capture-tasks-from-meeting-notes

What this skill does

# 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:**
```
# Product Planning - Dec 3

Action Items:
- @Sarah to create user stories for chat feature
- Mike will update the architecture doc
- Lisa: review and approve design mockups
```

**Parsed:**
```
1. Assignee: Sarah
   Task: Create user stories for chat feature
   Context: Product Planning meeting - Dec 3

2. Assignee: Mike
   Task: Update the architecture doc
   Context: Product Planning meeting - Dec 3

3. Assignee: Lisa
   Task: Review and approve design mockups
   Context: Product Planning meeting - Dec 3
```

---

### 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:

```
getVisibleJiraProjects(
  cloudId="...",
  action="create"
)
```

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

```
lookupJiraAccountId(
  cloudId="...",
  searchString="[assignee name]"
)
```

**The search string can be:**
- Full name: "Sarah Johnson"
- First name: "Sarah"
- Last name: "Johnson"
- Email: "[email protected]"

#### Handle Results

**Scenario A: Exact Match (1 result)**
```
✅ Found: Sarah Johnson ([email protected])
→ Use accountId from result
```

**Scenario B: No Match (0 results)**
```
⚠️ Couldn't find user "Sarah" in Jira.

Options:
1. Create task unassigned (assign manually later)
2. Skip this task
3. Try different name format (e.g., "Sarah Johnson")

Which would you prefer?
```

**Scenario C: Multiple Matches (2+ results)**
```
⚠️ Found multiple users named "Sarah":
1. Sarah Johnson ([email protected])
2. Sarah Smith ([email protected])

Which user should be assigned the task "Create user stories"?
```

#### 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

```
I found [N] action items from the meeting notes. Should I create these Jira tasks in [PROJECT]?

1. [TASK] [Task description]
   Assigned to: [Name] ([email if found])
   Context: [Meeting title/date]

2. [TASK] [Task description]
   Assigned to: [Name] ([email if found])
   Context: [Meeting title/date]

[...continue for all tasks...]

Would you like me to:
1. Create all tasks
2. Skip some tasks (which ones?)
3. Modify any descriptions or assignees
```

#### 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:

```
getJiraProjectIssueTypesMetadata(
  cloudId="...",
  projectIdOrKey="PROJ"
)
```

**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

```
createJiraIssue(
  cloudId="...",
  projectKey="PROJ",
  issueTypeName="[Task or available type]",
  summary="[Task description]",
  description="[Full description with context]",
  assignee_account_id="[looked up account ID]"
)
```

#### 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

```markdown
**Action Item from Meeting Notes**

**Task:** [Original action item text]

**Context:**
[Meeting title/date]
[Relevant discussion points or decisions]

**Source:** [Link to Confluence meeting notes if available]

**Original Note:**
> [Exact quote from meeting notes]
```

**Example:**
```markdown
**Action Item from Meeting Notes**

**Task:** Create user stories for chat feature

**Context:**
Product Planning Meeting - December 3, 2025
Discussed Q1 roadmap priorities and new feature requirements

**Source:** https://yoursite.atlassian.net/wiki/spaces/TEAM/pages/12345

**Original Note:**
> @Sarah to create user stories for chat feature
```

---

### Step 7: Provide Summary

After all tasks are created, present a comprehensive summary.

**Format:**
```
✅ Created [N] tasks in [PROJECT]:

1. [PROJ-123] - [Task summary]
   Assigned to: [Name]
   https://yoursite.atlassian.net/browse/PROJ-123

2. [PROJ-124] - [Task summary]
   Assigned to: [Name]
   https://yoursite.atlassian.net/browse/PROJ-124

[...continue for all created tasks...]

**Source:** [Link