Mail Transcripts

Mail Transcripts

Setup: SETUP.md — Gmail label, OAuth scopes, and resolve_path() customization.

Usage

• /mail-transcripts — Run the Gmail → vault sync once (no arguments).

When to run

Gmail filter

Fixed query (do not change without updating this skill and the script):

label:🤖-ai-transcripts in:inbox

The label name includes the emoji 🤖 (robot). Ensure that label exists in Gmail and that transcript notifications are delivered into Inbox with that label applied.

Workflow

Step 1: Preconditions

1. Confirm gws is installed and authenticated (gws auth status).
2. Confirm Gmail OAuth includes read + modify message scopes (marking read uses users.messages.modify).

Step 2: Run the vault script

From the vault root, run:

python3 .scripts/gmail_ai_transcripts_to_meetings.py

Implementation lives in .scripts/gmail_ai_transcripts_to_meetings.py. The script:

1. Lists messages matching the query (paginated up to maxResults in script — currently 100).
2. For each message, decodes MIME parts, extracts https://docs.google.com/document/d/... URLs.
3. Parses the subject line Notes: "Title" Mon DD, YYYY (supports curly " " Unicode quotes). A bare Meeting Summary for <recurring meeting> (no Notes: pattern) maps to that meeting using the email Date header.
4. Resolves Meetings/**/*.md targets using title + date heuristics (daily standups → Meetings/Engineering/Scrum/YYYY-MM-DD.md, tech-leads → Meetings/Engineering/TechLeads/, interviews → Meetings/Interviews/, etc. — see script resolve_path()). Edit that function to match your own folder conventions.
5. Updates existing notes: appends the Doc URL under Notes: if that document ID is not already present.
6. Creates a minimal meeting stub if no file exists (Notes:, created:, # Title - YYYY-MM-DD) — agents may refine folder/title afterward.
7. Marks each processed message read by removing the UNREAD label via gws gmail users messages modify.

Step 3: Report

Print a short summary: created paths, updated paths, noop (URL already in note), skip_no_doc (no Doc URL in body — still marked read if the script marks those), and any errors.

Important Notes

• No Google Doc in email (e.g. narrative-only "Meeting Summary"): the script cannot set Notes:; it may still mark the thread read — adjust script behavior there if you want to leave unread for triage.
• Wrong meeting matched: resolution is heuristic; fix resolve_path() in the script or move/rename the note in Obsidian.
• Privacy: transcript emails stay in Gmail; the skill only links Docs into local vault files.
• Do not duplicate mail-transcripts logic in other skills — call the script or point here.

Offer to commit

When /mail-transcripts is run standalone, offer /commit. When run inside /meeting wrap or /meeting wrap pending, the parent sequence commits once at the end (include any new/updated meeting files in that commit scope).