AI Meeting Summaries and Q&A

Meeting summaries are processed in the background, so you do not need to remain on the summary page while a long meeting is being processed. You can leave the page during generation and return later to check the progress. When processing is complete, the summary is created as a new version.

Use Case

A project manager has just finished a long quarterly meeting and wants to organize the decisions before leaving work. She opens the Meeting Summary tab for the meeting and starts generating a summary with the default template. After seeing that the system is analyzing the transcript, she leaves the page to work on other tasks. When she returns to the same meeting later, the page continues to display the progress. Once processing is complete, she can review the decisions and action items in the newly created summary version.

Custom Summary Agent

The meeting records summary feature lets you select a custom AI assistant (Agent) to generate summaries. Different Agents can have different role instructions to produce summaries in different styles:

• General Summary Agent: Organize meeting highlights, decisions, and action items

• Technical Meeting Agent: Focus on technical decisions, architecture discussions, and technical debt items

• Business Meeting Agent: Focus on client requirements, sales progress, and opportunity tracking

Generate a Summary

1. Go to the meeting detail page

2. Switch to the Meeting Summary tab

3. To customize the summary format, select the AI assistant to generate the summary; if none is selected, the default template is used

4. Click Generate Summary

The AI uses the complete transcript to organize the meeting highlights, decisions, and action items. When you use the default template, the page displays the Analyzing transcript N/M status followed by the summary compilation status. N represents the number of completed segments, and M represents the total number of segments. When you select a custom AI assistant, the assistant processes the transcript directly and the segmented N/M progress is not displayed.

Whether you use the default template or a custom AI assistant, you can leave the page while processing continues in the background. Refresh the page or return to the meeting later to see the current status.

Leave the page and return later to continue viewing the default template's segmented progress

When the summary is complete, the new version appears in the version list

When the summary is complete, a new version is created automatically; you do not need to save it separately. If generation fails, the page prompts you to try again. Confirm that the transcript is available, then click Regenerate.

Summary Version Management

Each time a summary is generated or edited, the system retains a complete version history:

• Add Summary: Each summary generation creates a new version

• Edit Summary: Modify existing summary content

• Version History: View all summary versions and their creation times

• Delete Summary: Remove unwanted summary versions

Copy a Summary

When viewing a saved summary, a Copy Summary button appears in the toolbar above it. Use the button to copy the entire summary to the clipboard without manually selecting all the text, making it easy to paste into email, documents, or messaging apps.

1. Go to the meeting detail page and switch to the "Meeting Summary" tab

2. Select a saved summary

3. Click Copy Summary

4. After the "Copied successfully" notification appears, paste it into another application

The toolbar in the "Meeting Summary" tab

The summary's original text is copied with its paragraph structure preserved.

Copy Summary is available only when viewing a saved summary. It does not appear while editing a summary or previewing an unsaved draft. The button is disabled when the summary is empty.

If "Copy failed" appears, the browser has usually blocked clipboard access. Select and copy the text manually instead.

Read a Summary Aloud

When reading is inconvenient, have the system read the summary aloud. When viewing a saved summary, a Read Aloud button appears in the toolbar. Click it to hear the summary.

1. Go to the meeting detail page and switch to the "Meeting Summary" tab

2. Select a saved summary

3. Click Read Aloud. The button displays "Preparing…" before playback begins

4. During playback, click Pause to pause, Resume to continue, or Stop to end playback

During playback, "Read Aloud" changes to "Pause" and "Stop"

Before playback, the system automatically removes Markdown symbols such as #, *, and - from the summary so they are not read aloud.

Voice and Supported Languages

The voice is determined by the meeting's spoken language or target translation language, not by the actual language of the summary. The following seven languages are currently supported:

Language	Language Code
Traditional Chinese (Taiwan)	zh-TW
English (United States)	en-US
Japanese	ja-JP
Korean	ko-KR
Thai	th-TH
Indonesian	id-ID
Vietnamese	vi-VN

If the meeting language is not on the list above, such as Simplified Chinese zh-CN or Cantonese zh-HK, the toolbar displays a message saying that the language is not currently supported and the default language will be used. You can still use Read Aloud, but it uses a Traditional Chinese voice.

Limitations

• Read Aloud is available only when viewing a saved summary; it does not appear while editing a summary or previewing an unsaved draft

• The button is disabled when the summary is empty

• Playback stops automatically when you switch summary versions or leave the "Meeting Summary" tab, so audio does not continue in the background

• The button is not displayed if the browser does not support audio playback

• If playback fails, "Text-to-speech failed. Please try again later" appears; try again later

AI Q&A

In addition to the summary feature, you can ask questions directly about the transcript content:

1. Switch to the "AI Q&A" tab

2. Select the AI assistant to use

3. Enter your question (e.g., "What decisions were made in this meeting?" "What are the next action items?")

4. The AI finds relevant content from the transcript and provides an answer

This feature is especially useful for quickly reviewing specific content from long meetings without re-reading the entire transcript.

Agent Ticket Creation

After a meeting ends, action items and decisions usually need to be manually entered into a project management or ticketing system. You can let the AI assistant handle this step: in the AI Q&A tab, ask it to turn the items discussed in the meeting directly into tasks or tickets.

Meeting Records does not have a dedicated "Create Ticket" button. AI Q&A uses the full AI assistant conversation, so as long as the selected AI assistant is configured with tools that can create tickets, you can ask it to create tickets in the conversation — the ticket creation capability comes from the AI assistant, not from Meeting Records.

How It Works

Step	Details
① Meeting Transcript	Meeting transcription is complete, and the transcript has been uploaded to the knowledge base and parsed
② Select AI Assistant	In the AI Q&A tab, select an AI assistant configured with ticket creation tools
③ Issue Ticket Creation Command	For example, "Compile the action items from this meeting and create a ticket for each one"
④ AI Assistant Calls Tools	The assistant calls API tools or MCP tools based on the field mappings and ticket creation rules in its role instructions
⑤ Create Tickets	Tickets are written to your company's ticketing or project management system
⑥ Report Results	The assistant reports each ticket's number and link in the conversation

Prerequisites

Condition	Description
Meeting is linked to a knowledge base, and transcript parsing is complete	AI Q&A requires the transcript to be in the knowledge base before it can be used. You can link a knowledge base when creating a meeting; if not set at that time, you can also select a knowledge base in the AI Q&A tab and click Upload Transcript. See Download and Knowledge Base Integration for details
An AI assistant configured with ticket creation tools	The tool, not Meeting Records, is what actually calls the ticketing system. See the setup steps below
Ticketing system provides a callable API	MaiAgent communicates with external systems via API tools or MCP tools, without being limited to any specific vendor; as long as the other party provides an API for creating tickets, it can be integrated

Setup Steps

1. Create a ticket creation tool: On the Tools page, click Add API Tool and configure your company's ticketing system's "Create Ticket" API (you can paste a cURL command directly and the system will automatically parse the URL, headers, and HTTP method). See Create API Tool for details. If the other party provides an MCP server, you can also use MCP Tool instead.

2. Assign the tool to the AI assistant: Add the newly created tool to the AI assistant's available tools list. See Configure Tools for AI Assistant.

3. Define ticket creation rules in the role instructions: Whether the AI calls the tool at the right time and how fields are filled depends on the role instructions. Refer to the example below, and see the Role Instructions Design Guide for writing principles.

4. Use in meetings: Go to the AI Q&A tab on the meeting detail page, select this AI assistant, and issue a command directly, such as "Compile the action items from this meeting and create a ticket for each one."

Ticket creation writes to an external system. It is recommended to verify field mappings with a test project or test environment before switching to your production ticketing system.

Role Instructions Example

# Role
You are a meeting action item ticketing assistant.

# Task
Users will ask you to create tickets based on meeting transcripts. Follow this process:

1. Identify clear action items and decisions from the transcript; ignore pure discussions or items that haven't been finalized
2. Organize each action item into a ticket with the following field mappings:
   - Title: One sentence describing what needs to be done, under 30 characters
   - Content: Add the background and rationale mentioned in the meeting
   - Assignee: The person explicitly assigned in the transcript
   - Due date: The date explicitly mentioned in the transcript
3. Before calling the tool, present the compiled ticket list to the user for confirmation; only create after getting approval
4. After creation, report each ticket's number and link

# Constraints
- Only create tickets based on transcript content; do not add tasks that were not discussed
- If the assignee or due date cannot be determined from the transcript, leave blank and note it in the response; do not guess
- When the same item is mentioned multiple times in the meeting, merge into a single ticket

Verification and Troubleshooting

The parameters actually received by the tool and the returned results can be viewed in AgentOps' Tool Execution Records — this is the fastest way to troubleshoot ticket creation issues.

Issue	Cause and Resolution
AI Q&A is unavailable	The meeting is not linked to a knowledge base, or the transcript is still being parsed. Select a knowledge base in the tab and upload the transcript, then try again after parsing is complete
AI listed the action items but did not actually create tickets	The tool was not added to the assistant's tool list, or the role instructions do not explicitly require calling the tool. Check steps 2 and 3
Ticket creation failed	Check the error message in the tool execution records. Common causes include missing required fields, expired authentication, or insufficient permissions
Ticket field content is incorrect	Make the field mapping rules more specific in the role instructions, and explicitly instruct it to leave fields blank rather than guess when information cannot be determined
AI's response is unrelated to this meeting	The currently selected AI assistant may not be linked to this meeting's knowledge base; the interface will show a reminder. Switch to a linked assistant