Purpose
1. Automate follow-up action item assignment and tracking for county government meetings, ensuring all discussion outcomes are digitally distributed, documented, and monitored for compliance and completion.
2. Enables automated distribution of tasks to responsible parties, status updates, reminders, escalations, and historical tracking for auditing and transparency in government administration.
3. Automates linkage between meeting minutes, agenda points, and responsible departments by leveraging integrations across communication, project management, and document systems.
Trigger Conditions
1. Automated upon meeting adjournment or finalization of agenda minutes.
2. Automated when specific action items are created in minutes or assigned within discussion notes.
3. Automated on request from a supervisor or recurring scheduled cadence post-meeting (e.g., every Monday AM).
Platform Variants
1. Microsoft Teams
• Feature: Power Automate Connector — configure trigger on new Teams message in “Meeting Notes” channel; automatedly assign Planner tasks linked to items.
2. Slack
• Feature: Workflow Builder — automate detection of action item keywords in channels and send automated assignment via Slack Tasks API.
3. Trello
• Feature: Trello Cards API — configure automator to create new cards for each action item; automatedly assign members and due dates.
4. Asana
• Feature: Asana Tasks API — automate creation of new tasks from parsed minutes, set assignees, deadlines, and reminders.
5. Monday.com
• Feature: Item Creation API — automate new board item for every tracked action; automates notifications and progress status via automations.
6. Jira
• Feature: Jira REST API (Issue Create) — automate ticket creation linked to meeting topics; configure automated status transitions and updates.
7. Google Workspace
• Feature: Google Apps Script — automate parsing Google Docs minutes, extract action items, auto-assign Google Tasks, automated reminders.
8. Outlook
• Feature: Outlook REST API — automate action item calendar invites and follow-up emails to staff, with automatedly updated status tracking.
9. Smartsheet
• Feature: Smartsheet API — automate row creation for every action item, assign ownership, automatedly update upon completion.
10. ClickUp
• Feature: ClickUp Task API — automate task generation from meeting summaries, automated reminders to responsible staff.
11. Zoho Projects
• Feature: Zoho Projects Task API — automate item creation, link to meeting reference, set automated progress tracking.
12. Airtable
• Feature: Automations & API — automate new record for each action item, link fields for responsible team and deadlines.
13. SharePoint
• Feature: Power Automate Integration — automate document library update, auto-email tasks and use SharePoint task lists for automated progress checks.
14. Salesforce
• Feature: Salesforce Flow Builder/API — automate case creation for public-facing action items, assign and track to closure with automation.
15. ServiceNow
• Feature: ServiceNow Flow Designer — automate incident or request item for every follow-up, automate assignment and notification.
16. Twilio
• Feature: Conversations API — automate SMS notifications to staff as reminders for outstanding action items.
17. Zendesk
• Feature: Zendesk Ticket API — automate follow-up as support ticket, assign staff, update on resolution with automated triggers.
18. SendGrid
• Feature: SendGrid API — automate customized follow-up email notifications to involved departments/staff.
19. DocuSign
• Feature: DocuSign API — automate signature/approval requests for action items requiring authorization.
20. Notion
• Feature: Notion API — automate creation of tasks linked to meeting pages, automated reminders for owners.
Benefits
1. Automates action item lifecycle for government accountability and compliance.
2. Automatedly assures timely follow-up and escalates overdue tasks to supervisors.
3. Reduces manual administrative burden and errors by automating assignment and reminders.
4. Automatable tracking and reporting improves transparency, audit trails, and public trust.
5. Automator integration across software ecosystems streamlines interdepartmental coordination, speeding up project turnaround.
Meeting & Agenda Automation