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Use Case 3: Automated Meeting Summary (AI Workflow)

Automatically generate and save meeting summaries when emails are sent to a designated address.

AI Workflow Last Updated: May 2026 WebPal 4.2+

Scenario

The executive team uses Fathom as their external meeting summarization service. After each meeting, Fathom automatically emails a structured recap to a designated team member (e.g. the executive assistant). That team member has a forwarding rule set up so that any Fathom recap is automatically forwarded to meetings@ourcompany.webpal.net — a WebPal-monitored inbox. From there, WebPal picks up the email and saves a formatted summary to a shared folder.

Setup (Administrator)

System-admin access required Steps 1 and 2 require server-level access. If you don't have this, raise a support ticket with Palomino — it can typically be configured in a single ticket.

1. Configure email processing

Add a procmail rule on the mail server to route emails sent to meetings@ourcompany.webpal.net into WebPal's email receiver:

:0
| /usr/bin/php /path/to/artisan email:receive --sender="$SENDER" --recipient="$RECIPIENT"

This tells the server to pipe any matching inbound email to WebPal rather than delivering it to a mailbox.

2. Ensure the MeetingSummaryWorkflow is configured

TBC — needs confirmation The exact steps to configure this workflow are not yet fully documented. This needs to be confirmed with Bryan or verified by testing in a staging environment before following.

The MeetingSummaryWorkflow agent handles emails automatically. It should be set up to:

  • Trigger on IncomingEmailReceived with recipient_contains: meetings@ourcompany.webpal.net
  • Run as a service user account with write access to the "Meeting Summaries" folder
  • Post notifications to the Slack channel (configured via Slack API token in the service user's credentials)

3. Create the destination folder

  1. Create a "Meeting Summaries" folder in the shared drive.
  2. Ensure the service user account has Add Documents permission on that folder.

Daily Operation

  1. After a meeting, Fathom automatically emails the recap to the designated team member.
  2. The team member's auto-forward rule sends it to meetings@ourcompany.webpal.net.
  3. WebPal receives the email and triggers the MeetingSummaryWorkflow:
    • Step 1: The SummarizeEmail agent reads the email, generates a structured Markdown summary with action items, decisions, and attendees.
    • Step 2 (parallel): Slack notification is posted to the #meetings channel; email confirmation is sent to the original recipient.
  4. The summary document appears in the "Meeting Summaries" folder, named with the meeting date.
  5. A toast notification is pushed to the designated user's WebPal browser tab confirming completion.

Result

Zero manual effort once set up. Fathom handles the transcription; WebPal handles the filing. Searchable, version-controlled meeting summaries are automatically maintained in the shared drive.