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Grain Task

Overview

The Grain task works on one meeting recording in Grain. It is the companion to the Grain Trigger: the trigger tells you a meeting was recorded, this task reads it again or changes it.

What to do What it does
Read a recording Gives later steps the recording’s details, who was in it, the client it was with, Grain’s latest AI summary and action items, and the transcript.
Add a tag Adds a tag to the recording in Grain.
Remove a tag Takes a tag off the recording in Grain.
Rename a recording Gives the recording a new title in Grain.

When to use this task:

  • Read Grain’s notes a few minutes after the meeting, once Grain has finished writing them.
  • Hand the transcript to an AI Prompt to summarise the call or draft a follow-up.
  • Tag recordings by what BaseCloud knows, such as customer, trial or the client’s status.
  • Rename a recording after the client, so it is easy to find in Grain.

Configuration

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

Builder fields

The Field column is the label as it appears in the task builder; Key is the name the value is stored under and referenced by.

Field Key Type Default Notes
What to do action select get_recording Options: Read a recording · Add a tag · Remove a tag · Rename a recording
Grain account app_connection_id app-connection –
Recording recording_id text {{recording_id}}
Include the transcript include_transcript checkbox 1 Only shown when action is get_recording
Tag tag text – Only shown when action is add_tag, remove_tag
New title title text – Only shown when action is rename_recording
  • Grain account: use the same Grain connection as the Grain Trigger, so the task can see the recording. A personal token only sees the recordings its own Grain user can see. See Connecting Grain.
  • Recording: leave {{recording_id}} to use the recording from the Grain Trigger. You can also pick the recording ID from an earlier step, or paste a link to a Grain recording.
  • Include the transcript: the whole conversation as text, one line each time someone speaks, such as Peter Pan: We need it before the next quarter. Useful to hand to an AI task. Leave it ticked unless you only need the notes.
  • Tag: letters, numbers and dashes. Spaces become dashes, so follow up is saved as follow-up. A # at the start is dropped.
  • New title: the recording’s new name. You can build it from earlier steps, for example Discovery call: {{task_ID_client_name}}.

Output Fields

Read a recording

Reading a recording gives the same fields as the Grain Trigger, with Grain’s latest notes:

Field Description
recording_id The recording that was read.
title, url, start_datetime, end_datetime, duration_minutes, duration_seconds The recording’s title, link, times and length.
recorder_name, recorder_email Who recorded it.
participants, participant_names, participant_emails Who was in it.
has_external_participants, external_participant_names, external_participant_emails, first_external_name, first_external_email Who was from outside your company.
summary Grain’s summary of the meeting.
action_items, action_items_text Grain’s action items, as a list and as ready-to-use lines.
client_id, client_name, client_matched The client the meeting was with, found the same way as on the trigger.
transcript The whole conversation as Speaker: words lines. Only when Include the transcript is ticked.
{{task_ID_run_text}} Grain recording read successfully.

Add or remove a tag

Field Description
recording_id The recording that was tagged.
tag The tag as Grain saved it, for example follow-up.
{{task_ID_run_text}} Grain tag added successfully. or Grain tag removed successfully.

Rename a recording

Field Description
recording_id The recording that was renamed.
title Its new title.
{{task_ID_run_text}} Grain recording renamed successfully.

Real-World Examples

Summarise the call once Grain has finished its notes

Grain Trigger                 only meetings with someone from outside the company
  └─ Delay                    15 minutes
      └─ Grain                Read a recording, with the transcript
          └─ AI Prompt        summarise transcript and list next steps
              └─ Workflow Note   on client_id

See Grain meeting follow-up for every setting.

Tag meetings with existing customers

Grain Trigger
  └─ If Statement             client_matched equals true
      └─ Grain                Add a tag: customer

Name recordings after the client

Grain Trigger
  └─ If Statement             client_matched equals true
      └─ Grain                Rename a recording: "{{task_ID_client_name}}: {{task_ID_title}}"

Best Practices

  • Wait a few minutes before reading. Grain writes its notes after the meeting. A Delay of 10 to 15 minutes before Read a recording gives it time.
  • Use the transcript for your own summaries. Grain’s summary is general. An AI task given the transcript can pull out exactly what your business needs, such as budget, timing or objections.
  • Keep tags short and consistent. follow-up and followup are two different tags in Grain.

Troubleshooting

What you see What to do
No Grain connection is selected, or it was deleted Pick the Grain connection on the task again.
“… is not a Grain recording” or “No recording is set” Leave Recording as {{recording_id}}, pick the recording ID from the Grain Trigger, or paste a link to the recording in Grain.
Grain could not find that recording, or this token cannot see it The connection on this task cannot see the recording. Use the same Grain connection as the Grain Trigger, or a workspace token.
Grain did not accept the access token The token was deleted or replaced in Grain. Create a new one in Grain (Settings › Integrations › API) and paste it into the connection under Settings → App Connections.
“… cannot be a Grain tag” Use only letters, numbers and dashes in the tag.
No new title is set Fill in New title, or check the earlier step it is built from had a value.
summary or action_items is empty Grain had not finished its notes yet. Make the Delay before this task longer.