Sort Fireflies Transcripts to Google Drive
Automatically monitor Gmail for Fireflies transcript emails, extract the full transcript, format it into structured meeting notes with AI, and save it to the right Google Drive folder.
Last updated
December 29, 2025
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Key Takeaways
- Automatic transcript filing - Fireflies transcript emails are detected in Gmail and turned into organized meeting notes in Google Drive without manual effort.
- AI-powered note formatting - The transcript gets restructured into sections like key discussion points, decisions, action items, and next steps.
- Smart folder selection - An AI agent uses Google Drive tools to find the correct client or project folder based on the meeting context.
- Parallel processing - Folder identification and note formatting run at the same time, so the workflow finishes faster.
What This Workflow Does
This workflow watches your Gmail for Fireflies transcript emails. When one arrives, it fetches the full transcript from Fireflies, formats it into structured meeting notes using AI, identifies the right folder in Google Drive, and saves the notes there as a new document. The file is named with the date and participant.
Use cases:
- Agencies and consultants who need client call notes filed into the correct client folder automatically
- Sales teams saving discovery calls and demos organized by account
- Product teams storing user interview notes by research project
How It Works
| Step | What Happens |
|---|---|
| 1. Gmail Trigger | Watches for new emails from Fireflies (from@fireflies.ai) |
| 2. Extract Subject | A code node pulls the email subject line for context |
| 3. Find Transcript | An AI agent uses Fireflies search and fetch tools to retrieve the full transcript content |
| 4. Find Folder | In parallel, another AI agent uses Google Drive tools to identify the correct folder based on the meeting context |
| 5. Format Notes | AI structures the transcript into meeting notes (overview, discussion points, decisions, action items, next steps) |
| 6. Merge | Combines the folder information with the formatted notes |
| 7. Save to Drive | An AI agent creates a new document in the identified Google Drive folder |
Workflow Nodes
| Node | Role |
|---|---|
| Gmail New Email Matching Search | Triggers on new emails from Fireflies |
| Code (Extract Subject) | Extracts the email subject line from parsed headers |
| AI Agent (Find Transcript) | Uses Fireflies search and fetch tools to get the full transcript |
| AI Agent (Find Folder) | Uses Google Drive find_folder, get_folder_id_for_path, and list_files to locate the right folder |
| AI Agent (Format Notes) | Formats the transcript into structured meeting notes with GPT-4.1 |
| Merge | Combines folder and notes data into one output |
| AI Agent (Save to Drive) | Creates a text file in the identified Google Drive folder using create_file_from_text |
Setup Instructions
- Add the workflow template to Needle
- Connect your Gmail account in the trigger node
- Connect your Fireflies account for the transcript fetching step
- Connect your Google Drive account in both the folder-finding and file-creation nodes
- Update the Google Drive folder path in the AI prompts to point to your own folder structure
Customization
| What You Can Change | How |
|---|---|
| Email filter | Change the Gmail search query in the trigger node (currently watches from@fireflies.ai) |
| Note structure | Edit the prompt in the Format Notes AI node to add or remove sections like risks, timeline, or stakeholder summary |
| Folder logic | Update the Find Folder AI prompt to match your Google Drive naming conventions |
| File naming | Adjust the instructions in the Save to Drive node to change how files are named |
| Transcript source | The workflow also includes an optional HTTP Request node for direct Fireflies GraphQL API access if you prefer that approach |
FAQ
Q: What triggers this workflow? A: It triggers automatically whenever a new email from Fireflies arrives in your Gmail inbox.
Q: What if the AI picks the wrong folder? A: Make sure your Google Drive folders are named clearly by client or project. You can also update the AI prompt to be more specific about your folder naming conventions.
Q: Can I use this with a different transcription service? A: You would need to update the Gmail trigger search query and replace the Fireflies-specific nodes with your service's integration.
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