Create Meeting Minutes with OpenAI



This article introduces how to summarize meeting transcripts from Kintone records using Make (External link) and OpenAI's ChatGPT (External link) .

What is ChatGPT

ChatGPT is an AI-powered language model developed by OpenAI, capable of generating human-like text based on context and past conversations. ChatGPT is trained to follow instructions in a prompt and provide a detailed response.

General Flow

The general flow of the operation is as follows:

  1. Download a transcript of the meeting.
  2. Upload it to the Kintone App.
  3. ChatGPT is triggered when a record is uploaded. It creates the meeting minutes and automatically uploads them to the Kintone Record.

Required Environments

In addition to a Kintone environment, the following will also need to be prepared:

  1. Kintone Users & System Administrators (External link) permission.
  2. An OpenAI account. For more plan details, refer to the OpenAI Pricing (External link) page.
  3. A Make account. For more plan details, refer to the Make Pricing (External link) page.

Initial Setup

This section describes building a Kintone App and the required settings before integrating with OpenAI.

Create a sample App

First, create a new Kintone App.

Set the fields in the sample App as follows.

Field Type Field Name Field Code Notes
Text Meeting Title title
Date and time Meeting Date date
Attachment Attachment attachment This field will not be used directly in this tutorial, but it is needed to upload any attachments from the meeting.
Text Area Meeting Minutes meeting_minutes This field will contain the text values ChatGPT will summarize.
Field group Details details
Text Area Meeting Transcript transcript Drag and drop the field inside the field group "Details".

Prepare the meeting transcript

Download a transcript of the meeting from Microsoft Teams (External link) , ZOOM (External link) or any other communication platform.

This article uses the sample below.

[Meeting Starts]

Sarah: Good morning, team. Thank you for joining this meeting to discuss our Kintone marketing strategy. As you all know, Kintone is an innovative cloud-based business application development platform that empowers both developers and non-developers to create powerful business apps in minutes. Our goal today is to brainstorm ways to effectively promote Kintone's unique capabilities. Alex, would you like to kick things off with a digital marketing overview?

Alex: Absolutely, Sarah. Good morning, everyone. Our digital marketing plan will revolve around showcasing how Kintone makes app development accessible to all. We'll be targeting professionals in various industries who are looking for efficient ways to streamline their business processes. Our strategy includes using social media platforms like LinkedIn and Twitter to reach professionals and promote Kintone's ease of use and time-saving features.

Lisa: That sounds like a solid approach, Alex. Building on that, I've been drafting content that highlights success stories of individuals who were able to create their own business apps using Kintone. These real-world examples will not only resonate with potential users but also emphasize the platform's user-friendly interface and quick app creation process.

Michael: Great point, Lisa. From a sales perspective, I envision using these success stories as powerful tools during our outreach efforts. Demonstrating how Kintone has empowered businesses of all sizes to customize their own apps rapidly can significantly influence decision-makers. We'll also focus on showing how these apps translate to increased efficiency and productivity.

Sarah: Collaboration is key here. Lisa, let's ensure that the success stories you're working on align seamlessly with the messaging in Alex's digital marketing strategy. It's crucial that our content and ads deliver a consistent message that resonates with our target audience.

Lisa: Absolutely, Sarah. I'll coordinate with Alex to ensure the content we create complements the overall marketing narrative.

Alex: Perfect, Lisa. And let's not forget about leveraging user-generated content. We can encourage current Kintone users to share their experiences on social media using a specific hashtag, showcasing how they've transformed their business processes with custom apps.

Michael: I agree, Alex. Genuine testimonials from actual users can build trust and credibility in our marketing efforts.

Sarah: Lastly, let's consider hosting a webinar to dive deeper into the benefits of Kintone. We can walk potential users through the platform, demonstrate how quick app development is, and showcase a real-time app creation process.

Lisa: I like that idea, Sarah. A webinar would provide an interactive platform to engage directly with our audience and address any questions they may have.

Michael: I'll make sure to communicate the webinar details to our sales team, so they can promote it to leads and prospects.

Sarah: Excellent. It's clear we're all aligned on our approach. This integrated strategy, showcasing the ease and speed of creating business apps with Kintone, will undoubtedly resonate with our target audience. Let's execute this plan and make our Kintone marketing campaign a success!

[Meeting Ends]

Set up the Integration

This section explains how to create a workflow using Make to create meeting minutes from Kintone records.

Set up a webhook

Follow the steps in the Set up a Webhook on Make article. On Set up a Webhook on Kintone - step 3, check the Record is added and Activate the webhook checkbox.

Create sample data

Create sample data to debug and test the scenario.

  1. On the Make scenario, click Run once

  2. Navigate to the Kintone app and add a new record with the meeting transcript.
  3. Confirm that the webhooks' scenario has run successfully.

Create a Completion

Next, set the OpenAI scenario to create meeting minutes from the meeting transcript.

  1. On the Make scenario, click Add another module

  2. Enter "openai" in the search bar and click OpenAI

  3. Select Create a Completionn

  4. Click on the OpenAI connector and click Create a Connection

  5. Enter any connection name

    • API Key
      • Visit the API Keys (External link) page to retrieve the API key.
      • Click the Create new secret key button.

      • Enter any name and click Create secret key

      • Copy the key and click Done

      • Paste the key in the API key box
    • Organization ID
      Organization IDs can be found on the Organization settings (External link) page. Copy and Paste it to the Organization ID box.

      Click Save.
  6. Enter the following information:

    • Select Method: Create a Chat Completion (GPT Models)
    • Model: gpt-3.5-turbo

  7. Click Add Item

    • Role: System

    • System means system-level instruction to guide your model's behavior throughout the conversation. For example, using a system instruction and a message as shown below for the Message Content:

      Act as a professional technical meeting minutes writer. Based on the following meeting transcript, identify and list the main points that were discussed or brought up. These should be the most important ideas, findings, or topics that are crucial to the essence of the discussion. Then, identify the action items.

    Click Add Item

    • Role: User
    • Message Content: "1. record: transcript: value"

      Click OK

Set up a filter and test

Set a filter so that the OpenAI API is not triggered when the meeting transcript is empty.

  1. Click on the wrench between the Webhooks and OpenAI scenario

  2. Click Set up a filter

  3. Set the Condition to "1. record: transcript: value" and set the Basic operators to Exists, then click OK

  4. Once again, test the scenario. Click Run once

  5. Navigate to the Kintone app and add a new record.
  6. If successful, each connector name will be displayed in green and 1 will appear in the upper right corner.

Update records

Finally, create another module to update Kintone records with the meeting minutes.

  1. On the Make scenario, click Add another module

  2. Enter "kintone" in the search bar and click Kintone

  3. Select Update a Record

  4. Set the information as follows:
    • App ID: Your App ID
    • Type: Record ID
    • Record ID: "1. record: $id: value"
    • Record, Meeting Minutes, Value: "3. Choices[]: Message.Content"

  5. Click OK

With this, the scenario is now complete.

Test the Scenario

Test that when a record is added, the above scenario is triggered.

  1. Click Run Once to put the Webhook on standby.

  2. Navigate to the Kintone App and add a new record with the meeting transcript.
  3. If successful, each connector name will be displayed in green and 1 will appear in the upper right corner.

  4. In Kintone, the Meeting Minutes field will be updated automatically.

  5. To activate the scenario, click on the ON/OFF button on the bottom left of the scenario page.