How to Create a Note Taking AI Agent

I work in content as you can imagine I'm making this video right now and while this is all great on the summary side it's not that specific but what I can do is I can utilize products transcripts like this through an API connection and then from there have it work to my advantage in ways that you couldn't even imagine hi my name is Demitri panichi and I'm a content creator agency owner and AI Enthusiast you're listening to the AI agents podcast brought to to you by jot form and featuring our very own CEO and founder idin tank this is the show where artificial intelligence meets Innovation productivity and the tools shaping the future of work enjoy the show hey there my name is Demitri and in this video I'm going to show you how you can create an AI notetaker inside of any sort of

automation platform by using a couple different tools that I think you will find very useful now you may be asking wait a second uh I'm listening to this on an audio version I'm on a podcast well if you're on the podcast version make sure to go over to the YouTube channel because this is going to be a lot more effective over on our YouTube channel but in this episode of the AI agents podcast I'm going to show you how I've actually created a really cool use case where I've actually taken a product that I enjoy that allows me to not only transcribe my meetings but then turn them into effective notes and action items AI note takers are really popular nowadays and if you are unaware of some of the examples out there I'm going to show you the one that I use specifically before

I get into the specifics of how I set it up I want to show you the final result right this is my recurring sync that I have with a company and basically what I have here is at the bottom I have a series of ideas that was added here this mix panel cohort experimentation right here and I also have a help document right here that showcases the different content that they wanted me to make on help docs now this description this potential timeline and where to find the resources and where there was resources in general this was all added to this page inside of my notetaking software via an Automation and an AI application that connected through an API and at the end of it I had no meeting notes taken and it it gave me a really nice followup email to send out which

I really think can be useful mattering on the context of your business you want to have things like this cuz I work in content and unfortunately there are a lot of people who have these General summarizations that come from in these meetings and they're not that important CU to me I care about the content ideas that come out of it and you have to explain to an AI what the content ideas are and the concept of what a Content idea is or you're not going to get a good summary so let's dive into how to make it happen grain is a product that has existed for a while now uh there's a couple different types of AI note takers you can have ones that are purely doing the transcription you can have ones that are recording the meetings from a video standpoint I like to

use the ones that do both so with grain what you have is a great starting point where it uses some pretty cool capabilities to essentially take everything that's being said and recorded and turn it into uh great summaries and you'll see that there's a lot of different use cases for products like these there's sales product and user research customer success hiring and recruiting remote teams and much more but there is something that always happens when I'm working with any of these different products and it's the fact that they usually have some Integrations but they don't have like all the Integrations I need so if I go to my grain account right here you'll see that in the product when I go to Integrations um I can connect it to my zoom account I can connect it to uh specifically the API if I upgrade to

the highest level so I can make custom Integrations I can integrate it to slack so we can send messages to my team when the meetings are over and send them the recorders as you can see here I've sent some to different members on my team essentially where it'll send messages out to them I can send it to HubSpot air call Salesforce product board and zapier now zapier is one of my favorite ones as it is the thing that gets me started in this workflow unfortunately it does not have a make.com integration however that doesn't really matter here you can essentially take the data that you get from the uh zap you're in ation and then send it over to make.com if needed so what you'll see here is I have some meetings so say for example I have an external meeting with a company and

you can just type here and go to external meetings to kind of check out my different recorded meetings I can go to external meetings here let's go to an example one and I could always go back to the section by meetings too and uh search them like this as well and it kind of goes in order right so it going in order like this I can go to previous calls and I can essentially click on any of them specifically and what it'll what you'll notice here is it essentially gives me a great summary gives me great chapters it allows me to look at things from a timestamp standpoint and even see the videos and the things that I said specifically now there are some action items that it'll find from here and that's great but it doesn't integrate with the products I want and it

doesn't quite understand what I really mean by action items I work in content as you can imagine I'm making this video right now and while this is all great on the summary side it's not that specific but what I can do is I can utilize products transcripts like this through an API connection and then from there have it work to my advantage in ways that you couldn't even imagine I'm going to show you exactly what I mean so like I said zapier is the preferred option for the automations here so I'm going to go into my zapier account and I'm going to go log in and inside of Zap here if I go to zaps and then go to my grand automation inside of here you'll see that there is a nice setup where essentially every time a grain recording is added that's the trigger

that I have set up so what does that mean that means like when a meeting is finished it'll end up going through this process after that what it'll do is it'll shorten the URL I like setting up something like that in zapier as uh URLs can just get really long for no reason then in the next step what I can see here is I want to have it find the event in Google Calendar so for example if I do a test on this I can have it retest the step by figuring out what meeting was here so let's continue with this selected record and then have it find the event real quick now this would basically find any meetings where in the last day this is a meeting with that client since I don't really have daily meetings with clients that would work there and

then from there what I have it do is I have a automation run that essentially says based on the attendees detail list please separate the attendees into a bulleted list of emails only outputting the response and then what this does is it creates a page in my notion account that adds that shortened link adds the attendees and adds everything that I need regarding the time and date so that people can watch these recordings later in a database style rather than needing to go into grain itself it's really nice now after that what I do is I grab the recording and then I send the meeting information to a web hook that goes to make.com now the reason for that is that in this next part of the setup what I do is I make it so that the system that I work in is very

very fine-tuned to my needs so let's go to my meeting notes you'll see here there's this automation called sync grain recordings with meeting URL and add content ideas okay so essentially what this is going to do is it's going to then grab all of these different entities so right here there's this database ID right so for example um I'm going to show you a completed run on this what this is essentially going to do is is going to take the transcript and organize it in a way that breaks it into different action items and content ideas that make sense right so I work at a in a system where you know I don't get a lot of uh specific admin action items but I get a lot of requests on content ideas and I want to make sure that this goes through correctly on these

so for example what this has is it gets a recording and then from there it'll find the meeting that I have as I do have a Google notion to Google Calendar Sync which is pretty awesome made that myself if anyone's interested in seeing that video I will show that on another episode and what then I do is essentially I make sure to add the link and the ID of the grain recording over here so that basically you know this is going to be hyperlink to that shorten link right and then this is the meeting now from there what it does is it takes and this is pretty amazing it takes a large prompt that I've set up and essentially grabs that transcript that was a part of this web hook so the web hook over here is sending over the transcript in a VD format

the recording ID and the ID of that notion page so what this happening is it's getting that grain recording that I made right here making sure to add the uh ID and recording to the Google Drive and notion calendar sync database and then from here you'll see this is a analysis of the transcription and what is it doing it says you're an assistant in a Content creation agency who is skilled in scouring out the new content idea agreed up on the future from the conversation of a meeting from a v format conversation input the content idea has to be new and never should be a past or presently worked on content and in the conversation there're usually two different types of things content ideas and action items and then I'm giving it an actual definition here where it says the content that we're agreed to

to be created by clients in the future that's essentially what a Content idea is and an action item is more administrative steps that need to be taken for the client by the company completely unrelated with content or creation of that content so basically I'm telling you to look between this transcript that is sent I made a huge prompt here um you can pause the video and go through this but essentially I'm just telling it to analyze these different ideas and make sure to break it down into uh different categories like long form video idea social posts newsletter ideas help Docs podcast ideas and stuff like that and we're trying to categorize them and then telling the automation to essentially give us a breakdown of the different types right then after that this is a automation step that essentially I created by doing something called Json

formatting so basically I asked it to be an expert in Json formatting by creating it in the right output so I gave it an example for like a topic a content type a description and then your resources related and the potential timeline gave it a breakdown of multiple of them and what it would look like and told it to take that conversation summary from the previous step right here and then output Json that would make it worth and able to parse so Json here is just something that allows me to essentially parse out all of those different ideas from one block and break it into multiple bundles is what they're called inside of this automation so as you can see here the result from this initial output of that meeting tells me what it reviewed right and what I'm going to do and you'll see

that there's a help do idea here right for a piece of content out of everything it turned it into Json here for a mixed panel cohort experimentation for a social post and a help do idea for Facebook remarketing and then from here you'll see that there are if I go in here two bundles inside of this array one for the mix panel data cohort experiment and one for the Facebook retargeting strategy and then if I go here inside of details you see that one's for help docs and one's for social posts right so then it gave me a description create a series of social media posts detailing the experimentation and learnings from building cohorts in Google analytics for better retargeting using mix panel and then develop a help documentation outlining the strategy for using Facebook events pixels for retargeting including the utilization of local like

audiences so say I wanted this put into my system while this has done one thing this has essentially given me those ID right cuz if you take a look back at what I showed you meeting wise there's not a single thing here action item wise about the content ideas right no not at all and instead what I have now is the ability to take those different structured bits in these bundles and add what's called a iterator and that iterator is going to break those meeting topics into grabbable bundles and those grabbable bundles will then make a item that has the type the name and relate it back to that meetings and notes and then I do a sleep module here to essentially have a wait a couple seconds right and then from there after that it showcases uh everything in a description all I needed

to do here was essentially take that description right and the potential timelines from that iterator and then it pops it into the notion page now what I'm essentially doing here is I'm doing the exact same thing after that for Action items so obviously we talked about content ideas and how they're different and this essentially just saying okay let's cross reference the content ideas you had is there any action items that you need to you know add to this meeting or anything like that if not no worries um just make sure that you don't um do anything that's the same there then make sure to structure it the same like Json grab that result from chat gbt while removing any sort of weird wrappers it puts by using replace formulas and then create those action items add the same descriptions and then this is a little

thing that allows you to make a summary for email and then add it to the meeting so basically what I've done here is rather than needing to have someone take notes I have a step-by-step system and in this step-by-step system the end result looks something like this if I go over here and grab the link let's go to this meeting you'll see that the follow-up email is right here so I can send a follow-up email very quickly to them based on the conversation we had and then if I scroll down you'll see there's this content idea section right and if you recall there're only social media posts ideas and a help doc well if you look at that this is inside here all right so this mix panel data cohort explanation it has the description the potential timeline the resources and where to find it

same with the help dock here perfectly inputed and there was no admin uh related tasks you'll uh find in here that basically it found no action items which is fine doesn't always uh I don't have a lot of administrative stuff but when I would when I would it would essentially pop up in this template right here now why is this so effective this is so effective because of the fact that if you're working with someone consistently and trying to scale a company and have a bunch of you know project managers or administrative assistants on meetings what I'm trying to show here is that from a transcript and understanding how to structure data with Json you essentially don't have to actually have someone take notes you can cross reference this when you're done with the meeting and then fill in the gaps on anything that was

missed it takes like 2 minutes after the meeting is over for this to work and it works wonders so essentially what we have here is we have a scalable solution the more clients we get the more people we interact with on a consistent basis I don't have to worry about the idiosyncratic little bits of my meetings anymore because I have an AI that does solve it for me now it did take a lot of prompting and a lot of fine tuning but remember when building out these things what you can do is you can go to chat gbt or Claude and use its most advanced reasoning model and then tell it what you're trying to do explain what a Content idea is for example if you don't deal with content but you deal with other types of action items explain those give them some examples

of what an action item is and then have that prompt build you another prompt to parse out that transcription just because a product has a summary or action items doesn't mean those are relevant to you one and two just because they only have this transcript and not so many Integrations doesn't mean that you can't integrate it with any product possible you simply need one Gateway like we had with app here and then it can go into pretty much anything you want so if you're interested in learning more about this kind of stuff make sure to subscribe to this video channel and the audio version of this podcast we appreciate each and every one of you and we'll see you in the next one