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Mail the minutes and who does what

by recued-core v1 31 views

Use “Mail the minutes and who does what” in Recued. Send the last minutes you recorded for a project to the people who were there, each with the tasks the meeting assigned. From your own mail account, one message per person, never twice.

Complete workflow

Meeting Secretary 4 pinned recipes

Use Meeting Secretary in Recued. One person keeps the meeting loop: upload the minutes you wrote and AI turns them into tasks in the federated projects you share, mail the minutes out, then brief the next meeting from the last minutes, current progress and what is new.

You are viewing one recipe in this workflow. Installing it opens the complete pack so its other recipes and background automations arrive together.

Mail the minutes and who does what
This recipe

Use “Mail the minutes and who does what” in Recued. Send the last minutes you recorded for a project to the people who were there, each with the tasks the meeting assigned. From your own mail account, one message per person, never twice.

pack:meeting-secretarymeeting-secretarymailfederated-project
by recued-core pinned v1
Turn a minutes file into project work

Use “Turn a minutes file into project work” in Recued. Upload the minutes you wrote, then review supported progress and task changes in the projects you share, plus an index of what you promised. The next briefing starts from these minutes.

pack:meeting-secretarymeeting-outcomesproject-managementfederated-project
by recued-core pinned v2
Prepare the next meeting from its minutes

Use “Prepare the next meeting from its minutes” in Recued. Starts from the last minutes you recorded and current project progress, adds what is new since, and prepares the project portion: what is still open, decisions for the room, and new topics.

pack:meeting-secretarymeeting-prepproject-contextproject-management
by recued-core pinned v2
Mail the briefing before the meeting

Use “Mail the briefing before the meeting” in Recued. Send the briefing prepared for a project’s next meeting to the people who were at the last one. From your own mail account, one message per person, never twice.

pack:meeting-secretarymeeting-secretarymailfederated-project
by recued-core pinned v1
View pack details, dependencies, and permissions →

Send the minutes to the people who were there

After Turn a minutes file into project work has been applied, this sends each person the minutes and who does what: every task those minutes assigned in this project, as it stands now. The minutes file itself can go along as an attachment.

One message each

Everyone gets their own message, from your own mail account. If you were at the meeting yourself, your address is left out and counted as "not sent to yourself" — mail providers are told never to send a message to its own sender, and nobody needs a copy of their own minutes.

The same message never goes to anyone twice: each one is recorded when it goes out. Change it — add a note, correct the next meeting — and it is a new message, sent again.

Your own lines

Add Next meeting — when and where, in your own words — and a Note for reminders or anything else. Both go in as written, for this send only. The minutes carry no date of their own beyond their title: the only date on record is when they were recorded, often the morning after.

Your own words, in your own language

The Subject and the Message are yours to rewrite — another language, another greeting, another order. {meeting}, {note}, {next_meeting}, {tasks} and {minutes} are filled in, and a line with {note} or {next_meeting} is left out when that one is blank, so "Next meeting:" never dangles. Save them in this recipe's settings to use them every time. Each task line is the task, who has it and when it is due, with no words of its own, so it reads the same in any language.

Preview first

Preview shows who would receive it and sends nothing. Send asks for approval before anything leaves.

How it works 114 steps

Inspect the data fetches, transforms, gates, and output this recipe runs.

Process (114 steps)
■ project_ref_text trim
Trim whitespace from setting project ref
⚠ stop_choose_a_project guard
Stop if project ref text is empty
■ sender trim
Trim whitespace from setting sender mail instance
⚠ stop_choose_the_mail_account guard
Stop if sender is empty
◆ project_read core.work-entity.get
Get work entity
⚠ stop_project_not_found guard
Stop if project read found does not equal
■ project_id default
Apply default
■ project_title default
Apply default
■ row_key sha256
Apply sha256
◆ row_read core.storage.shared.read
Read storage shared
■ minutes default
Apply default
■ has_minutes compare
Check if minutes exists
⚠ stop_no_minutes_recorded_for_this_project guard
Stop if has minutes equals
■ meeting_title default
Apply default
■ held_on date_format
Format as a date
■ minutes_file_id default
Apply default
◆ minutes_read core.storage.data-file-read
Data file read storage
■ minutes_decoded decode_base64
Apply decode_base64
■ minutes_text trim
Trim whitespace from minutes decoded
■ task_ids default
Apply default
◆ task_reads core.work-entity.get
Get work entity
■ task_rows_raw map
Extract from each item
■ task_rows filter
Filter by condition
■ task_rows_due_iso map
Extract due_at from each item
■ task_rows_due_is_day map
Extract due_iso from each item
■ task_rows_due_day map
Extract due_iso from each item
■ task_rows_due_time map
Extract due_at from each item
■ task_rows_due map
Extract from each item
■ task_lines map
Extract from each item
■ task_count count
Count items in task rows
■ task_line_list pluck
Extract line from each item
■ task_lines_joined join
Join items with " - "
■ has_tasks compare
Check if task count is greater than 0
■ who_does_what ternary
Apply ternary
■ attach compare
Check if setting attach minutes does not equal false
■ attachments ternary
Apply ternary
■ note_text trim
Trim whitespace from setting note
■ has_note compare
Check if note text has data
■ note_blank compare
Check if note text is empty
■ next_meeting_text trim
Trim whitespace from setting next meeting
■ has_next_meeting compare
Check if next meeting text has data
■ next_meeting_blank compare
Check if next meeting text is empty
■ mail_body_given trim
Trim whitespace from setting message
■ mail_body_has_given compare
Check if mail body given has data
■ mail_body_layout ternary
Apply ternary
■ mail_body_has_content compare
Check if mail body layout contains {minutes}
■ mail_body_layout_full ternary
Apply ternary
■ mail_body_lines split
Split mail body layout full into parts
■ mail_body_rows map
Extract from each item
■ mail_body_rows_note map
Extract text from each item
■ mail_body_rows_next_meeting map
Extract text from each item
■ mail_body_marked map
Extract from each item
■ mail_body_kept filter
Filter by condition
■ mail_body_kept_lines pluck
Extract text from each item
■ mail_body_joined join
Join items with " "
■ mail_body_value_meeting default
Apply default
■ mail_body_split_meeting split
Split mail body joined into parts
■ mail_body_fill_meeting join
Join items with "{{step.mail_body_value_meeting}}"
■ mail_body_value_note default
Apply default
■ mail_body_split_note split
Split mail body fill meeting into parts
■ mail_body_fill_note join
Join items with "{{step.mail_body_value_note}}"
■ mail_body_value_next_meeting default
Apply default
■ mail_body_split_next_meeting split
Split mail body fill note into parts
■ mail_body_fill_next_meeting join
Join items with "{{step.mail_body_value_next_meeting}}"
■ mail_body_value_tasks default
Apply default
■ mail_body_split_tasks split
Split mail body fill next meeting into parts
■ mail_body_fill_tasks join
Join items with "{{step.mail_body_value_tasks}}"
■ mail_body_value_minutes default
Apply default
■ mail_body_split_minutes split
Split mail body fill tasks into parts
■ mail_body_fill_minutes join
Join items with "{{step.mail_body_value_minutes}}"
■ mail_body_tidy replace
Replace text in mail body fill minutes
■ mail_body_tidier replace
Replace text in mail body tidy
■ mail_body trim
Trim whitespace from mail body tidier
■ mail_subject_given trim
Trim whitespace from setting subject
■ mail_subject_has_given compare
Check if mail subject given has data
■ mail_subject_layout ternary
Apply ternary
■ mail_subject_value_meeting default
Apply default
■ mail_subject_split_meeting split
Split mail subject layout into parts
■ mail_subject_fill_meeting join
Join items with "{{step.mail_subject_value_meeting}}"
■ mail_subject_filled trim
Trim whitespace from mail subject fill meeting
■ mail_subject default
Apply default
■ recipient_list default
Apply default
■ recipient_rows_raw map
Extract from each item
■ recipient_rows_trimmed map
Extract email from each item
■ recipient_rows_lower map
Extract email from each item
■ recipient_rows_present filter
Filter by condition
■ recipients unique
Remove duplicates from
■ recipient_count count
Count items in recipients
⚠ stop_nobody_to_mail guard
Stop if recipient count equals
■ preview_mode compare
Check if setting write mode does not equal send
■ attachments_text json_stringify
Apply json_stringify
■ message_hash sha256
Apply sha256
■ recipient_rows_fenced map
Extract from each item
■ recipient_rows_hashed map
Extract fence_source from each item
■ send_rows map
Extract from each item
◆ send core.mail.send
Send mail
skip: step.preview_mode equal true
■ send_results default
Apply default
■ accepted filter
Filter by condition
■ sent_before filter
Filter by condition
■ sent filter
Filter by condition
■ not_sent filter
Filter by condition
■ not_sent_rows map
Extract from each item
■ not_sent_self map
Extract error from each item
■ skipped_self filter
Filter by condition
■ refused filter
Filter by condition
■ sent_count count
Count items in sent
■ sent_before_count count
Count items in sent before
■ skipped_self_count count
Count items in skipped self
■ refused_count count
Count items in refused
■ mode_text ternary
Apply ternary
■ recipient_table to_table
Format results as a data table
■ refused_table to_table
Format results as a data table
■ task_table to_table
Format results as a data table
■ card to_summary
Format results as a summary card
▼
Output
summary card
table task_table
table recipient_table
table refused_table
text mail_body
Settings 8 configurable

Configurable at install. Defaults shown — change them anytime in Recued.

note setting =
message setting = Hello, {note} Here are the minutes of {meeting}. Next meeting: {next_meeting} Who does what: {tasks} — The minutes — {minutes}
subject setting = Minutes: {meeting}
write mode setting = preview
project ref setting = [object Object]
next meeting setting =
attach minutes setting = true
sender mail instance setting = [object Object]

Uses (4 operations)

Tasks & notes Get work entity core.work-entity.get
Shared store Read storage shared core.storage.shared.read
Files Data file read storage core.storage.data-file-read
Mail Send mail core.mail.send

Trust & control

What installing this recipe would let it do. Recued grants these permissions at install — review them there before approving.

What it's allowed to do

Read Tasks & notes core.work-entity.get read-only
Read Shared store core.storage.shared.read read-only
Read Files core.storage.data-file-read read-only
Write Mail core.mail.send external change

Data it touches

SurfacesTasks & notesShared storeFilesMail
Warehousedata.shared

About

recued-core

Tags

pack:meeting-secretarymeeting-secretarymailfederated-projectsend

Details

114 steps 8 configurable settings recipe_id: mail-meeting-minutes