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Automated Client Meeting Report Generator (Copilot Studio + AI Builder)
This automation removes the need to manually create post-meeting reports for clients. As soon as a meeting transcript (.doc format) is placed in the correct folder, the system automatically identifies the client, uses the client-specific instructions to extract and structure all required information with AI, and generates a formatted final report and saves it in the client's folder.
OneDrive → Documents folder structure
Documents
├── [Client Name]
│ ├── template
│ │ ├── template_new_json.doc ← AI instructions + JSON structure
│ │ └── meeting_populate.docx ← Word template with content controls
│ ├── transcripts ← Drop raw .doc transcripts here
│ └── reports ← Final reports appear here automatically
│
└── (repeat exactly the same structure for every new client)
How to Add a New Client
1
In OneDrive → Documents, create a folder with the exact client name
2
Inside it create the three subfolders: template │ transcripts │ reports
3
Ask a developer to create and place the two files in 'template' and update the copilot studio flow
4
Create template_new_json.doc - format of the report in json form with comments instructing AI to extract details
5
Create meeting_populate.docx - Official Word template with Content Controls (Developer tab), to create the final report in client expected format
1
Trigger – When a new file is created in any client's 'transcripts' folder
2
The flow automatically extracts the client name from the folder path
3
Retrieves template_new_json.doc from that client's 'template' folder
4
Reads the content of both the transcript (.doc) and template_new_json.doc
5
Calls AI Builder → 'Run a prompt' action with: Prompt + content of template_new_json.doc, Raw transcript text. AI returns clean JSON exactly matching the structure defined in the template
6
Populates meeting_populate.docx using 'Populate a Microsoft Word template' action
7
Saves the finished report in the client's 'reports' folder
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