capture-tasks-from-meeting-notes

Capture Tasks from Meeting Notes

Keywords

meeting notes, action items, create tasks, create tickets, extract tasks, parse notes, analyze notes, assigned work, assignees, from meeting, post-meeting, capture tasks, generate tasks, turn into tasks, convert to tasks, action item, to-do, task list, follow-up, assigned to, create Jira tasks, create Jira tickets, meeting action items, extract action items, find action items, analyze meeting

Overview

Automatically extract action items from meeting notes and create Jira tasks with proper assignees. This skill parses unstructured meeting notes (from Confluence or pasted text), identifies action items with assignees, looks up Jira account IDs, and creates tasks—eliminating the tedious post-meeting ticket creation process.

Use this skill when: Users have meeting notes with action items that need to become Jira tasks.

Workflow

Follow this 7-step process to turn meeting notes into actionable Jira tasks:

Step 1: Get Meeting Notes

Obtain the meeting notes from the user.

Option A: Confluence Page URL

If user provides a Confluence URL:

getConfluencePage(
  cloudId="...",
  pageId="[extracted from URL]",
  contentFormat="markdown"
)

URL patterns:

• https://[site].atlassian.net/wiki/spaces/[SPACE]/pages/[PAGE_ID]/[title]
• Extract PAGE_ID from the numeric portion
• Get cloudId from site name or use getAccessibleAtlassianResources

Option B: Pasted Text

If user pastes meeting notes directly:

• Use the text as-is
• No fetching needed

If Unclear

Ask: "Do you have a Confluence link to the meeting notes, or would you like to paste them directly?"

Step 2: Parse Action Items

Scan the notes for action items with assignees.

Common Patterns

Pattern 1: @mention format (highest priority)

@Sarah to create user stories for chat feature
@Mike will update architecture doc

Pattern 2: Name + action verb

Sarah to create user stories
Mike will update architecture doc
Lisa should review the mockups

Pattern 3: Action: Name - Task

Action: Sarah - create user stories
Action Item: Mike - update architecture

Pattern 4: TODO with assignee

TODO: Create user stories (Sarah)
TODO: Update docs - Mike

Pattern 5: Bullet with name

- Sarah: create user stories
- Mike - update architecture

Extraction Logic

For each action item, extract:

1. Assignee Name

   • Text after @ symbol
   • Name before "to", "will", "should"
   • Name after "Action:" or in parentheses
   • First/last name or full name

2. Task Description

   • Text after "to", "will", "should", "-", ":"
   • Remove markers (@, Action:, TODO:)
   • Keep original wording
   • Include enough context

3. Context (optional but helpful)

   • Meeting title/date if available
   • Surrounding discussion context
   • Related decisions

Example Parsing

Input:

Parsed:

Step 3: Ask for Project Key

Before looking up users or creating tasks, identify the Jira project.

Ask: "Which Jira project should I create these tasks in? (e.g., PROJ, PRODUCT, ENG)"

If User is Unsure

Call getVisibleJiraProjects to show options:

Present: "I found these projects you can create tasks in: PROJ (Project Alpha), PRODUCT (Product Team), ENG (Engineering)"

Step 4: Lookup Account IDs

For each assignee name, find their Jira account ID.

Lookup Process

The search string can be:

• Full name: "Sarah Johnson"
• First name: "Sarah"
• Last name: "Johnson"
• Email: "sarah@company.com"

Handle Results

Scenario A: Exact Match (1 result)

Scenario B: No Match (0 results)

Scenario C: Multiple Matches (2+ results)

Best Practices

• Try full name first ("Sarah Johnson")
• If no match, try first name only ("Sarah")
• If still no match, ask user
• Cache results (don't lookup same person twice)

Step 5: Present Action Items

CRITICAL: Always show the parsed action items to the user BEFORE creating any tasks.

Presentation Format

Wait for Confirmation

Do NOT create tasks until user confirms. Options:

• "Yes, create all" → proceed
• "Skip task 3" → create all except #3
• "Change assignee for task 2" → ask for new assignee
• "Edit description" → ask for changes

Step 6: Create Tasks

Once confirmed, create each Jira task.

Determine Issue Type

Before creating tasks, check what issue types are available in the project:

Choose the appropriate issue type:

• Use "Task" if available (most common)
• Use "Story" for user-facing features
• Use "Bug" if it's a defect
• If "Task" doesn't exist, use the first available issue type or ask the user

For Each Action Item

Task Summary Format

Use action verbs and be specific:

• ✅ "Create user stories for chat feature"
• ✅ "Update architecture documentation"
• ✅ "Review and approve design mockups"
• ❌ "Do the thing" (too vague)

Task Description Format

Example:

Step 7: Provide Summary

After all tasks are created, present a comprehensive summary.

Format:

Action Item Pattern Examples

Pattern 1: @Mentions (Most Explicit)

Parsed:

• Assignee: john/sarah/mike
• Task: update documentation / create the report / review PR #123

Pattern 2: Name + Action Verb

Parsed:

• Assignee: name before action verb
• Task: text after "to/will/should/needs to"

Pattern 3: Structured Action Format

Parsed:

• Assignee: name after "Action:" and before "-"
• Task: text after "-"

Pattern 4: TODO Format

Parsed:

• Assignee: name in parentheses or after ":"
• Task: text between TODO and assignee

Pattern 5: Bullet Lists

Parsed:

• Assignee: name before ":" or "-" or action verb
• Task: remaining text

Handling Edge Cases

No Action Items Found

If no action items with assignees are detected:

Mixed Formats

If some action items have assignees and some don't:

Assignee Name Variations

If the same person is mentioned different ways:

Duplicate Action Items

If the same task appears multiple times:

Long Task Descriptions

If action item text is very long (>200 characters):

Tips for High-Quality Results

Do:

✅ Use consistent @mention format in notes
✅ Include full names when possible
✅ Be specific in action item descriptions
✅ Add context (why/what/when)
✅ Review parsed tasks before confirming

Don't:

❌ Mix multiple tasks for one person in one bullet
❌ Use ambiguous names (just "John" if you have 5 Johns)
❌ Skip action verbs (unclear what to do)
❌ Forget to specify project

Best Meeting Notes Format

When NOT to Use This Skill

This skill is for converting meeting action items to Jira tasks only.

Don't use for: ❌ Summarizing meetings (no task creation)
❌ Finding meeting notes (use search skill)
❌ Creating calendar events
❌ Sending meeting notes via email
❌ General note-taking

Use only when: Meeting notes exist and action items need to become Jira tasks.

Examples

Example 1: Simple @Mentions

Input:

Process:

1. Parse → 3 action items found
2. Project → "PROJ"
3. Lookup → Sarah (123), Mike (456), Lisa (789)
4. Present → User confirms
5. Create → PROJ-100, PROJ-101, PROJ-102

Output:

Example 2: Mixed Formats

Input:

Process:

1. Parse → Found 4 items (3 with assignees, 1 without)
2. Ask → "Found 3 with assignees, 1 without. Create all or only assigned?"
3. User → "All, make the last one unassigned"
4. Create → 4 tasks (3 assigned, 1 unassigned)

Example 3: Name Lookup Issue

Input:

Process:

1. Parse → 2 action items
2. Lookup "John" → Found 3 Johns!
3. Ask → "Which John? (John Smith, John Doe, John Wilson)"
4. User → "John Smith"
5. Create → Both tasks assigned correctly

Quick Reference

Primary tool: getConfluencePage (if URL) or use pasted text
Account lookup: lookupJiraAccountId(searchString)
Task creation: createJiraIssue with assignee_account_id

Action patterns to look for:

• @Name to/will/should X
• Name to/will/should X
• Action: Name - X
• TODO: X (Name)
• Name: X

Always:

• Present parsed tasks before creating
• Handle name lookup failures gracefully
• Include context in task descriptions
• Provide summary with links

Remember:

• Human-in-loop is critical (show before creating)
• Name lookup can fail (have fallback)
• Be flexible with pattern matching
• Context preservation is important