Auto-send FireFlies meeting summaries via email using Gemini 2.5 Pro

Description

This workflow automatically processes Fireflies.ai meeting recap emails, extracts the meeting transcript, generates a structured summary email, and sends it to a designated recipient.

Key Advantages

1. ✅ Full Automation of Meeting Summaries

The workflow eliminates all manual steps from receiving the Fireflies email to sending a polished summary. This ensures:

No delays
No forgotten recaps
No repetitive manual tasks

2. ✅ Accurate Extraction of Meeting Information

Using AI-based information extraction and custom parsing, the workflow reliably identifies:

The correct meeting link
The Fireflies meeting ID
Relevant transcript data

This avoids human error and ensures consistency.

3. ✅ High-Quality, AI-Generated Email Summaries

The Gemini-powered summary generator:

Produces well-structured, readable emails
Includes decisions, action items, and discussion points
Automatically crafts a professional subject line
Uses real content (no placeholders)

This results in clear, usable communication for recipients.

4. ✅ Robust Error-Free Data Handling

The workflow integrates custom JavaScript steps to:

Parse URLs safely
Convert AI responses into valid JSON
Ensure correct formatting before email delivery

This guarantees the message is always properly structured.

5. ✅ Professional Formatting

By converting Markdown to HTML, the summary:

Is visually clear
Displays well on all email clients
Enhances readability for recipients

6. ✅ Easily Scalable and Adaptable

The workflow can be expanded to:
Send summaries to multiple recipients
Add storage (e.g., Google Drive)
Trigger based on additional conditions
Integrate with CRMs or project management tools

How It Works

Trigger
The workflow starts with a Gmail Trigger that checks for new emails with the subject "Your meeting recap" from [email protected] every hour.

Email Processing
When a matching email is found, the workflow retrieves the full email content and extracts the meeting recap URL using an Information Extractor node powered by OpenAI GPT-4.1-mini.

Meeting ID Extraction
A Code Node extracts the meeting ID from the Fireflies URL (between :: and ?) for use in the next step.

Transcript Fetching
The meeting ID is sent to the Fireflies Node, which retrieves the full transcript and summary data (short summary, short overview, and full overview).

AI-Powered Email Generation
The meeting summary data is passed to a Google Gemini node, which generates a complete meeting summary email with a subject line and body in JSON format.

Data Formatting
The raw JSON output is parsed in a Code Node, and the email body is converted from Markdown to HTML using the Markdown Node.

Email Delivery
Finally, the email is sent via Gmail with the AI-generated subject and HTML body.

Set Up Steps

Configure Credentials
Set up Gmail OAuth2 credentials for email triggering and sending.
Add Fireflies.ai API credentials for fetching transcripts.
Configure OpenAI and Google Gemini API keys for AI processing.

Adjust Email Filters
Update the Gmail Trigger filters (subject and sender) if Fireflies.ai uses a different sender or subject format.

Customize Output Email
Modify the recipient email in the Send email node to the desired address.

Optional: Modify AI Prompts
Adjust the system prompts in the Information Extractor and Email Agent nodes to change extraction behavior or email tone.

Activate Workflow
Ensure the workflow is set to Active in n8n, and test it by sending a sample Fireflies recap email to your connected Gmail account.

Need help customizing?
Contact me for consulting and support or add me on Linkedin.