Howdy,
I’m JJ, the Certification Program Manager at Asana. We’ve all sat through meetings and tried to frantically take notes to remember all the follow ups and next steps. Good thing AI can now do this for us! No more missed next steps.
Materials:
- Asana - AI Studio turned on (duh)
- Asana - Meeting notes project
- Zoom - AI companion turned on
- Gmail - Receive your Zoom meeting notes
Here’s how to build your Smart workflow:
- You will need to have the AI Companion turned on to your Zoom meetings and make sure they are sending you email with the summaries. Learn more here.
- Create a new project in Asana to set up your meeting summary Smart workflows with AI Studio. Mine is simply called “JJ AI Meeting Summaries”. Note: Make sure it’s private if you have sensitive meeting material.
- Integrate your Zoom meeting summary emails to your new Asana project. Use this Google support article to learn how to forward Gmail messages to another account. And this Asana support article to learn how to email tasks to Asana.
- Create your Smart workflows with AI Studio. I created two simple rules:
- Add to project (see screenshot)
- This rule will use AI to multi-home the meeting summary to other relevant projects such as a 1:1.
- Create subtasks (see screenshot)
- This is the key to making sure that all your next steps are accounted for.
- Test and troubleshoot your new Smart workflow. Launch a new Zoom meeting and see how the summaries are populated into your new Asana project.
- I’ve continued to make edits to my rules to better assign the subtasks and due dates. For example, I now assign the parent task to myself to make sure I review all the subtasks and re-assign them when necessary (AI still sometimes needs a human reviewer
).
This new workflow saves me so much time each week - and helps my team to stay on track with all the next steps. I’m continuously iterating my rules and AI instructions to better summarize and assign.
Let me know how this works for you and if you have any recommendations on how to further improve the process. 
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@ambforumleader @pforumleader check out this new AI Studio tip! 
such a productive way to take meeting notes and action items!
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Great in Zoom! Can we get this in MS Teams too? Is there a plub-in?
Cheers!
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@JJ_Janikis
Thank you for introducing your use case.
I’m interested in your work flow of the rules.But I can’t recognize the images because of their low resolution.
Could you upload high resolution ones if possible?
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Thanks for letting us know, @Tetsuo_Kawakami! Checking if we can improve the image resolution now 
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Great, it looks like the images are much better now. Let me know if it still looks blurry on your end
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Thanks for your effort.
Now, I can understand!
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Hi @Thomas117, welcome to our Forum!
I don’t have MS Teams to test this myself, but from what I’ve seen in their forum and knowledge base, it doesn’t look like Teams has a feature to automatically send the meeting recaps via email.
So, you’d probably need to manually forward the transcripts. Other than that, the rest of the workflow (setting up email forwarding to Asana and configuring the Smart workflow in AI Studio) should work the same way as with Zoom.
It might be worth checking with Microsoft or in your MS Teams settings to see if there’s an option to automate the email sending process.
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We used Teams for years and recently switched to Google Chat. This would be awesome to use in Google Chat as I have a Weekly Agenda project in Asana and that would be so helpful! I’ll keep my eyes peeled for updates to other apps 
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Thanks for the tip! Can we do the same with Google Meet? 
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As long as your virtual meeting provider (Google Meet, Zoom, Teams etc) can send you a follow up summary/ email then this workflow should apply.
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Thanks for this walkthrough, JJ! I got most of it to work and I’m pleased with how well that went. The tricky part for me is assigning the subtasks. When I add a “Set Assignee to Fill by AI” action to the others you have listed, it only assigns the parent task. I tried creating a separate rule to just assign the subtasks, but I’m not sure how to get it to trigger since subtasks don’t get added to projects.
Do you have any suggestions for getting the subtasks assigned? Thank you!
Nice work! Great to hear that you are having some initial success with the Smart workflow.
To have AI better assign the subtasks you can actually use the “Fill by AI” on the “Create subtasks” part of the rule. (See my screenshot).
Note: I was actually having trouble with the subtasks being auto-assigned. While it was mostly correct, it did create some confusion for folks if it was not relevant - especially if they were not in the meeting. I ended up removing that part of the rule and now have the main parent task assigned to me so that I can go through all the AI generated subtasks to review and assign accordingly. This has removed some duplication of work that was already assigned - and confusion over the correct assignee. It’s a nice ‘human in the loop’ step.
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Thanks JJ! It’s still not working, but I like your idea for HITL here, especially with duplication of work that comes up in a meeting.
JJ, I got it to work! I misunderstood in your comment where you said to put the “fill by AI” in the Create subtasks part; I see now in your screenshot that you had Fill by AI in the assignee field, which I had missed earlier.
Shout out to @Michelle_Kim for helping me see the difference in the Ambassador Roundtable today! Now my subtasks are coming in assigned!
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