Use Meeting Automation

What meeting automation does

Meeting automation is a company-level workflow that watches a configured inbox over IMAP, filters matching senders, stores matching emails, and then uses OpenAI to convert the note content into draft delivery tasks.

Those tasks are created in the selected customer project and show up as AI-created work items inside the workspace.

• Reads meeting note inputs from the configured source
• Drafts tasks for the selected customer and project
• Keeps the delivery team aligned on next actions

Who can configure it

Only the company admin can manage the IMAP ingestion settings and the company AI settings used by this workflow.

• Company admin can configure the inbox connection and AI settings
• Customer users do not configure this workflow
• The selected project comes from the project chosen at login

What must be ready first

The automation status in Settings is based on three core dependencies. If any of these are missing, the workflow stays blocked.

• Company OpenAI API key must be configured
• OpenAI model must be configured
• Company IMAP settings must be configured
• A target project must be available through the selected project at login
• The customer workspace and project must already exist

How the setup works in Curoxi

1. Sign in as the company admin.
2. Open Settings and go to Company → Settings → Automation.
3. Save the OpenAI model and OpenAI API key in the AI Analysis section.
4. Enter the IMAP host, port, username, password, and connection mode in the Inbox Connection section.
5. Add sender filters so only the right note emails are processed.
6. Make sure a project is selected at login, because the automation uses that selected project as the task destination.
7. Save the IMAP settings.
8. Run Test IMAP Connection to verify the inbox credentials.
9. Run Sync Inbox Now to process matching emails.
10. Refresh status and review the sync result, matched email count, and task output.

What each setting means

• OpenAI Model: the model used to analyze the meeting note content and return structured tasks
• OpenAI API Key: the company-owned OpenAI API credential used for the task-generation request
• IMAP Host and Port: the mail server connection details
• Username and Password: the mailbox credentials used for inbox access
• Secure Connection: chooses SSL/TLS or plain IMAP connection mode
• Sender Filters: one email address or domain per line to limit which messages are treated as meeting-note candidates
• Selected Project at Login: the project where generated tasks will be created

How sender filters work

Sender filters help prevent unrelated inbox traffic from generating tasks. The UI accepts one email address or one domain per line.

For example, you can allow a single note-taker inbox such as notes@vendor.com or a domain such as vendor.com.

• Use exact sender emails when possible for tighter control
• Use domain filters only if all matching senders should be trusted
• Review filters whenever your note-taking tool or sender address changes

How task creation works

After sync runs, Curoxi fetches matching emails, stores them, extracts usable text, and sends that text to the configured OpenAI model.

If task targets are configured correctly, the returned tasks are created under the selected customer project with the created-by label set to AI Notetaker.

• Tasks are created only when both the target customer and target project can be resolved
• If OpenAI returns no actionable tasks, the email is stored but no tasks are created
• Urgent tasks also trigger an urgent task notification

What blocks the automation

• OpenAI key missing
• OpenAI model missing
• IMAP not configured
• No project selected at login
• No project exists yet for the workspace
• Target project does not belong to the selected customer
• Email body contains no usable content
• OpenAI returns an error or invalid task payload

How to verify the setup

1. Save the AI settings.
2. Save the IMAP settings.
3. Run Test IMAP Connection and confirm the success message.
4. Send one small test meeting note email from an allowed sender.
5. Run Sync Inbox Now.
6. Check the sync status chips and sync stats in Settings.
7. Open the selected project and confirm that draft tasks were created.

Understanding sync actions

• Test IMAP Connection checks whether the inbox credentials and server settings work
• Sync Inbox Now runs the ingestion flow immediately
• Refresh Status reloads the latest sync state and counters
• Start From Now moves the sync baseline to the current inbox state so only future matching emails are processed

Recommended operating practice

• Start with one test sender and one project before expanding the workflow
• Review generated tasks before assigning them broadly across the team
• Keep the selected project clear so notes land in the right workspace
• Use sender filters and project context together to reduce noisy task creation

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