Turn new voice files in Google Drive into ready to use reports with email approval built in. Teams capture meetings, calls, or field notes, then receive links to a clean summary and a structured data file. Alerts go out by Gmail and Telegram so people act fast.

When a file appears in a chosen Drive folder, an approval email is sent. After approval, the workflow finds the latest m4a file, downloads it, and transcribes the audio with OpenAI. It builds two outputs a structured JSON summary and a readable Markdown report, then saves both back to Drive and stores the raw transcript too. File links are merged and sent through a formatted Gmail message and a Telegram chat. A manual start path is included for testing.

To run it, connect Google Drive, Gmail, OpenAI, and Telegram. Adjust the folder, file filter, and approval wait time to fit your process. Expect meeting notes in minutes, less manual typing, and a consistent format that is easy to search and share. Useful for sales reviews, research interviews, and internal updates.

• Starts on new Google Drive files or via a manual start for testing
• Email approval with double confirmation and a 45 minute wait window
• Searches Drive, filters for m4a files, and limits to the latest file
• Downloads audio and transcribes it using OpenAI audio transcription
• Generates a structured JSON summary and a readable Markdown report
• Saves reports and the raw transcript back to Google Drive with metadata
• Merges file links and uses an AI formatter to build a clear email
• Sends results to stakeholders by Gmail and Telegram notifications

• Reduce manual note taking from 60 minutes to 5 minutes per recording
• Automate 90 percent of steps from intake to delivery
• Improve consistency of summaries with one standard format
• Connect Google Drive Gmail Telegram and OpenAI in one flow
• Handle higher volume by processing each new file without extra effort

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You will need accounts with Google Drive, Gmail, Telegram and OpenAI. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, create a Google Drive OAuth credential. If unsure, double click a Google Drive node, choose Credential to connect with, click Create new credential, and follow the on screen steps to sign in and grant access.
4. In the credentials manager, create a Gmail OAuth credential. Double click the Gmail nodes, choose Create new credential, sign in, and allow sending and read access for approvals and notifications.
5. For OpenAI, get an API key from your OpenAI account page. In n8n, create an OpenAI API Key credential, paste the key, and save.
6. For Telegram, create a bot with BotFather and copy the bot token. In n8n, create a Telegram credential with the token. Place your target chat ID in the Send Telegram Message node.
7. Open the On File Created Trigger node for Google Drive. Select the Drive credential and the folder to watch for new audio files.
8. Open the Gmail User for Approval node. Set the Send to field to your address or to an environment variable like {{$env.EMAIL_ADDRESS_JOE}}. Keep double approval and adjust the wait time if needed.
9. Open Search Google Drive, Filter by m4a extension, and Limit to last file. Confirm the folder or query matches your audio folder, the filter includes .m4a, and the limit is set to 1.
10. Check the Transcribe with OpenAI node. Confirm the resource is audio and the operation is transcribe. Large files may take longer to process.
11. Review the save steps for JSON, Markdown, and Raw Transcript. Confirm the target Drive folders, filenames, and metadata nodes are set as shown.
12. Test with the manual Start Workflow to verify the path works. Then upload an m4a file to the watched Drive folder, approve the email, and confirm you receive Gmail and Telegram messages with file links.
13. Troubleshoot tips: if the trigger does not fire, recheck the watched folder and Drive permissions. If transcription fails, verify file type and your OpenAI key. If emails do not arrive, check spam and Gmail sending limits. For Telegram, confirm the bot is in the chat and the chat ID is correct.