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Action items and tasks

Every set of AI minutes lists the meeting's action items. The room's AI project manager can turn them into tasks in the room, each with an owner and a due date. Then the follow-up is tracked where the work lives. The room Owner decides whether this happens automatically.

How action items become tasks automatically​

  1. Open the room's settings and select the AI Minutes tab.
  2. Under Automation, turn on Assign tasks (Assign tasks from meeting & sets due dates). It needs AI minutes and AI transcribe.
  3. After each recorded meeting, the action items become tasks in the room.

The same setting appears as Auto-tasks on the Action items row of the Minutes layout editor. To turn it on for a single meeting, use Auto-assign todos in Meeting options.

How owners and due dates are set​

  • Owner: the agent matches the name spoken in the meeting to a room member. If nobody matches, the task is left Unassigned for you to assign.
  • Due date: if a time was said in the meeting, the agent uses it. "By Friday" becomes the deadline. Otherwise, the agent schedules the task in the assignee's working hours, by default 9:00 to 17:00, Monday to Friday, in their timezone. Tasks are never placed in the past.
  • Duplicates: if a matching task already exists, the agent skips it.

How to convert action items by hand​

  1. Open the meeting in Meetings and go to the action items.
  2. Open an action item's menu and select Convert to to-do.
  3. To assign every action item at once, the room Owner can select Auto-assign all.
tip

Owners and Editors can also select Sync to Jira backlog to send action items to Jira. If your company uses Agent workflows, the item menu offers Start a case in….

note

When the room's board automation is on (Semi-auto or Auto), Auto-tasks stays on. Only the room owner can change it.