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AI tools are powerful, but how can you apply them to your business? You might have heard of lots of potentials already, but you might be unsure how to use them effectively in your day-to-day work.
In this article, we'll show you how to automatically summarize internal meeting minutes by integrating Gemini and Notion - two powerful AI tools. Learn how to effectively use AI to streamline your meeting documentation process and enhance your workflow!
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You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
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In this guide, you'll learn the step-by-step process of how to use Yoom to create a Flowbot that automatically summarizes internal meeting notes added to a Notion database using Gemini.
Yoom offers ready-made templates for easy setup in integrating Notion and Gemini to summarize meeting notes. Click the "Try it" button to get started now!
We'll also walk you through the step-by-step process of creating this automation flow in the following section of this article.
Let's walk through how to set up a flow that automatically generates meeting minutes using Gemini, based on the data from your Notion database.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
If you don’t have a Yoom account yet, register now from this registration form!
Go to "My Apps" from the left side menu and click "+ Add".
To integrate Notion with Yoom, start by preparing your Notion database</span>. The following items need to be set up:
⚠️ Note: Databases created after registering with Yoom cannot be linked, so make sure to prepare the database you plan to use before registering in My Apps. If you’ve already linked it with Yoom but need to use a new database, you’ll need to register in My Apps again.
Return to Yoom, search for "Notion" and click on it.
When the following screen appears, click "Select a page".
Select the page(s) to grant access to the database and click "Allowing Access".
Search for "Gemini" and click on it to connect the app.
Enter the account name.
Use a name that's easy to recognize, such as your company name or the person responsible for the account.
To get your access token, go to the Gemini API acquisition page.
Review the content and agree to the terms by checking the box.
Click the "Continue" button at the bottom right.
Click on the "Get API key" button.
Click on "Create an API key".
Your new API key will appear. Copy it.
Return to Yoom, and paste the copied API key into the access token field.
Once all the required fields are filled in, click "Add" to complete registration.
Click the "Try It" button to copy the pre-built template into your project.
Click "Try this template".
Click "OK" and give the Flowbot a name to recognize.
This template will be copied to your “My Project”.
Click on the trigger action labeled "When a page in a specific database is created or updated".
You can change the title to anything you like.
Select your account and click "Next".
Set your trigger interval (frequency of sync) to how frequently Yoom checks Notion for updates.
It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
We recommend setting the trigger to the shortest activation interval available for your plan.
⚠️ Note: The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.
Enter the Database ID (The part labeled as ●●● in "notion.so/domain/●●●?" or "notion.so/●●●?" is the Database ID.)
📚 References: For more details, you can refer to the full guide here.
Once the setup is complete, add test meeting minutes to Notion and click the "Test" button.
If successful, the retrieved value should be updated as below.
Click "Add Value to Retrieve".
Find the data you want to summarize and click the + icon.
Once the data is retrieved, it will appear in the retrieved value.
Click on the pencil icon of the added value to edit.
Change the name of the data as needed, and click "Save" to apply the changes.
Click on the action labeled "Generate content".
Select the Gemini model you want to use.
You can find the model information by clicking the top left of the Gemini page.
Return to the Yoom screen, select the Gemini model from the displayed options.
Click the "Prompt" field.
For this example, since we want to create a meeting minute, we'll select "content 2" from the previous step's retrieved value.
Enter "System Instruction" based on the example input provided below.
Below is an example of how to set the prompt and the system instruction.
Check the annotation and modify your prompt and system instruction as needed.
Once the setup is complete, click the "Test" button.
If the test is successful, click "Save".
This is the final step.
Click on the action labeled "Update record (ID search)."
You can change the title to anything you like.
Select your account and make sure "Updated record (by ID)" is selected.
Enter the Notion Database ID (The Database ID is the '●●●' part in the URL 'notion.so/[domain-name]/●●●?' or 'notion.so/●●●?').
Click "Next".
Set the "conditions for the record you want to update".
For this example, we want to select "Object ID".
Then, set the "value of the updated record".
Add the summarized data to the "Summary results".
Select the "Generated content" in the retrieved value from the previous step.
Once set up, run a test.
If successful, hit "Save".
Toggle the "Trigger On" button to activate your flow!
Check if the Flowbot you set up is working properly.
That’s it!
Your Flowbot is complete!
You can try out more automations by utilizing Gemini and Notion with Yoom. Here are some more examples you can explore for your next automation!
Create a Flowbot that organizes, summarizes, and updates meeting minutes with Gemini, or analyzes and adds content from Google Forms.
This can help reduce time spent on data management and improve the analysis process.
■Overview
The "Analyze Google Form Content with Gemini and Add to Notion" workflow is an automated process designed to efficiently utilize collected form data.
It reduces the effort required for data processing and enables quicker decision-making.
■Who Should Use This Template
■Benefits of Using This Template
This flow eliminates the need for data entry into Notion and analysis of Google Form content, contributing to a reduction in work hours.
By analyzing inquiry content with Gemini, accurate analysis of the content is possible.
Additionally, automating the addition of data to Notion enables smooth information sharing across the team.
■Overview
The workflow of "Organizing and summarizing meeting minutes created in Notion with Gemini and updating them" is an automated process that streamlines the creation and sharing of meeting minutes after meetings.
Gemini efficiently organizes and summarizes the detailed meeting content recorded in Notion, allowing for automatic updates with the latest information.
■Recommended for
■Benefits of using this template
It eliminates the need for manual organization and summarization tasks in Notion, reducing work time.
With the automatic updating of meeting minutes in Notion, it is possible to share the latest minutes with the entire team at all times.
It contributes to the efficiency of tasks related to creating meeting minutes, allowing you to focus on other important tasks.
Automatically create and send emails using data from your Notion database. No need to manually compose emails anymore - reducing time and errors :)
■Overview
This is a flow that automatically sends emails using information from the Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails for regular customer communication or task deadline notifications based on information registered in the Notion database
・Those who want to improve work efficiency by eliminating the hassle of manually creating and sending emails
・Those who want to send personalized emails according to customer information or task progress
2. Marketing personnel
・Those who want to automate segmented email marketing based on customer information managed in Notion
・Those who want to automatically send event or campaign announcements to target customers
3. Project managers
・Those who want to automatically send reminder emails to responsible persons when the deadline for tasks managed in Notion is approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a convenient tool for organizing information, but manually creating and sending emails based on information registered in the database can lead to sending errors and information leaks.
By utilizing this flow, emails are automatically created and sent using information from the Notion database as a trigger, eliminating the need for manual email creation and sending by the responsible person, greatly improving work efficiency. Additionally, the risk of human error is reduced, enabling faster and more accurate information sharing.
■Notes
・Please integrate Notion with Yoom.
■Overview
This is a flow that automatically sends emails via Gmail using information from a Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails via Gmail for regular customer contact or task deadline notifications based on information registered in the Notion database
・Those who want to improve work efficiency by eliminating the hassle of manually creating and sending emails
・Those who want to send personalized emails via Gmail according to customer information or task progress
2. Marketing professionals
・Those who want to automate segmented email marketing based on customer information managed in Notion
・Those who want to automatically send event or campaign announcements to target customers
3. Project managers
・Those who want to automatically send reminder emails via Gmail to responsible persons when task deadlines managed in Notion are approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a useful tool for project management and information sharing, but manually creating and sending Gmail based on information registered in the database is inefficient and time-consuming. Especially when regular communication or email sending based on large amounts of data is required, manual work can easily lead to errors and become a bottleneck in operations.
By implementing this flow, Gmail is created and sent using information from the Notion database as a trigger, allowing you to allocate valuable time to other tasks without the need for manual email creation and sending. Additionally, automation reduces the risk of sending errors and information leaks, enabling accurate and efficient information sharing.
■Notes
・Please integrate both Notion and Gmail with Yoom.
■Overview
This is a flow that automatically sends emails in Outlook using information from the Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to improve work efficiency by eliminating the hassle of manually creating and sending emails
・Those who want to send personalized emails in Outlook based on customer information or task progress
2. Marketing professionals
・Those who want to automate segmented email marketing based on customer information managed in Notion
・Those who want to automatically send notifications of events or campaigns to target customers
3. Project managers
・Those who want to automatically send reminder emails in Outlook to responsible persons when task deadlines managed in Notion are approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a useful tool for project management and information sharing, but manually creating and sending emails in Outlook based on information registered in the database is inefficient and time-consuming. Especially when regular communication or email sending based on a large amount of data is required, manual work can easily lead to errors and become a bottleneck in operations.
By implementing this flow, emails are created and sent in Outlook triggered by information from the Notion database, freeing you from the manual work of email creation and sending, allowing you to allocate valuable time to other tasks. Additionally, eliminating manual work reduces the risk of sending errors and information leaks, enabling accurate and efficient information sharing.
■Precautions
・Please integrate both Notion and Outlook with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
By integrating Notion with ChatGPT, you can automatically summarize meeting content, generate tasks, and update information. This can minimize manual work and ensure key information is organized and handled quickly!
■Overview
The workflow "Add lead information registered in Salesforce to Notion" can automate the task of transferring information.
Since tasks that are done manually are automated, it helps avoid human errors.
■Recommended for
■Benefits of using this template
By linking Salesforce and Notion, there is an advantage of being able to quickly share lead information.
This enables quick responses to leads.
By maintaining high interest in leads and conducting appropriate follow-ups, customer experience is improved, which can ultimately lead to increased sales.
Additionally, by centrally managing lead information on Notion, information sharing and collaboration among team members can be carried out smoothly.
This will likely lead to improved efficiency and effective teamwork.
■Overview
The workflow "Add customer information to Notion when it is added to Airtable" is a business workflow that streamlines customer management.
When new customer information is entered into Airtable, the same information is automatically registered in Notion, saving effort while maintaining data consistency.
This allows for smoother management of customer information.
■Recommended for
■Benefits of using this template
Since customer information added to Airtable is automatically added to Notion, it prevents duplicate data entry and reduces the time and effort of manual input.
Additionally, customer information management in Notion is automated, allowing quick access to the latest information.
This prevents data entry errors in Notion and improves the accuracy of information management.
■Overview
This is a flow that creates a page in Notion when a row is added in Google Sheets.
■Recommended for
1. Those who use Google Sheets for business
・Departments that share sheets within the team for information exchange
・Managers who input and manage issues related to project progress
2. Companies using Notion as a centralized information management platform
・Business personnel managing project tasks
・Administrative staff utilizing databases for information visualization
■Benefits of using this template
Google Sheets is an effective tool for smoothly managing business-related information.
By using Notion in conjunction, detailed task management can be performed, making business progress smoother.
However, manually entering information added to Google Sheets into Notion increases the risk of errors.
This flow is effective for those who want to maintain high accuracy in information management.
When information is entered into Google Sheets, a page is automatically created in Notion, eliminating manual work.
By creating pages with the quoted content, errors due to manual entry can also be prevented.
■Notes
・Please integrate both Google Sheets and Notion with Yoom.
Automatically add information from task management tools to Notion :)
■Overview
This is a flow that adds a record to a Notion database when there is a response to a Google Form.
■Recommended for
1. Those who manage information with Notion
・Those who want to automatically add information collected via Google Forms, such as customer information, survey results, and event participant information, to a Notion database
・Those who want to utilize Notion's database features to organize and analyze information for business use
2. Those who want to streamline operations by linking Google Forms and Notion
・Those who want to eliminate manual data entry and save time
・Those who want to create tasks in Notion or link related information based on response content
3. Marketing personnel, sales personnel, HR personnel, project managers, etc.
・Those who collect information using Google Forms and manage and utilize it in Notion
■Benefits of using this template
・It saves the effort of manually transferring Google Form responses to a Notion database, leading to significant time savings.
・Since the Notion database is updated immediately when there is a form response, you can always grasp the latest information.
■Notes
・Please link both Google Forms and Notion with Yoom.
・Refer to the following for how to obtain response content when using Google Forms as a trigger.
■Overview
This is a flow to add responses from Typeform to a Notion database.
■Recommended for
1. Those who use Typeform to manage surveys or application forms
・Those who want to automatically add responses collected via Typeform to a Notion database for centralized information management
・Those who want to improve work efficiency by eliminating the need to manually transcribe responses
2. Those who manage projects or build databases with Notion
・Those who want to import data collected from Typeform into Notion and integrate it with other information
・Those who want to automate task management and progress tracking based on a Notion database
3. Those who want to streamline operations by integrating Typeform and Notion
・Those who want to automatically create tasks in Notion or send notifications to responsible parties triggered by Typeform responses
・Those who want to conduct end-to-end data collection, analysis, and utilization through the integration of Typeform and Notion
■Benefits of using this template
Typeform is a tool for collecting customer feedback and responses, but manually transcribing the collected data into Notion is time-consuming, labor-intensive, and poses risks of input errors and information leaks.
By implementing this automated flow, responses sent from Typeform are quickly added to the Notion database, allowing you to focus valuable time on analysis and action without the need for data transcription. Additionally, it eliminates concerns about data entry errors and information leaks, achieving accurate and efficient data management.
■Precautions
・Please integrate both Typeform and Notion with Yoom.
■Overview
This is a flow to add responses submitted in Jotform to a Notion database.
■Recommended for
1. Those who are using Jotform to manage surveys or application forms
・Those who want to automatically add responses collected in Jotform to a Notion database for centralized information management
・Those who want to improve work efficiency by eliminating the manual task of transcribing responses
2. Those who are managing projects or building databases in Notion
・Those who want to import data collected from Jotform into Notion and integrate it with other information
・Those who want to automate task management or progress tracking based on a Notion database
3. Those who want to streamline operations by integrating Jotform and Notion
・Those who want to automatically create tasks in Notion or send notifications to responsible persons triggered by Jotform responses
・Those who want to conduct end-to-end data collection, analysis, and utilization through the integration of Jotform and Notion
■Benefits of using this template
Jotform is a convenient tool for creating online forms, but manually adding collected responses to a Notion database poses risks of input errors and information omissions.
By utilizing this flow, necessary information is automatically added to the Notion database when a response is submitted in Jotform. This eliminates the need for manual input by the responsible person, significantly improving work efficiency. Additionally, it reduces the risk of human error, enabling faster and more accurate data management.
■Notes
・Please integrate both Jotform and Notion with Yoom.
・For instructions on setting up Jotform's Webhook, please refer to here.
When meeting minutes are added to the Notion database, Gemini can automatically summarize the content and send a notification to your communication tools. This minimizes the time to review meeting notes and ensures your team is always informed.
◼️Overview
This is a flow bot that transcribes audio from uploaded meeting data in the input form and automatically stores it in a specific Notion database.
Please upload meeting data such as recording data from Zoom or Meet to use this service.
◼️Notes
・Linking your Notion and Yoom accounts is required.
・Please upload files in formats such as MP4 or M4A.
・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations of the configured flow bot will result in an error, so please be aware.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
◼️Overview
After a meeting ends on Zoom, the meeting content is automatically transcribed and the transcription data is saved to Notion.
Please change the settings of each action as needed.
◼️Notes
・It is necessary to link accounts with both Zoom and Notion through Yoom.
・Please note that if a meeting is not recorded, it will result in an error.
・AI operations are only available with the Team Plan and Success Plan. For the Free Plan and Mini Plan, the operation of the set flowbot will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
Automatically summarize data collected from forms using Gemini and add it to a database tool. This can help save time on data entry and improve data management :)
■Overview
This flow analyzes the content posted on Google Chat using Gemini's assistant and updates the response back to Google Chat.
■Recommended for
1. Those who want to improve the efficiency of internal FAQs and help desk operations
2. Those who want to promote active internal communication
3. Companies utilizing Google Chat as an internal portal
■Benefits of using this template
Google Chat is a convenient tool for facilitating team communication.
However, creating appropriate responses quickly to complex questions or inquiries can be burdensome for the person in charge.
By using this flow, the content posted on Google Chat is automatically analyzed by Gemini's assistant, and responses based on the results are updated in Google Chat.
This allows the person in charge to efficiently handle advanced questions, leading to improved productivity for the entire team.
■Notes
・Please integrate both Google Chat and Gemini with Yoom.
■Overview
This flow analyzes the content posted on Microsoft Teams using Gemini's assistant and updates the response back to Microsoft Teams.
■Recommended for
1. Those who want to improve the efficiency of internal FAQs and help desk operations
2. Those who want to promote the activation of internal communication
■Benefits of using this template
Microsoft Teams is increasingly being used not only for internal communication but also for customer support.
However, to respond quickly and accurately to customer inquiries, the knowledge and experience of the person in charge may be required, which can sometimes take time.
By utilizing this flow, the content posted on Microsoft Teams is automatically analyzed by Gemini's assistant to generate the optimal response.
The person in charge can quickly respond to customers by simply reviewing the generated response and making any necessary adjustments.
This can improve the efficiency and speed of customer support, leading to enhanced customer satisfaction.
■Notes
・Please integrate both Microsoft Teams and Gemini with Yoom.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview
This flow analyzes content posted on Slack using Gemini's assistant and updates the response back to Slack.
■Recommended for
1. Those who want to improve the efficiency of internal FAQs and help desk operations
2. Those who want to promote active internal communication
3. Companies utilizing Slack as an internal portal
■Benefits of using this template
Slack is increasingly being used not only for internal communication but also for customer support.
However, to respond quickly and accurately to customer inquiries, the knowledge and experience of the person in charge may be required, which can take time.
Additionally, customer support can be a challenging task for new or less experienced staff.
By utilizing this flow, you can conduct customer support while referring to the responses generated by Gemini's assistant.
This not only aids in the development of staff but also reduces workload, allowing focus on more important tasks.
Moreover, Gemini's assistant consistently generates responses of a certain quality, which can standardize and improve the quality of customer support.
By learning from past response histories and FAQs, it can generate more accurate and high-quality responses.
■Notes
・Please integrate both Slack and Gemini with Yoom.
When an image is uploaded to Google Drive, Gemini analyzes the content and sends a notification to your chat tool. This allows you to quickly understand the content of the image without having to manually review it.
■Overview
This flow summarizes responses from a form using Gemini and adds them to a Google Spreadsheet.
You can automatically summarize the information collected from the form with Gemini and seamlessly integrate it into Google Spreadsheets.
■Recommended for
■Benefits of using this template
While Gemini summaries can be used to quickly check the content received in the form, manual summarization takes time.
In this flow, the content submitted to the form is automatically summarized by Gemini, and the results are added to a Google Spreadsheet. This reduces the effort of organizing data and manual input, thereby improving business efficiency.
By significantly reducing the time previously spent on manual work, you can increase the overall pace of business operations.
Additionally, by centrally managing information in Google Spreadsheets, you will enhance the team's information accessibility.
■Overview
The workflow "Summarize email content with Gemini and add it to Google Sheets" streamlines information management.
By summarizing and adding it to the database, the readability of the information is improved.
■Recommended for
■Benefits of using this template
By using the flow to summarize email content with Gemini and add it to Google Sheets, you can gain the following benefits.
First, since information processing is done quickly, the task of automatically organizing important email content into Google Sheets becomes smoother.
This reduces manual input tasks and improves work efficiency.
Additionally, centralized management of summarized information makes information sharing easier and strengthens team collaboration.
Furthermore, reducing manual input errors increases data accuracy.
This improves work productivity and allows you to allocate extra time to other important tasks.
■Overview
This is a flow that summarizes the content of Gmail using Gemini and adds it to Google Sheets.
By summarizing with Gemini, you can streamline email management.
■Recommended for
■Benefits of using this template
Having to read and understand email information each time can be time-consuming and may affect the progress of other tasks.
This flow automatically summarizes emails received in Gmail using Gemini and organizes the summary content in Google Sheets. This allows you to quickly check important information at a glance, making data management smoother.
Additionally, automation prevents human errors during manual input, enabling accurate data management. By reducing operational mistakes, it facilitates smooth business operations.
Integrating Notion and Gemini allows you to summarize newly added content in Notion and instantly add the results back into Notion. You no longer need to read through everything - Gemini can quickly generate concise summaries, reducing time spent manually reviewing + summarizing lengthy texts :)
Manually creating summaries can lead to missed details when dealing with long texts. Gemini can ensure consistency and accuracy by eliminating this risk by generating content based on standardized prompts :)
Since the summarized content is automatically added to Notion, it makes it easier for your team to access and share information. This ensures that important data is readily available for your team, leading to better collaboration and faster decision-making.
Now you know how to integrate Gemini with Notion to automatically summarize internal meeting minutes with Gemini using the Notion database. By integrating these two apps, you can solve common work challenges like reducing the time spent on organizing meeting minutes and improving information sharing. Best of all, no specialized knowledge is needed, and anyone can easily set it up!
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