Plaud to Asana: auto-create tasks from meeting action items

Build an agent workflow that turns finished Plaud meeting transcripts into assigned Asana tasks for every real action item.

Trigger: a Plaud webhook on the audio_transcribe.completed event. Only proceed when the workflow status is SUCCESS. Ignore FAILURE and REVOKED events.

Steps the agent should take:

1. Call Plaud Get Workflow Result using the workflow id from the webhook payload to pull the full transcript and any speaker labels.

2. Read the transcript and identify discrete action items. An action item must be a concrete deliverable with a verb and an outcome. Skip filler commitments like 'we should circle back sometime,' 'let's keep thinking about this,' or generic agreement. For each action item, capture: the action itself, the owner mentioned (spoken name), any explicit due date language such as 'by Friday' or 'before the QBR,' and the surrounding sentence or two of context that explains why this task exists.

3. Resolve owners to Asana users. Call Asana Get Users in a Workspace once to build a name-to-gid lookup for the configured workspace. Match each spoken name to a workspace user by first name, full name, or obvious nickname. If there is no confident match, leave the assignee blank instead of guessing.

4. For each kept action item, call Asana Create a Task in a pre-configured project (project gid is a config input). Set: name to a short imperative version of the action; notes to the surrounding context plus a quoted snippet from the transcript on its own line, prefixed with a quote marker; assignee to the matched Asana user gid when available; due_on to the resolved calendar date when a due date was clearly stated, otherwise leave it unset.

5. If no action items qualify, exit cleanly without creating anything.

Configuration inputs the workflow should expose: the Asana workspace gid, the destination Asana project gid, and an optional list of name aliases (for cases like 'Alex' meaning Alexandra Smith).

Quality bar: never invent a due date that was not stated. Never invent an assignee. One Asana task per real commitment, no duplicates inside the same transcript. The goal is that nothing actionable from a meeting is lost just because no one re-reads the transcript.

Additional information

What does this prompt do?

Listens for finished Plaud transcripts and reads the full conversation.
Picks out only the real commitments, ignoring filler like 'we should circle back sometime.'
Creates an Asana task for each action item with the owner, due date, and a quoted snippet from the meeting.
Drops every task into a project you choose so follow-ups land in one place.

What do I need to use this?

A Plaud account with the developer platform enabled and a meeting transcription workflow already in use.
An Asana login with access to the project you want new tasks to land in.
A short list of teammates the agent should match spoken names against.

How can I customize it?

Point it at a different Asana project, or split tasks across projects by meeting type.
Tighten or loosen what counts as a real action item, for example require an explicit owner or a clearly stated date.
Change the task description format, like adding the meeting title, a link back to the recording, or a custom tag.

Frequently asked questions

Will every transcript create tasks, even casual chats?

Only when Plaud finishes processing the recording. The agent then reads the transcript and skips anything that is not a concrete commitment, so casual chats with no real follow-ups produce zero tasks.

How does it know who to assign each task to?

It matches the name spoken in the meeting to a teammate in your Asana workspace. If the name is ambiguous or no clear owner was mentioned, the task is still created but left unassigned for you to triage.

What if no due date was stated out loud?

The agent only sets a due date when one is clearly stated, like 'by Friday' or 'before the QBR.' Vague language is left blank so you can fill it in later instead of inventing a deadline.

Can I send tasks to more than one Asana project?

Yes. You can route by meeting title, recording tag, or speaker so customer calls land in one project and internal meetings land in another.

Does it overwrite or duplicate tasks if the same meeting is processed twice?

By default it creates one task per action item per transcript. If you reprocess a meeting you can add a check that skips tasks already created from the same recording.