week: Let the workflow run automatically and collect summaries
2. Review summary quality: Adjust the Claude prompt if summaries are too long/short
3. Optimize timing: Change the schedule interval based on your meeting patterns
4. Create filters: Set up Outlook rules to organize summary emails into a dedicated folder

Optimization Suggestions

Improve summary quality:

• Add specific instructions to the prompt (e.g., "Focus on technical decisions")
• Include meeting participant names in the summary
• Add sentiment analysis for customer calls
• Create different prompts for different meeting types

Enhance functionality:

• Add a condition to only process meetings longer than 10 minutes
• Send summaries to different recipients based on meeting topic
• Create a database of summaries for searchability
• Integrate with your task management tool to auto-create action items

Cost optimization:

• Use Claude Haiku for both extraction and summarization (lower quality but cheaper)
• Batch process emails once per hour instead of every 15 minutes
• Add filters to only process specific meeting types

Advanced Usage Tips

Multi-team deployment:

• Clone this workflow for different teams with customized prompts
• Use team-specific email addresses for targeted distribution
• Add tags or categories based on meeting participants

Integration with other tools:

• Connect to Slack to post summaries in relevant channels
• Sync action items to Asana, Jira, or Monday.com
• Archive summaries to Google Drive or Notion for long-term storage

Custom reporting:

• Track meeting frequency and duration trends
• Analyze common action items across meetings
• Generate weekly digest emails with all meeting summaries

Congratulations! You've set up an intelligent meeting assistant that will save you hours every week. As you use this workflow, you'll discover additional customizations that fit your specific needs. The TaskAGI community forum is a great place to share your enhancements and learn from other users.