> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/rubica-chat/creating-file-notes-from-meeting-transcripts.md).

# Creating File Notes from Meeting Transcripts

Rubica Chat can pull a transcript straight from your meeting tool and turn it into a file note on the right client record, without you touching the CRM directly.

It doesn't matter which meeting tool you use, Teams, Otter, Fireflies, whatever you've connected. The workflow below is the same for all of them, you just tell Rubica Chat which one to pull from. Don't use any of these? You can paste the transcript in directly, see the section at the end of this page.

### What you'll need

Before you start, make sure these tools are connected in Rubica Chat:

| Connector                                          | What it's for                                                  |
| -------------------------------------------------- | -------------------------------------------------------------- |
| **Your meeting tool** (Teams, Otter, or Fireflies) | Lets Rubica Chat read the meeting transcript                   |
| **Rubica CRM**                                     | Lets Rubica Chat find the client record and save the file note |

You only need whichever meeting tool you actually use, not all three. If a connector isn't connected, Rubica Chat will tell you and prompt you to connect it. You only need to do this once.

### Step by step

#### 1. Ask Rubica Chat to pull the transcript and create the file note

You can do this in one prompt. Tell it:

* **Which tool** the transcript is in (Teams, Otter, or Fireflies)
* **Which meeting** you want (client name, meeting title, or date all work, the more specific the better)
* **Which file note template** to use

**Example prompts:**

> *"Get the transcript for my meeting with Sarah Thompson from Teams and create a file note using the Initial Meeting file note template."*

> *"Pull the Fireflies transcript for the Johnson review meeting and create a file note using the Annual Review template."*

> *"Get my Otter transcript from yesterday's call with David Lee and create an Initial Meeting file note."*

Rubica Chat will find the transcript, pull the content into the template structure, and show you the result. Same result no matter which tool the transcript came from.

#### 2. Decide what to do with it

You've got two options here:

**Save it straight to the client record**

If it looks good, just say so:

> *"Save that as a file note on Sarah's record."*

Rubica Chat will write it to the CRM against the matching client.

**Export a copy first**

If you want a copy to review, tidy up, or send somewhere else before it goes in the CRM:

### Tips for better results

**Be specific about the client or meeting.** "Get my last meeting transcript" is ambiguous if you've had several. Use the client's name, the meeting title, or a date.

* **Name the tool and template explicitly.** If you don't say which meeting tool to pull from, Rubica Chat may ask or default to the wrong one if you've got more than one connected. Same goes for the file note template, naming it upfront is faster than going back and forth.
* **Check the client match before saving.** If you have two clients with similar names, Rubica Chat will usually flag this, but it's worth a quick check before confirming the save.
* **One meeting per request.** If you need file notes for multiple meetings, run them one at a time rather than asking for a batch, this gives you a chance to review each one.

### Don't use Teams, Otter, or Fireflies?

No problem, just paste the transcript directly into the chat instead of asking Rubica Chat to fetch it. Tell it what to do with it the same way:

**Example prompt:**

> *"Here's the transcript from my meeting with Sarah Thompson, create a file note using the Initial Meeting file note template.*
>
> *\[paste transcript]"*

Everything from here works exactly the same, review the result, then either export it or ask Rubica Chat to save it straight to the client's record.

### What's next

Once a file note is saved, you can use it to update the client's record with details like financial information, goals and objectives, without re-entering anything manually.

See [Updating the CRM from a File Note.](/rubica-chat/updating-the-crm-from-a-file-note.md)