Instant meeting notes to Notion and Slack with Groq Whisper Turbo

Every 15 minutes, scan a designated Meetings folder in Google Drive for new audio recordings and turn each one into a structured meeting note in Notion plus a short recap in Slack. The whole point of this workflow is speed: Groq's Whisper Large v3 Turbo runs at roughly 216 times realtime, so a 60 minute meeting transcribes in well under a minute and the team gets their recap almost as soon as the recording lands.

Trigger: cron, every 15 minutes.

Step 1. Find new recordings. Use Google Drive List Files with a query that scopes to the configured Meetings folder (parent folder ID) and filters by modifiedTime greater than the last successful run timestamp, ordering by modifiedTime. Keep the last-seen timestamp in workflow state so each run only picks up files added or modified since then.

Step 2. Idempotency and file-type guard. Maintain a small set of Google Drive file IDs the workflow has already processed. Skip anything already in that set. For every remaining file, look at the mimeType returned by Drive: if it does not start with audio/ (or is not one of the common meeting formats like audio/mpeg, audio/mp4, audio/wav, audio/x-m4a, video/mp4 with an audio track), log it and move on. Non-audio files should never crash the workflow.

Step 3. Download the audio bytes using Google Drive Download File Content, keeping them in memory as binary.

Step 4. Transcribe with Groq Create Transcription using the whisper-large-v3-turbo model. Send the audio as multipart/form-data with a sensible language hint if one is configured, otherwise let Whisper auto-detect.

Step 5. Extract structured notes with Groq Create Chat Completion using a tool-capable model such as llama-3.3-70b-versatile. Feed it the transcript and ask for a JSON object with these fields: title (a concise meeting title), date (best guess from the transcript or the file's created time), attendees (names mentioned in the transcript), key_decisions (bulleted), action_items (each with owner, task, and due date if stated), and open_questions (bulleted). Keep the prompt firm about returning valid JSON only.

Step 6. File the note in Notion using Create a Page as a child of the configured Meeting Notes database. Set the title and any database properties (date, attendees) from the extracted JSON, then write the body as blocks: a Key Decisions heading with bullets, an Action Items heading with each owner and task on its own bullet, an Open Questions heading with bullets, and a Transcript heading with the full transcript in a toggle so the page stays scannable.

Step 7. Post the recap in Slack using Send a Message to the configured channel. Keep it short: meeting title, a one-line summary, the 3-5 most important action items with owners, and a link to the newly created Notion page. Use Slack mrkdwn (single asterisks for bold, <url|text> for links).

Step 8. Record the file ID in the processed set and continue with the next file.

Error handling: if any step fails for a specific file, log it and continue with the next one, so a single bad recording never blocks the batch. Do not mark a file as processed until the Notion page and Slack message have both succeeded.