Test Project: Fireflies → CRM Automation

1. Objective

Build an AI-powered workflow that extracts action items from a Fireflies meeting transcript and automatically creates tasks in a CRM system.

2. Timeline

Please complete and submit within 7 days of receiving this project.

3. Your Task

3.1. Use the sample Fireflies transcript provided below
3.2. Extract action items using ChatGPT, Claude, or another LLM API (your choice)
3.3. Create tasks in a mock CRM system (use Airtable, Google Sheets, or any CRM you prefer as a stand-in)
3.4. Automate the workflow using Make.com, n8n, Zapier, or your preferred automation platform
3.5. Document your process with either:
- 3.5.1. A Loom video walkthrough (5-10 minutes)
- 3.5.2. A written guide with screenshots

4. Requirements

4.1. Automation must include:

✅ 4.1.1. AI/LLM integration to intelligently extract action items from the transcript

✅ 4.1.2. Automated task creation in a CRM or task management system

✅ 4.1.3. Error handling (what happens if the transcript is incomplete or the API fails?)

✅ 4.1.4. At least ONE smart feature of your choice, such as:

4.1.4.1. Priority tagging based on urgency keywords
4.1.4.2. Deadline parsing from natural language
4.1.4.3. Task categorization
4.1.4.4. Assignee detection
4.1.4.5. Notification system

5. Deliverables

5.1. Working Automation

5.1.1. Provide access to your workflow
5.1.2. Ensure we can test it with the provided transcript

5.2. Documentation (choose ONE format)

5.2.1. OPTION A: Loom video (5-10 minutes) showing:

5.2.1.1. How the workflow works

5.2.1.2. How to test it with a new transcript

5.2.1.3. How to troubleshoot common issues

5.2.2. OPTION B: Written guide with screenshots covering the same topics

5.3. Design Explanation

5.3.1. Brief written explanation (1-2 paragraphs) of:

5.3.1. Why you chose your specific tools and approach

5.3.2. What smart features you added and why

5.3.3. Any limitations or future improvements you'd recommend

6. Evaluation Criteria

7. Sample Fireflies Transcript

Meeting Date: November 15, 2024
Participants: Lisa, Jennifer (Real Estate Agent)

Lisa: Hi Jennifer, thanks for hopping on this call. I wanted to walk through where we are with your Follow Up Boss setup and make sure we're on track for your go-live date.
Jennifer: Absolutely! I'm excited to finally get this rolling. I've been so overwhelmed trying to manage my leads manually.
Lisa: Totally understandable. So, based on what we discussed last week, here's what we need to knock out over the next two weeks.
Lisa: First, we need to finalize your lead source tracking. I'll need you to send me a list of all your lead sources—Zillow, Realtor.com, your website, referrals, open houses, etc.—by Friday.
Jennifer Martinez: Got it. I'll pull that together and email it to you by end of week.
Lisa: Perfect. Second, we need to set up your automated drip campaigns. I'm going to need you to review the email templates I sent you last Monday and let me know if you want to make any changes. Can you get me your feedback by Wednesday?
Jennifer Martinez: Yes, I'll review those tonight and send you my edits by Wednesday morning.
Lisa: Awesome. Third, we need to schedule a training session for your assistant, Sarah, so she knows how to use Follow Up Boss for lead entry and task management. Can you have her pick a time on my calendar for next week?
Jennifer Martinez: Absolutely. I'll have her book something today.
Lisa: Great. And lastly, I want to make sure we're integrating your showing software—ShowingTime, right?—with Follow Up Boss so that when a showing gets scheduled, it automatically creates a follow-up task. I'll handle the technical setup, but I'll need your ShowingTime login credentials. Can you send those to me via our secure portal by Thursday?
Jennifer Martinez: Yep, I'll do that tomorrow.
Lisa: Perfect. So just to recap: lead source list by Friday, email template feedback by Wednesday, Sarah books her training for next week, and ShowingTime credentials by Thursday. Does that all sound doable?
Jennifer Martinez: Yes, totally doable. I really appreciate you breaking this down for me.
Lisa: Of course! That's what we're here for. I'll check in with you on Friday to make sure everything's on track, and we should be good to go live by December 1st.
Jennifer Martinez: Sounds great. Thanks, Lisa!
Lisa: Anytime. Talk soon!

8. Important Notes

8.1. Don't overthink it! Practical, working solutions are valued over perfect code.
8.2. Use free tools: Make.com, ChatGPT API credits, Airtable, etc. are sufficient.
8.3. Ask questions if anything is unclear (concierge@aiarchitechs.com).
8.4. Be yourself. Your thinking process and problem-solving approach are what we’re evaluating.

9. Submission Instructions

Please submit your completed test project within 7 days by replying to the email you received with:

9.1. Access to your working automation
9.2. Your documentation (Loom video link OR written guide)
9.3. Your design explanation (1-2 paragraphs)ç

10. Considerations

11. UML Diagrams Overview

Diagram	More Info	UML Diagram	Description	Impact
📘🛠 Class Diagram	More info	UML Diagram	Shows classes, their attributes, methods, and relationships. Essential for object-oriented design.	Helps design robust class hierarchies and understand object relationships.
📘🧩 Object Diagram	More info	UML Diagram	Depicts instances of classes at a particular moment in time. Useful for understanding object states.	Validates class diagrams and verifies object interactions.
📘⚙️ Component Diagram	More info	UML Diagram	Represents the components (modules) of a system and their dependencies.	Improves system modularity and manages dependencies.
📘🧱 Composite Structure Diagram	More info	UML Diagram	Shows the internal structure of a class and the interactions between its parts.	Helps design complex classes and object collaborations.
📘📦 Package Diagram	More info	UML Diagram	Organizes elements of a system into packages and shows dependencies between them.	Enhances code organization and modular design.
📘🖥 Deployment Diagram	More info	UML Diagram	Illustrates the physical deployment of artifacts on nodes (hardware).	Guides infrastructure planning and deployment strategy.
📘🏷 Profile Diagram	More info	UML Diagram	Defines custom stereotypes, tagged values, and constraints to extend UML for a specific domain.	Enables domain-specific modeling and customization.
⚡👤 Use Case Diagram	More info	UML Diagram	Shows system functionality from a user’s perspective and the interactions with actors.	Clarifies system requirements and user interactions.
⚡🏃 Activity Diagram	More info	UML Diagram	Represents workflows or business processes step by step.	Improves understanding of process flows and identifies bottlenecks.
⚡⏱ Sequence Diagram	More info	UML Diagram	Shows interactions between objects over time; emphasizes message order.	Analyzes communication patterns and validates system logic.
⚡🔗 Communication Diagram	More info	UML Diagram	Focuses on interactions between objects, emphasizing relationships rather than time.	Clarifies object collaborations and relationships.
⚡🎛 State Machine Diagram	More info	UML Diagram	Models the lifecycle of an object, showing states and transitions.	Helps design reactive systems and manage state transitions.
⚡⏳ Timing Diagram	More info	UML Diagram	Focuses on object states over time, often used for real-time systems.	Critical for analyzing timing constraints and real-time behavior.
⚡🗺 Interaction Overview Diagram	More info	UML Diagram	Combines activity and sequence diagrams to show complex control flows.	Provides a high-level view of interactions and control logic.
⚡📊 Behavioral State Diagram	More info	UML Diagram	Shows how an entity responds to events during its lifecycle.	Ensures correct behavior under various events and conditions.