generate-meeting-protocol

generate-meeting-protocol

Triggers

Russian: «оформи протокол», «протокол встречи», «обработай заметки со встречи» English: "generate meeting protocol", "meeting notes", "meeting minutes"

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Language Detection

Determine the language of the user's request:

• If the request is in Russian → use templates with -ru suffix
• Otherwise → use templates with -en suffix

All output (headings, labels, comments, instructions) must match the detected language.

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1. Input Data

Data	Required	Source	Notes
Meeting notes	yes	chat or knowledge	Any format: bullet points, free text, chat copy, voice dictation. Agent structures the content independently
Project plan	no	knowledge	If available — agent links changes to plan element IDs (WP-xxx, Mx). If not — describes changes as text
Meeting context	no	chat	Meeting type, participants, date — if not included in the notes

If required data is missing — request it (system-prompt-draft.md §3 p.2):

To generate a protocol, meeting notes are required — in any format:
bullet points, free text, chat copy, voice dictation (as text).
Minimum to start: what was discussed and what decisions/tasks were recorded.
Available data: [list what is available].
Missing: [specify].

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2. Execution Algorithm

1. Validate input data. Check if notes are present. If not → request using the template from §1. Do NOT generate a placeholder protocol — respond ONLY with the data request.
2. Extract meeting metadata. From notes or context: date, participants, topic, meeting type, facilitator. What cannot be extracted — ask the user specifically. Minimum to proceed: meeting date.
3. Structure the content. Extract from notes and categorize:
   • Agenda — topics that were discussed.
   • Decisions — recorded decisions (IDs: D001, D002, ...).
   • Action items — actions with owners and deadlines (IDs: A001, A002, ...).
   • Plan changes — if notes imply changes to timelines, scope, or resources.
   • Open issues — unresolved questions requiring further discussion.
4. Verify action item completeness. Each action item (A00x) must include: description, owner, deadline. If deadline/owner is missing from the notes — mark as [clarify] and record in assumptions.
5. Determine plan changes (section 5). Rules:
   • If project plan is available in knowledge → find affected elements, specify IDs (WP-xxx, Mx). Columns: "Was" (from plan) → "Becomes" (from notes) → "Basis" (decision ID D00x).
   • If project plan is NOT available → describe changes as text without IDs. Record assumption: "Project plan not provided — element IDs not specified."
   • If no plan changes → delete section 5.
6. Determine conditional sections (5, 6, 7). Delete a section if no data is available for it:
   • Section 5 "Plan Changes" — delete if notes contain no plan-level changes.
   • Section 6 "Open Issues" — delete if all issues are resolved.
   • Section 7 "Next Meeting" — delete if date/topic were not discussed.
7. Read the template meeting-protocol-{lang}.md from project knowledge.
8. Fill template sections per the rules in section 3.
9. Validate the result using the checklist (section 5).
10. Show the result in chat. Format (system-prompt-draft.md §3 p.4):
    • What was done: "Protocol generated for meeting [date] based on: [notes source]."
    • Key outcomes: N decisions, M action items, K plan changes (or "no changes").
    • Assumptions: list all.
    • [clarify] markers: list if any.
    • Next step: "Approve, provide feedback, or reject."
    • Do not include system paths. Use filename only: "Protocol: meeting-protocol-YYYY-MM-DD.md".
11. Wait for user response (system-prompt-draft.md §3 p.5).
    • Approval → produce final text.
    • Feedback → revise, show updated version. After 3rd iteration — ask: "Continue revising or finalize current version?"
12. After approval:
    • Propose text for insertion into log.md and project-state.md (system-prompt-draft.md §11).
    • If section 5 contains changes — recommend: "The protocol includes project plan changes. Consider updating project-plan.md."