Draft follow-up emails after every Read AI meeting

Build me an agent workflow that drafts personalized follow-up emails in Gmail after every Read AI meeting. The point: I spend about 20 minutes after every customer call rewriting my notes into emails for each person who was in the room, and I want that work done for me, left as drafts I can review and send myself.

Trigger: a Read AI webhook on the meeting_end event. The webhook payload includes the meeting id. As soon as we receive it, run the rest of the workflow.

Step 1. Fetch the meeting from Read AI. Use the Get Meeting operation with expand set to summary, action_items, key_questions, and chapter_summaries. The response gives us the meeting title, the participants list (each with email and an is_internal flag after expansion), the summary, the decisions and action items, the key questions discussed, and chapter-level summaries we can mine for quote-worthy moments.

Step 2. Split the participants into external and internal. Use the is_internal flag from Read AI as the source of truth. Skip anyone marked internal entirely. If is_internal is missing for someone, fall back to comparing their email domain against the list of internal domains the user will configure on the workflow (default to the connected Gmail account's own domain). The output of this step is a clean list of external attendees with their name and email.

Step 3. Group the decisions and action items by who they involve. For each action item, identify the owner (me, the recipient, or someone else) and the target date if Read AI captured one. For each decision, identify which external attendees were part of the conversation. This grouping is what makes each email feel written for that person and not a generic recap blast.

Step 4. For every external attendee, call Gmail Create a Draft. The subject should read like 'Following up on our [topic] conversation' where [topic] is a short phrase pulled from the meeting title or the dominant chapter summary, not the literal word 'topic'. The body should be a short, plain-text email in my voice with this shape: a one-line opener that references something specific the recipient said on the call (pull a real moment from the transcript or a chapter summary, do not invent a quote); two or three lines on the decisions we reached together; a clean list of the action items I committed to with target dates where available; and a closing line inviting them to flag anything I missed. Keep it under 200 words. No marketing fluff, no em dashes, no 'I hope this finds you well'.

Step 5. Leave every message as a Gmail draft. Do not send anything. The whole point is that I review and click send myself rather than firing automated emails on my behalf. If you cannot find anything specific the recipient said (for example they were quiet on the call), still create the draft but skip the personalized opener and lead with the decisions and action items instead.

Edge cases to handle. If every participant on the meeting is internal, do nothing and exit quietly. If Read AI returns no action items or decisions, still draft a short 'thanks for the time, here is a quick recap' note for each external attendee using the summary and key questions, so I am not left empty-handed. If the meeting has no external attendees with email addresses (some Read AI participants only have names), skip those and only draft for people we can actually email.

Make the internal email domains, the maximum word count, and the optional signature block configurable on the workflow so I can adjust without editing the agent instructions.