How Can AI Turn My Client Meeting Notes into Follow-Up Emails and Tasks?

Summary

The steps

1. 1

   Create the two AI agents

   Two agents handle two separate jobs. The Follow-Up Email Drafter produces a professional client email from the meeting notes. The Action Item Extractor produces a structured JSON array of action items with owner names and due dates. Only Admin and Create roles can create agents and agent versions. Sourced from the agents help documentation, DEV v0.11.0, confirmed 2026-08-30.

   Do this

   • Navigate to Agents in the sidebar. Click New Agent. Name it Follow-Up Email Drafter. Click Create Agent.
   • Click the agent name. Click Create Version. Enter this Config JSON: {"systemPrompt": "You are a professional client communications writer. Draft a follow-up email from the meeting notes provided. Include: a thank-you opening, a summary of key points discussed, a numbered list of next steps with the responsible person named, and a closing. Use [FIRM NAME] and [CLIENT NAME] as placeholders. Do not add any commitment not stated in the notes. Keep the email under 300 words.", "model": "gpt-4o", "temperature": 0.5, "maxTokens": 600}. Click Create Version. The version appears as v1.
   • Click New Agent. Name it Action Item Extractor. Click Create Agent. Click the agent name. Click Create Version. Enter this Config JSON: {"systemPrompt": "Extract every action item from the meeting notes provided. Return a JSON array. Each item must have three fields: task (plain-English description), owner (person responsible, or UNKNOWN if not stated), and dueDate (YYYY-MM-DD, or UNKNOWN if not stated). Do not add items not in the notes. Do not infer owners or dates.", "model": "gpt-4o", "temperature": 0.2, "maxTokens": 800}. Click Create Version. The version appears as v1.

   Example

   A hypothetical accounting practice creates both agents before its first client meeting of the quarter. The agents help documentation (DEV v0.11.0, confirmed 2026-08-30) states: 'Test agent config before production. Before using a new agent version in a production workflow, test it in a draft or staging workflow instance to verify the system prompt, model, and parameters produce the expected output.' The practice manager tests both agents with a set of hypothetical meeting notes before setting the workflow to active.

   Best practice

   The agents help documentation (DEV v0.11.0, confirmed 2026-08-30) states: 'Use descriptive names. Agent names should describe their function, not their underlying model.' Name agents by what they produce. Record the agent version number (v1) in the workflow's Information node before setting the workflow to active. If a client disputes the content of a follow-up email, the exact agent version that produced the draft must be retrievable from the audit log at Admin, then Settings, then Audit Log.

2. 2

   Build the six-node workflow graph

   The Workflow Editor in Dave by voolama (hellodave.ai) is a visual drag-and-drop canvas. Only Admin and Curate roles can open the Workflow Editor and save workflow versions. The six nodes are: Start, User Interaction (Log Meeting Notes), Agent Interaction (Draft Follow-Up Email), Agent Interaction (Extract Action Items), Human Review (Approve Email), and End. Sourced from the workflow-editor help documentation, DEV v0.11.0, confirmed 2026-08-30.

   Node	Type code	Label	Creates a task?
   1	start	Start	No
   2	user_interaction	Log Meeting Notes	Yes
   3	agent_interaction	Draft Follow-Up Email	No
   4	agent_interaction	Extract Action Items	No
   5	human_review	Approve Email	Yes
   6	end	End	No

   Do this

   • Navigate to Workflows in the sidebar. Click Create Workflow. Name it Meeting Notes to Follow-Up. Click Save.
   • Click into the workflow to open the Workflow Editor.
   • Drag a Start node from the Node Palette onto the canvas.
   • Drag a User Interaction node below Start. In the Properties Panel, rename it Log Meeting Notes.
   • Drag an Agent Interaction node below. Rename it Draft Follow-Up Email. Under Agent Assignment, select Follow-Up Email Drafter v1.
   • Drag a second Agent Interaction node below. Rename it Extract Action Items. Under Agent Assignment, select Action Item Extractor v1.
   • Drag a Human Review node below. Rename it Approve Email. Under User Assignment, assign the staff member who approves follow-up emails.
   • Drag an End node below the Human Review node.
   • Connect the nodes in order: Start to Log Meeting Notes, Log Meeting Notes to Draft Follow-Up Email, Draft Follow-Up Email to Extract Action Items, Extract Action Items to Approve Email, Approve Email to End.
   • Drag an Information node next to the two Agent Interaction nodes. Add the note: Follow-Up Email Drafter v1 and Action Item Extractor v1 as of 2026-11-07. The Information node does not affect execution.
   • Click Save Version. The node/edge counter shows 6 nodes and 5 edges.

   Example

   A hypothetical marketing agency builds the six-node graph in about 20 minutes. The workflow-editor help documentation (DEV v0.11.0, confirmed 2026-08-30) states: 'Name your nodes descriptively. Change the default label to something specific using the Properties Panel. This makes the graph self-documenting.' The designer renames every node before saving and confirms the node/edge counter shows 6 nodes and 5 edges before clicking Save Version.

   Best practice

   The workflow-editor help documentation (DEV v0.11.0, confirmed 2026-08-30) states: 'Save frequently. Each save creates a new version, so there is no risk of overwriting.' Save after adding each node. The same documentation states: 'Ensure all paths lead to an End node. Dangling paths may cause instances to hang at runtime.' Confirm the Approve Email Human Review node connects to the End node before setting the workflow to active.

3. 3

   Run the workflow after a client meeting

   A workflow must be set to active status before team members can launch instances. Only Admin and Curate roles can change workflow status from draft to active. Only Admin and Use roles can view the Task Inbox and submit decisions. After the staff member approves the email in the Human Review task, the approved draft appears in the Submitted Result field of the completed task. Sending the email to the client is a separate step outside the platform. Sourced from the tasks help documentation, DEV v0.11.0, confirmed 2026-08-30.

   Do this

   • Navigate to Workflows. Find Meeting Notes to Follow-Up. Change its status from draft to active.
   • Within 30 minutes of the client meeting ending, navigate to Instances. Click Create Instance. Select Meeting Notes to Follow-Up v1. Click Launch.
   • Navigate to Tasks. Open the Log Meeting Notes user_interaction task. Paste the raw meeting notes into the input field. Click Approve to submit.
   • The two Agent Interaction nodes run automatically in sequence. Refresh Tasks after 30 to 60 seconds.
   • Open the Approve Email human_review task. Read the draft email in the Payload section. Add a Comment (for example: Client name and next steps confirmed. Approved.). Click Approve, Reject, or Request Changes.
   • After approval, copy the approved email text from the Submitted Result field and send it from the firm's normal email system.

   Example

   A hypothetical small law office runs the workflow after a client intake meeting. The paralegal launches the instance and pastes the meeting notes into the Log Meeting Notes task. Forty seconds later the Approve Email human_review task appears. The supervising attorney reads the draft in the Payload section, confirms it contains no legal advice language, adds the comment Reviewed. No legal advice language. Client name confirmed., and clicks Approve. The attorney copies the approved email from the Submitted Result field and sends it from the firm's email system. ABA Model Rule 1.6 (americanbar.org) requires lawyers to take reasonable measures to prevent unauthorized disclosure of client information. This is not legal advice.

   Best practice

   Run the workflow within 30 minutes of the meeting ending, while the notes are fresh. The tasks help documentation (DEV v0.11.0, confirmed 2026-08-30) states: 'Review the payload carefully before deciding. Make sure you understand what you are approving or rejecting before clicking a decision button.' Every approval is recorded in the audit log at Admin, then Settings, then Audit Log, with the acting user's email and a timestamp. Task completion events support SOC 2 CC6.1 (logical access) and GDPR Article 30 (processing records) when those standards are active.

Role quick reference for a small professional services firm

What this guide does not cover