Webex AI Meeting Recap and Action Items

Overview

This flow turns Webex meetings into tracked outcomes using Azure OpenAI. When a meeting transcript becomes available, the flow retrieves the transcript, generates a structured recap (summary, decisions, and action items with owners) as JSON, posts the recap to the meeting's Webex space and a Teams channel, logs a durable record to Dataverse, and creates a task for every action item in Planner or Dataverse.

Why it matters: Decisions and action items get lost after meetings. An AI recap with tracked tasks ensures follow-through without anyone manually taking and distributing minutes.

Connector note: The Webex Power Automate connector (shared_webex) is messaging-only — it has no meeting/recording/transcript operations. Meeting details and the transcript are therefore retrieved with the built-in HTTP action against the Webex REST API (Bearer token bound to flowlibs_WebexAccessToken). Posting the recap back into the Webex space uses the connector's SendMessage action, so the flow stays connector-first wherever an operation exists.

Use Case

Teams that meet in Webex want automatic, structured recaps and action-item tasks created directly from the transcript — no manual minute-taking, and a governed record of every meeting's outcomes.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Webex	shared_webex	SendMessage
Azure OpenAI	shared_azureopenai	ChatCompletions_Create_2024Feb15Preview
Microsoft Teams	shared_teams	PostMessageToConversation
Microsoft Dataverse	shared_commondataserviceforapps	CreateRecord

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Task routing

Set flowlibs_TaskTarget to 'planner' (default) or 'dataverse' to choose where action-item tasks are created. No flow edits needed.

Owner mapping

The recap captures owner names from the transcript. Extend the Planner branch to resolve names to assignees (body/assignments) for real task assignment.

Decision log

Append the parsed decisions array to a SharePoint/Notion log by adding an action after Parse Recap.

Privacy

Add a Condition after the trigger to skip recaps for sensitive meetings (e.g. by a meeting label or host).

Model/prompt

Change flowlibs_AOAIDeploymentName for a different model, or edit the system prompt in Generate Recap to adjust recap structure.

Going live

Turn the flow On, then register a Webex webhook (resource=meetingTranscripts, event=created) pointing at the flow's HTTP trigger URL.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@{body('Get_Transcript')}

@body('Generate_Recap')?['choices']?[0]?['message']?['content']

@body('Parse_Recap')?['actionItems']

@equals(toLower(variables('varTaskTarget')),'dataverse')

@length(coalesce(body('Parse_Recap')?['actionItems'],createArray()))

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