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All solutions05 / Meetings & tasks

Meetings & tasks

Turn meetings into concrete work

Decisions, tasks and deadlines are structured from meetings and handed to the right work systems with an explicit review step.

Complexity
Simple
Implementation time
2–4 weeks
Suitable industries
Professional services · Technology · Construction

Example: Project consulting

Process architecture

From intake to a dependable outcome.

Every phase contains clear, traceable steps. Checks, branches and handoffs remain visible instead of disappearing into a black box.

Process diagram

  • 09Nodes
  • 09Connections
  • 03Phases
Environment

01Input

Intake & context

Calendar event, participants, agenda and transcript form the central intake point.

1 Steps

02Process

Logic & control

Project context, privacy, structuring and confirmation work together in the process.

5 Steps

03Output

Result & handoff

Results are handed to people and systems of record in a structured form.

3 Steps

Source01

Capture meeting context

Calendar event, participants, agenda, transcript and approved supporting documents are combined.Details

Process node 01Source

Capture meeting context

Calendar event, participants, agenda, transcript and approved supporting documents are combined.

Interfaces
  • Microsoft Graph API
  • SharePoint API
Next steps
  • Add project context
  • Check privacy
Data02

Add project context

Customer, project, sprint or order is matched from calendar and business systems.Details

Process node 02Data

Add project context

Customer, project, sprint or order is matched from calendar and business systems.

Interfaces
  • Azure AI Document Intelligence
  • Mistral OCR
  • Dataverse API
Next steps
  • Structure the discussion
Data03

Check privacy

Recording, consent, retention and permitted processing are agreed in advance.Details

Process node 03Data

Check privacy

Recording, consent, retention and permitted processing are agreed in advance.

Interfaces
  • Azure AI Document Intelligence
  • Mistral OCR
  • Dataverse API
Next steps
  • Structure the discussion
System04

Structure the discussion

Topics, speakers, decisions, open questions and risks are extracted from the transcript.Details

Process node 04System

Structure the discussion

Topics, speakers, decisions, open questions and risks are extracted from the transcript.

Interfaces
  • Dynamics 365 API
  • Azure Service Bus
Next steps
  • Refine actions
Action05

Refine actions

Owner, due date, target system and missing details are added through clear rules.Details

Process node 05Action

Refine actions

Owner, due date, target system and missing details are added through clear rules.

Interfaces
  • Power Automate
  • Azure Functions
  • Microsoft Graph API
Next steps
  • Confirm the result
Approval06

Confirm the result

Participants or the meeting owner review the draft before binding handoff.Details

Process node 06Approval

Confirm the result

Participants or the meeting owner review the draft before binding handoff.

Interfaces
  • Teams Adaptive Cards
  • Power Apps
Next steps
  • Publish minutes
  • Create tasks
  • Connect progress
Result07

Publish minutes

Summary, decisions and open questions are stored and shared in a consistent format.Details

Process node 07Result

Publish minutes

Summary, decisions and open questions are stored and shared in a consistent format.

Interfaces
  • Power BI API
  • Teams Webhook
Result08

Create tasks

Approved actions are created in Planner, Jira, CRM or the existing project tool.Details

Process node 08Result

Create tasks

Approved actions are created in Planner, Jira, CRM or the existing project tool.

Interfaces
  • Power BI API
  • Teams Webhook
Result09

Connect progress

Status changes and overdue tasks remain linked to the original meeting.Details

Process node 09Result

Connect progress

Status changes and overdue tasks remain linked to the original meeting.

Interfaces
  • Power BI API
  • Teams Webhook
  • Standard path

Steps in execution order

System landscape

Interfaces and apps working together.

  • Microsoft

    Microsoft Graph API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    SharePoint API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure AI Document Intelligence

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Mistral OCR

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Dataverse API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power Automate

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure Functions

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure OpenAI GPT

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Anthropic Claude

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    AI Builder

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Teams Adaptive Cards

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power Apps

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Dynamics 365 API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Azure Service Bus

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Power BI API

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Microsoft

    Teams Webhook

    Möglicher Baustein für die Microsoft-Systemvariante.

  • Potential interfaces

    Microsoft Graph / Teams

    Calendar, participants, transcripts and meeting metadata.

  • Potential interfaces

    Planner or Jira API

    Creates approved tasks with owners and due dates.

  • Potential interfaces

    CRM API

    Records decisions and next steps in customer context.

  • Potential apps & platforms

    Microsoft Teams

    Meeting, result review and transparent questions.

  • Potential apps & platforms

    Planner, Jira or Asana

    Assigned work and progress tracking.

  • Potential apps & platforms

    SharePoint or Confluence

    Consistent minutes and long-term project context.

Delivery in context

Not merely automated, but dependable in daily work.

The solution focuses on usable decisions and actions rather than the longest possible AI summary. A brief confirmation step prevents incorrect or ambiguous handoffs.

Retention and consent are implemented according to meeting type and organization. Not every conversation needs to be recorded or processed permanently.

Starting point

Meeting notes are created late or not at all. Decisions lose context and tasks are passed on without an owner or due date.

Target outcome

Less follow-up work, clear ownership and a consistent transition from conversation to delivery.

Expected value

  • Minutes are ready directly after the meeting
  • Tasks receive owners and due dates
  • Decisions remain connected to their context
  • Less manual copying between tools

What is needed to start

  • 01Approved meeting and transcription policy
  • 02Defined target systems for tasks and minutes
  • 03Typical meeting types and desired output structure

More use cases

Use cases with a comparable setup from Professional services · Construction. Pick an industry to narrow down the selection.

  1. 03 / Use case

    Simple~ 2–4 weeks

    Approvals & compliance

    Manage approvals without email ping-pong

    Requests automatically follow the right roles, deadlines and delegates with a complete decision history.

    Faster decisions, clear ownership and an auditable history without disconnected tools.

    • Microsoft Graph
    • ERP or HR API
    • Webhook / Adaptive Cards
    • Microsoft Teams

  2. 01 / Use case

    Medium~ 3–6 weeks

    Email & intake channels

    Understand and route incoming messages automatically

    AI identifies requests, attachments and priorities, then moves every message into the right downstream workflow with clear controls.

    Faster response times, consistent ownership and a traceable status from the first customer contact.

    • Microsoft Graph / Gmail API
    • CRM or ticket API
    • Webhook / REST
    • Outlook & Microsoft Teams

  3. 02 / Use case

    Complex~ 6–10 weeks

    Finance & documents

    Validate and post incoming invoices

    Invoices are captured, validated and moved through approval, accounting and archiving with explicit exception controls.

    Fewer capture errors, clear validation steps and an auditable path from document to accounting entry.

    • ERP REST / OData / IDoc
    • Email, Peppol or upload
    • DMS and archive API
    • Azure AI Document Intelligence

  4. 04 / Use case

    Complex~ 6–10 weeks

    Knowledge & assistance

    Make internal knowledge securely searchable

    An assistant answers questions from approved company sources, cites evidence and respects existing access rights.

    Faster access to reliable knowledge with traceable sources and controlled permissions.

    • Microsoft Graph / SharePoint
    • File server connector
    • Entra ID / SSO
    • Azure AI Search

  5. 06 / Use case

    Complex~ 8–12 weeks

    Field service & operations

    Capture data directly at the work site

    Teams document inspections, damage, time and materials on mobile devices; photos, signatures and location data feed the next workflow.

    Current, complete field data without paper or duplicate capture, even with unstable connectivity.

    • ERP or field-service API
    • Camera, GPS and device storage
    • Identity and sync service
    • Custom PWA or mobile app

Solution catalog

5 more use cases with filters for industry, effort and systems.

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