Grain meeting follow-up¶

Grain records the meeting and writes notes, but the notes stay in Grain. This workflow puts them where the rest of the team looks: a short summary, the next steps and the link to the recording, filed on the client the meeting was with, a few minutes after the call ends.

flowchart LR
    A[Meeting recorded] --> B[Wait for Grain's notes]
    B --> C[Read the recording]
    C --> D{Client found?}
    D -->|Yes| E[Summarise]
    E --> F[File on client]

Before you start¶

A Grain connection. A workspace token covers the whole team's meetings; a personal token covers only the meetings of the person who created it.
Your clients' contacts have their email addresses filled in. That is how BaseCloud finds the client a meeting was with.
Credit for the AI Prompt task.

The workflow¶

Step	Task	Type	What it does
1	Meeting recorded	Grain Trigger	Starts when Grain adds a recording of a meeting with someone from outside the company
2	Wait for Grain's notes	Delay	Gives Grain time to finish its summary and action items
3	Read the recording	Grain	Reads the recording again, with Grain's latest notes and the transcript
4	Client found?	If Statement	Continues only when the meeting was with one of your clients
5	Summarise	AI Prompt	Summarises the call and lists the next steps
6	File on client	Workflow Note	Files the summary and the recording link on the client

About the variables

Values such as {{task_36601_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Meeting recorded¶

Task: Grain Trigger. Starts when Grain adds a recording of a meeting with someone from outside the company.

Field	Set it to
Start this workflow when	`A new recording is added`
Grain account	Your Grain connection, for example `Sales team Grain`
Only meetings with someone from outside your company	Ticked
Only meetings that lasted at least (minutes, optional)	`5`

Leave the other settings empty. To try the rest of the workflow, open the trigger's Input panel and select Load my recordings.

2. Wait for Grain's notes¶

Task: Delay. Gives Grain time to finish its summary and action items.

Field	Set it to
Delay Type	`Specified Time`
Minutes	`15`

3. Read the recording¶

Task: Grain. Reads the recording again, with Grain's latest notes and the transcript.

The Grain task opened to its settings: Read a recording, on the Sales team Grain account, the recording from the Grain Trigger, with the transcript included

Field	Set it to
What to do	`Read a recording`
Grain account	The same Grain connection as step 1
Recording	Leave it as `{{recording_id}}`, the recording from step 1
Include the transcript	Ticked

4. Client found?¶

Task: If Statement. Continues only when the meeting was with one of your clients.

Field	Set it to
Condition	`{{task_36603_client_matched}}` equals `true`

The client is found when exactly one client has a contact with the email address of someone from outside your company in the meeting. A meeting with nobody you know, or with people from two of your clients, stops here.

5. Summarise¶

Task: AI Prompt. Summarises the call and lists the next steps.

Field	Set it to
Input	`{{task_36603_transcript}}`
AI model	`OpenAI · GPT-5 Mini (Balanced)`
What type of analysis do you want to do?	`Custom Prompt`
Output Format	`Text (default)`

Prompt

This is the transcript of a meeting with a client. Summarise it for the client record in three short bullet points, then list the agreed next steps under a heading "Next steps", with who will do each one. Keep names, amounts and dates exactly as spoken.

6. File on client¶

Task: Workflow Note. Files the summary and the recording link on the client.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36603_client_id}}`
Note Type	`Note`
Priority	`Medium`
Due Date	`Tomorrow (8AM)`
Tag Users	The salesperson, or whoever follows up on meetings
Mark Tagged Users Done	`Not Done (users must tick to complete)`

Message

{{task_36603_title}}
Recorded by {{task_36603_recorder_name}}, {{task_36603_duration_minutes}} minutes

{{task_36605_output}}

Recording: {{task_36603_url}}

Make it yours¶

To file only certain meetings, fill in Only when the title contains on the trigger, for example Discovery.
Use Grain's own notes instead of your own summary: put {{task_36603_summary}} and {{task_36603_action_items_text}} in the note, and leave out step 5.
Draft the follow-up email too: a second AI Prompt writes it to {{task_36603_first_external_name}}, and an Email sends the draft to {{task_36603_recorder_email}} to check and send.
Tag the recording in Grain with a second Grain task set to Add a tag, for example filed-in-crm, so the team can see which meetings are on a client.
On the false side of Client found?, email {{task_36603_recorder_email}} the recording link, so a meeting with someone new is added to BaseCloud by hand.