/capture-tasks-from-meeting-notes

name: capture-tasks-from-meeting-notes
description: "Analyze meeting notes to find action items and create Jira tasks for assigned work. When an agent needs to: (1) Create Jira tasks or tickets from meeting notes, (2) Extract or find action items from notes or Confluence pages, (3) Parse meeting notes for assigned tasks, or (4) Analyze notes and generate tasks for team members. Identifies assignees, looks up account IDs, and creates tasks with proper context."

Capture Tasks from Meeting Notes

Keywords

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Overview

Automatically extract action items from meeting notes and create Jira tasks with proper assignees. This skill parses unstructured meeting notes (from Confluence or pasted text), identifies action items with assignees, looks up Jira account IDs, and creates tasks—eliminating the tedious post-meeting ticket creation process.

**Use this skill when:** Users have meeting notes with action items that need to become Jira tasks.

---

Workflow

Follow this 7-step process to turn meeting notes into actionable Jira tasks:

Step 1: Get Meeting Notes

Obtain the meeting notes from the user.

Option A: Confluence Page URL

If user provides a Confluence URL:

getConfluenceContent(
  cloudId="...",
  content_id="[extracted from URL]",
  content_format="markdown",
  detail="full"
)

**URL patterns:**

• `https://[site].atlassian.net/wiki/spaces/[SPACE]/pages/[PAGE_ID]/[title]`
• Extract PAGE_ID from the numeric portion
• Get cloudId from site name or use `getAccessibleAtlassianResources`

Option B: Pasted Text

If user pastes meeting notes directly:

• Use the text as-is
• No fetching needed

If Unclear

Ask: "Do you have a Confluence link to the meeting notes, or would you like to paste them directly?"

---

Step 2: Parse Action Items

Scan the notes for action items with assignees.

Common Patterns

**Pattern 1: @mention format** (highest priority)

@Sarah to create user stories for chat feature
@Mike will update architecture doc

**Pattern 2: Name + action verb**

Sarah to create user stories
Mike will update architecture doc
Lisa should review the mockups

**Pattern 3: Action: Name - Task**

Action: Sarah - create user stories
Action Item: Mike - update architecture

**Pattern 4: TODO with assignee**

TODO: Create user stories (Sarah)
TODO: Update docs - Mike

**Pattern 5: Bullet with name**

- Sarah: create user stories
- Mike - update architecture

Extraction Logic

**For each action item, extract:**

1. **Assignee Name**

• Text after @ symbol
• Name before "to", "will", "should"
• Name after "Action:" or in parentheses
• First/last name or full name

2. **Task Description**

• Text after "to", "will", "should", "-", ":"
• Remove markers (@, Action:, TODO:)
• Keep original wording
• Include enough context

3. **Context** (optional but helpful)

• Meeting title/date if available
• Surrounding discussion context
• Related decisions

Example Parsing

**Input:**

# Product Planning - Dec 3

Action Items:
- @Sarah to create user stories for chat feature
- Mike will update the architecture doc
- Lisa: review and approve design mockups

**Parsed:**

1. Assignee: Sarah
   Task: Create user stories for chat feature
   Context: Product Planning meeting - Dec 3

2. Assignee: Mike
   Task: Update the architecture doc
   Context: Product Planning meeting - Dec 3

3. Assignee: Lisa
   Task: Review and approve design mockups
   Context: Product Planning meeting - Dec 3

---

Step 3: Ask for Project Key

Before looking up users or creating tasks, identify the Jira project.

**Ask:** "Which Jira project should I create these tasks in? (e.g., PROJ, PRODUCT, ENG)"

If User is Unsure

Call `listJiraProjects` to show options. It is not a primary tool, so run it through `execute` (see [Calling non-primary tools](#calling-non-primary-tools)):

executeRead(   # or execute(...) if your client exposes a single execute tool
  name="listJiraProjects",
  cloudId="...",
  inputs={"action": "create"}
)

Present: "I found these projects you can create tasks in: PROJ (Project Alpha), PRODUCT (Product Team), ENG (Engineering)"

If the Notes Name a Project

Meeting notes often name a project key that doesn't exist on the site, or that the user can't create in. Validate the key against `listJiraProjects` before creating anything — if it isn't there, say so and offer the closest matches rather than failing on the first create call.

---

Step 4: Lookup Account IDs

For each assignee name, find their Jira account ID.

Lookup Process

`lookupJiraAccountId` is not a primary tool, so run it through `execute`:

executeRead(   # or execute(...) if your client exposes a single execute tool
  name="lookupJiraAccountId",
  cloudId="...",
  inputs={"query": "[assignee name]"}
)

**The search string can be:**

• Full name: "Sarah Johnson"
• First name: "Sarah"
• Last name: "Johnson"
• Email: "sarah@company.com"

Handle Results

**Scenario A: Exact Match (1 result)**

✅ Found: Sarah Johnson (sarah.johnson@company.com)
→ Use accountId from result

**Scenario B: No Match (0 results)**

⚠️ Couldn't find user "Sarah" in Jira.

Options:
1. Create task unassigned (assign manually later)
2. Skip this task
3. Try different name format (e.g., "Sarah Johnson")

Which would you prefer?

**Scenario C: Multiple Matches (2+ results)**

⚠️ Found multiple users named "Sarah":
1. Sarah Johnson (sarah.johnson@company.com)
2. Sarah Smith (sarah.smith@company.com)

W