How to turn meeting notes into assigned Clipflow projects and Instagram drafts from one prompt

Get the ideas out of your notes before the week moves on

Your Monday meeting produces a reel idea, a customer story worth telling and a promise that someone will film the new offer. Turning that into work usually means opening Clipflow, creating three projects, adding your editor and then writing captions you do not have time for. This prompt does all of it from the notes you already have.

You need Claude or ChatGPT connected with write access. If you have not done that yet, start with Set Up Your Assistant.

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The prompt

Fill in the brackets and paste your notes or meeting transcript at the end.

Here are my notes from today’s meeting. In Clipflow, in the [organization name] organization:

1. Pull out each piece of content we agreed to make, and ignore everything else.
2. Create one project for each. Give it a short title and a description with the angle and anything said in the meeting that the team will need.
3. Set each one up from the [template name] project template.
4. Add [assignee] to each project, unless the notes name someone else for it.
5. In each project, draft [two] Instagram Reel posts with a title and caption, built from what was said in the meeting.

First show me the list of projects and who is on each one, and wait for my OK.

Notes: [paste here]

Leave out step 3 if you do not use templates. If your meeting tool is connected to your assistant as well, replace the pasted notes with “Read the notes from today’s [meeting name].”

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What happens in Clipflow

1. Your assistant reads your organization. It looks up your team, statuses and templates, so “Sam” in your notes becomes the right person. If two people match, it should ask you.
2. You check the plan. Fix anything here in plain words, such as “merge the first two” or “put Priya on the third”. Nothing has been created yet.
3. The projects appear. Each one starts in the first status of your workflow unless you name another. You own the project, and the people you named join as editors. A template brings its task list and team with it.
4. Your team finds out. Everyone on a new project gets the usual project notification, according to their notification settings.
5. The drafts wait in each project. They are Draft posts on your organization’s Instagram channel. They have no video attached yet, because the video does not exist yet.

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Your part

When the video is finished and approved, attach it to the draft, or ask your assistant to do it: “Attach the approved video in [project] to its Instagram drafts.” Then read the caption in Review → Posts and mark it Ready. If you use Automatic Posting and time slots, Clipflow gives it the next open slot and publishes it.

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Change it to fit your meeting

One campaign with several pieces. Ask for one parent project and a sub-project for each piece: “Create a project called [campaign], with a sub-project for each piece of content.” Sub-projects pick up the parent’s category, labels and team.

Set a date. Add “Set each project’s date to [day], or the date in the notes.” Use this for anything tied to a launch or event.

Other platforms. Name them in step 5: “Draft one Instagram Reel, one YouTube Short and one TikTok.” Your assistant can look up every post type your channels support.

No filming needed. For a carousel or image post, say so in step 5. Your assistant writes the caption, and you or your designer add the images.

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Good to know

• Tasks come from templates. Your assistant cannot add individual tasks to a project, so put the steps you always follow in a project template and name it in the prompt.
• People go on projects. You cannot assign a single post to someone. If two people own different posts, give each one a project.
• Name the project for loose drafts. A post created without a project gets a new project of its own. In this prompt that does not come up, but it will if you ask for drafts on their own.
• The caption is only as good as the notes. Short notes give you generic captions. A full meeting transcript gives your assistant real phrases and examples to work from.

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Related articles

• Set Up Your Assistant: connection, rules and limits
• Use Project Templates: task lists for every new project
• Fill an Empty Content Week: draft posts from your calendar gaps