AI Notepad App Overview

AI Notepad

1. What it is

AI Notepad turns meeting recordings, typed notes, PDFs, and web pages into searchable transcripts, summaries, and action items. Users upload a file or write notes; the AI produces a summary, extracts action items with owners and due dates, and surfaces key decisions and themes. Everything is searchable across all of a user’s meetings and notes.

• Enablement: AI Notepad requires a license. An admin enables it from the Apps Marketplace, then configures it from Settings inside the app.
• What it is not: AI Notepad does not schedule or host meetings. It processes recordings and notes after the fact. Live-meeting integrations (Zoom recording import) pull completed recordings, not live audio.

2. Standing it up

1. Go to Admin → Apps Marketplace and enable AI Notepad.
2. Open the app and go to Settings (visible to admins and app admins).
3. Confirm AI processing enabled is on (it is by default). Without this master switch, uploads are stored but never transcribed or summarized.
4. If your organization uses Zoom, connect a Zoom integration at Admin → Integrations first, then return to AI Notepad → Settings to add a Zoom account. The account cannot be added until the integration exists — the form is disabled and an admin hint appears.
5. Optionally set a Default Note Template so every new note starts with a consistent structure. Six built-in templates ship with the app: 1:1 Meeting, Team Standup, Retrospective, All-Hands, Sales Call, and General Notes. Admins and users can also create custom templates.
6. Review the remaining toggles in Settings. Most AI features are on by default; two are off by default: Daily accountability digest and Calendar meeting stubs. Turn these on if your organization wants daily action-item email reminders or auto-created draft notes for upcoming calendar events.
7. To verify the setup works: create a quick note from Meetings & Notes → New → Note, type a few sentences, and click Enhance with AI. A summary and action items should appear within a minute.

Silent-dependency warning: The Automations feature (post-processing rules that create tasks, notify attendees, etc.) requires the Automations toggle to be on in Settings. It is on by default, but if it was turned off, automations will not fire even if individual automation rules are marked active.

3. How it fits together

Meetings vs Notes — AI Notepad has two creation paths that produce the same record type. A meeting starts from an uploaded file (audio, video, PDF, text, or URL) and goes through automatic AI processing: transcription, chunking, and summarization. A note starts as a blank or template-based writing surface; the user writes first and optionally clicks Enhance with AI to generate a summary and action items from what they wrote. Both appear in the same Meetings & Notes list, share the same detail page, and support the same downstream features (chat, output formats, sharing, notebooks). The list can be filtered to show only meetings, only notes, completed items, or drafts.

Source types — Meetings can originate from seven sources: file upload, Zoom, Microsoft Teams, Google Meet, PDF, URL (web page), or pasted text. PDFs, URLs, and text sources extract content directly rather than going through audio transcription. VTT and SRT subtitle files are also accepted and treated as pre-transcribed text.

Processing pipeline — An uploaded recording moves through a defined sequence: Draft → Pending → Transcribing → Chunking → Summarizing → Completed. If any step fails, the status moves to Failed and the user can retry. A meeting that has been stuck in a processing state for longer than a size-aware threshold (base 5 minutes, scaled by file size, capped at 60 minutes) is considered stuck and can be reprocessed.

Notebooks — A notebook groups related meetings and notes into a collection. Users create notebooks, give them a title and optional description, then add completed meetings to them. A notebook unlocks cross-meeting features:

• Meeting Comparison finds decision drift, theme evolution, and conflicts across two or more selected meetings in the notebook.
• Artifacts are AI-generated documents drawn from all completed meetings in the notebook: Decision Log, Open Issues Tracker, Glossary, Key Questions, and Action Items Rollup.

Example: a notebook called “Q3 Product Reviews” containing four weekly review meetings lets a manager generate a single Decision Log spanning all four and compare how priorities shifted week to week.

Action items and My Items — When the AI processes a meeting or note, it extracts action items with owners, due dates, and a commitment type (hard, soft, decision, or FYI). These appear on the meeting’s detail page and also roll up into My Items, a personal view filtered to items assigned to the current user. My Items sorts pending items by urgency: overdue first, then due today, then due this week, then items with no due date. Items can be marked complete from either place. When a user is assigned an action item, they receive a notification. Action items can also be converted into Tasks app tasks from the meeting page.

Decisions — The AI extracts decisions from meeting content and stores them as part of the meeting’s insights. The Decisions tab (within My Items) provides a cross-meeting log of all decisions the current user can see, searchable by keyword.

Sharing and permissions — Meetings and notebooks can be shared with teammates. Each collaborator gets one of three permission levels: Viewer, Editor, or Owner. Notebook-level sharing cascades to the meetings inside it — a user who has Editor access on a notebook can also edit meetings in that notebook. The creator is always the owner. Only owners and editors can manage sharing. The entire sharing feature can be turned off from Settings.

Chat — Each processed meeting has a per-meeting chat where users ask questions about its content. There is also a cross-meeting chat (the Chat tab) that searches across all of the user’s meetings. Chat can be scoped to a single meeting, a notebook, a set of selected meetings, all meetings, or a date range. Answers include citations back to the source transcript or note. The chat feature is controlled by the Meeting Chat toggle in Settings.

Content versioning — Edits to a meeting’s summary, action items, or insights are versioned. Each edit saves the previous state as a numbered version. Users can view the version history and restore a prior version.

Content revision — Users can ask the AI to rewrite, expand, refine, or simplify an AI-generated section (summary, action items, or insights) without reprocessing the entire meeting. This is controlled by the Content Revision toggle.

Output formats — A completed meeting can generate six additional AI views: FAQ, Timeline, Briefing Document, Key Themes, Compare (against other meetings), and Follow-up Email. Each is generated on demand from the meeting’s detail page.

4. Running it

Uploading a recording

1. Go to Meetings & Notes and click New.
2. Choose Upload, select an audio or video file, and give it a title.
3. If Auto-Process Uploads is on (the default), processing starts immediately. The meeting moves through Transcribing → Chunking → Summarizing → Completed.
4. When finished, the user receives a notification: “Your meeting notes are ready.”

Supported file formats: MP3, MP4, WAV, M4A, WebM, OGG, QuickTime video, PDF, plain text, Markdown, VTT, and SRT.

Importing Zoom recordings

1. An admin or app admin connects a Zoom integration at Admin → Integrations.
2. In AI Notepad → Settings, add a Zoom account under the meeting provider section.
3. Go to Recording Imports, select a date range, and import recordings. Each import creates a meeting and queues it for processing. Already-imported recordings are marked so they cannot be imported twice.

Creating and enhancing a note

1. Click New → Note. Optionally pick a template (the six built-in templates cover 1:1, standup, retrospective, all-hands, sales call, and general notes).
2. Write freely. Notes auto-save.
3. Click Enhance with AI to generate a summary, action items, and insights from what you wrote. The note stays editable afterward and can be re-enhanced.

Managing automations

Managers can create post-processing automations at Manage → Automations. An automation fires when a meeting finishes processing and can perform one or more actions:

• Create tasks from action items
• Post summary to a webhook URL
• Notify attendees by email with the meeting summary
• Assign a Practice Hub scenario for roleplay practice

Conditions can narrow the trigger to a specific source type or template.

Viewing analytics

Managers and app admins see an Analytics page under Manage → Analytics with usage metrics: total meetings, new meetings in the period, notes created, active users, AI summaries generated, and chat queries. The period can be set to 7, 30, or 90 days.

Every user also has a personal Your Recap page showing their own meeting and note volume, AI usage, and action-item summary.

5. Settings

All settings are at AI Notepad → Settings, accessible to admins and app admins.

Setting	Default	What it changes
AI processing enabled	On	Master switch for transcription, summarization, and the AI agent. When off, uploads are stored but never processed.
Audio Overview	On	Generates an AI-narrated audio summary of each meeting.
Meeting Chat	On	Lets users ask AI questions about meeting content. Also controls the Chat tab and cross-meeting chat.
Output Formats	On	Lets users generate FAQ, Timeline, Briefing, Themes, Compare, and Follow-up Email from a meeting.
Content Revision	On	Lets users rewrite, expand, refine, or simplify AI-generated sections.
Meeting Comparison	On	Lets users compare content across meetings within a notebook.
Sharing	On	Lets users share meetings and notebooks with teammates.
Automations	On	Lets managers create post-processing automations.
Daily accountability digest	Off	Emails each user a daily digest of their pending action items.
Calendar meeting stubs	Off	Pre-creates draft notes for upcoming calendar events. Requires a connected calendar integration.
Practice Hub recommendations	On	Suggests Practice Hub roleplay scenarios on a meeting’s page based on its themes. Requires the Practice Hub app to be enabled.
Auto-Process Uploads	On	Automatically begins AI processing when a recording is uploaded. When off, the user must manually trigger processing.
Max Upload Size (MB)	500	Maximum file size for audio and video uploads.
Default Meeting Source	Upload	The source pre-selected when users create a new meeting.
Default Note Template	(none)	Template auto-applied when creating a note, if the user has not chosen one.
Data Retention (days)	365	Meetings older than this are eligible for cleanup.

6. More help

• AI Notepad FAQ — specific setup and operating questions
• Ask AI — the assistant answers questions about AI Notepad from these articles.