cenario: Exotica it solutions that carry stegth of employees 100 using Make/Zapier Automation virtual team meetings via Google Meet every week. After each meeting, the transcript of the conversation is automatically generated by Google Meet and saved in a Google Drive folder. The team wants to convert these transcripts into well-structured meeting notes and store them in Google Docs for easy reference.Automation tools: Make.com and Zapier

𝗔𝘂𝘁𝗼𝗺𝗮𝘁𝗲𝗱 𝗦𝘆𝘀𝘁𝗲𝗺 𝗪𝗼𝗿𝗸𝗳𝗹𝗼𝘄:

1. Google Drive Monitoring:
The system (configured through Make.com) continuously monitors a specific Google Drive folder where all the Google Meet transcripts are saved automatically after each meeting.
As soon as a new transcript file is added to the folder, the automation is triggered.

2. AI Processing (Google Gemini or GPT):
The transcript is then sent to an AI model, such as Google Gemini or a GPT-based solution (like OpenAI GPT).
The AI model is pre-trained to recognize the content format of the meeting and convert it into structured file notes. For example, it might:
Identify the speaker’s name and timestamps.
Categorize meeting discussions (e.g., Project Updates, Action Items, Discussion Points, Decisions).
Format the content according to a predefined template, making it easier for team members to review later.

3. Google Docs Output:
Once processed, the structured meeting notes are generated and stored in a specific Google Docs folder.
Each meeting’s notes are automatically saved with a relevant title, e.g., “Meeting Notes – [Date] – [Project Name].”

4. Data Privacy & Security:
The system ensures that all data is processed securely. The transcripts are temporarily processed by the AI and are never permanently stored in the AI system. Only authorized team members can access the final notes stored in Google Docs.
Encryption is applied to any data transfer during processing to protect sensitive meeting content.

𝗕𝗲𝗻𝗲𝗳𝗶𝘁𝘀:

• Efficiency: No manual work is required to transcribe or summarize the meeting, saving the team significant time.
• Consistency: Meeting notes are automatically formatted consistently based on the predefined templates, ensuring all important aspects are captured every time.
• Accuracy: The AI models are trained to process the content in a meaningful way, minimizing human error.
• Easy Access: The notes are automatically organized and stored in Google Docs, which can be accessed by the team at any time.