Agent setup guide
Meeting Action Items for Asana
Turns each meeting transcript into notes in Notion and one Asana task per action item, assigned by email, with a recap in Slack.
What it does
Turns each meeting transcript into notes in Notion and one Asana task per action item, assigned by email, with a recap in Slack.
- Receives each finished meeting's transcript (with title, date and attendees) through a webhook from your meeting recorder, note-taker or a form.
- AI writes a summary, the decisions, action items with owners and due dates, open questions and risks, using only what was said.
- Creates one Asana task per action item (up to 25) in your project, assigned by email only when the owner clearly matches your team list, with the due date when one was said.
- Saves the full notes as a page in your Notion meeting-notes database.
- Posts a recap to Slack with each action item's owner and a link to its Asana task.
- Which tasks were created (and which failed) is listed in code from what Asana really returned, never by the AI.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Asana, Notion and Slack, connected in Settings → Integrations. Asana is waiting for vendor approval, so this agent switches on once it's live.
- A meeting tool, note-taker or form that can send the transcript text to a webhook URL, and your team's Asana emails.
What it doesn't do
- Items with no clear owner go unassigned into your project for triage; owners are never guessed.
- It doesn't record, join or convert meetings to text: it needs the transcript text.
- It doesn't chase overdue tasks or email the notes to attendees.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Asana, Notion and Slack.
- A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
- About 15 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Asana
Connect Asana (Settings → Integrations → Asana).
3. Connect Notion
Connect the Notion workspace that holds your meeting notes (Settings → Integrations → Notion) and share the database with it.
4. Connect Slack
Connect the Slack workspace your team uses (Settings → Integrations → Slack).
5. List your team
Open “Match owners to Asana users” and replace the placeholder with your team's names and Asana emails.
| Setting | What to enter | In step |
|---|---|---|
| Your team's names and Asana emails | Replace the placeholder with each person's name as it's said in meetings and the email they use in Asana, one per line. It starts as “[LIST YOUR TEAM HERE: EACH PERSON'S NAME AS SAID IN MEETINGS AND THEIR ASANA EMAIL, E.G. Maya Chen = maya@company.com]” until you replace it. | “Match owners to Asana users” |
6. Pick your meeting-notes database
Open “Save the notes in Notion” and pick your account and database.
| Setting | What to enter | In step |
|---|---|---|
| Notion account | The Notion workspace the notes are saved to. Pick your connected Notion account. | “Save the notes in Notion” |
| Meeting-notes database | Pick the Notion database for meeting notes (share it with Fluxo Flow first). Its title column should be called “Name”. | “Save the notes in Notion” |
7. Pick the Asana project
Open “Create the task in Asana” and pick your account, workspace and project.
| Setting | What to enter | In step |
|---|---|---|
| Asana account | The Asana account the tasks are created in. Pick your connected Asana account. | “Create the task in Asana” |
| Asana workspace | The workspace your project is in. | “Create the task in Asana” |
| Asana project | The project the action items go into (also where unassigned items wait for triage). | “Create the task in Asana” |
8. Pick the Slack account and channel
Open “Post the recap in Slack” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace the recap is posted to. Pick your connected Slack account. | “Post the recap in Slack” |
| Channel for meeting recaps | Pick the channel your team reads, e.g. #team or #meeting-notes. | “Post the recap in Slack” |
9. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
10. Switch the trigger on
Open the trigger, switch the webhook on and paste its URL into your meeting tool's webhook settings (send the title, date, attendees and transcript).
How it works
The agent is a normal workflow with 11 steps (2 AI steps). You can open, edit and monitor it like any other workflow.
- New meeting transcript — Starts when your form or app sends data to the agent's webhook URL. Your meeting recorder or note-taker (or a form your team pastes into) posts each finished meeting's transcript to the workflow's webhook URL.
- Write the meeting notes — AI step (runs on your AI provider key). AI turns the transcript into a summary, decisions, action items with owners and due dates, open questions and risks, using only what was said.
- Real meeting? — Decision: picks the branch to follow. Transcripts with no real discussion (a test recording, a two-line chat) are kept in the run history instead of being filed.
- Kept in history only — Kept in the run history. Branch: Too short. Transcripts with nothing to summarize are kept in the run history.
- Match owners to Asana users — AI step (runs on your AI provider key). Branch: Notes. AI turns each action item into an Asana task, assigning it by email only when the owner clearly matches someone in your team list; anyone else's items stay unassigned.
- Save the notes in Notion — Notion: Create a page in a database. Creates a page in your meeting-notes database with the full notes: summary, decisions, action items, open questions, risks and attendees.
- Each action item — Repeats the steps below for each item (up to 25 per run). Creates one Asana task per action item (up to 25 per meeting).
- [For each item — “Each action item”] Create the task in Asana — Asana: Create a task. Creates the task in your project, assigned by email when the owner was matched, with the due date when one was said.
- Count the tasks created — Step. In code, not AI: lists each action item by what really happened in Asana — created (with its link), created without an owner, or failed — so the recap never calls a failed task created.
- Post the recap in Slack — Slack: Post a message. Posts the recap and each action item's real outcome in Asana (created with its link, or failed — counted in code) to your team's channel.
- Filed — Kept in the run history. The run history keeps the notes, the Asana tasks and the recap.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.
Sample data fields
meeting_title, date, attendees, duration_minutes, transcript, source.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- For-each loops repeat only the first 3 items.
Go live
- Open the trigger, switch the webhook on and paste its URL into your meeting tool's webhook settings (send the title, date, attendees and transcript).
- The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
How does it pick the assignee?
Only from your team list (name → Asana email). An owner who isn't on the list, is ambiguous or wasn't named gets an unassigned task in your project for someone to triage — never a guess.
Does it record meetings?
No. It works from the transcript text your meeting tool already makes.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .