llm-d-meeting-organizer

Google Apps Script solutions for meeting management, including file organization and calendar-based notifications.

Scripts Included

Meeting File Organizer (llm-d-meeting-organizer.js)

• Detects files with configured meeting patterns (e.g., [PUBLIC] llm-d sig-*)
• Requires both "Notes by Gemini" and "Recording" files for regular meetings
• Processes chat files independently without requiring pairs
• Moves files to exact target folders in Google Drive
• Sends Slack notifications to corresponding channels via webhooks
• Sends error notifications to configured channel for issues
• Runs every 15 minutes via time-based trigger
• Debug mode available for testing without moving files

Calendar Meeting Notifier (calendar-meeting-notifier.js)

• Monitors shared Google Calendar and sends Slack notifications when meetings start
• Notifies at meeting start time (1 minute early to 15 seconds late) with precise timing
• Automatically ignores meetings with "Canceled" in the title (case-insensitive)
• Prevents duplicate notifications with intelligent tracking system
• Extracts Google Meet links and meeting documents from calendar events
• Sends different messages to SIG channels vs community channel
• Smart storage management prevents PropertiesService overflow
• Uses Calendar API and Drive API for meeting data
• Comprehensive testing and monitoring functions

Quick Start

File Organizer Setup

1. Copy the script: Go to script.google.com and create a new project
2. Paste the code: Copy all contents from llm-d-meeting-organizer.js
3. Create config: Add a new file called config.js with your folder IDs and webhook URLs (see config.example.js)
4. Test first: Run testDebugMode() to verify configuration without moving files
5. Run setup: Execute setupAutomaticTrigger() to enable automatic scheduling

Full setup instructions: See LLM-D_MEETING_ORGANIZER.md

Calendar Notifier Setup

1. Create new script: Create a Google Apps Script project and paste calendar-meeting-notifier.js
2. Enable APIs: Add Google Calendar API and Google Drive API in project services
3. Create config: Copy config.example.js to create config.js with your calendar ID and webhooks
4. Test timing logic: Run testTimingWindow() to see how meetings are detected at start time
5. Test configuration: Run testConfig() to verify all settings are correct
6. Test with real data: Run testNextMeetingNotification() to test with your actual next meeting
7. Setup triggers: Execute setupCalendarTrigger() for main notifications + setupCleanupTriggers() for storage management
8. Monitor storage: Use monitorStorageHealth() to check PropertiesService usage
9. Verify operation: Check that triggers are created and monitor for live notifications

Full setup instructions: See CALENDAR_MEETING_NOTIFIER.md

File Processing

The application:

1. Searches for files matching configured meeting patterns (e.g., [PUBLIC] llm-d sig-*, [PUBLIC] llm-d Community Meeting)
2. Groups files by meeting configuration
3. Only processes complete pairs where both "Notes by Gemini" and "Recording" files are present
4. Processes chat files immediately without requiring pairs
5. Moves all matching files to the exact target folder specified in configuration
6. Posts notification to the corresponding Slack channel via webhook (skips notifications for Chat files)
7. Supports debug mode for safe testing without file movement

Prerequisites

• Google Workspace account
• Slack workspace with webhook permissions
• Shared Google Drive folder for organizing files

Files in This Repository

Scripts

• llm-d-meeting-organizer.js - File organizer Google Apps Script implementation
• calendar-meeting-notifier.js - Calendar notification Google Apps Script implementation

Configuration

• config.example.js - Configuration template for both scripts
• slack-app-manifest.yaml - Slack app configuration for webhook setup

Documentation

• LLM-D_MEETING_ORGANIZER.md - File organizer setup instructions
• CALENDAR_MEETING_NOTIFIER.md - Calendar notifier setup instructions
• README.md - This overview

Architecture

Calendar Timing System

The Calendar Notifier sends notifications exactly when meetings start:

1. Precise Timing: Runs every minute and notifies when meetings are starting (1 minute early to 15 seconds late)
2. Smart Detection: Finds meetings starting within current timeframe, accounting for trigger variations
3. Duplicate Prevention: Intelligent tracking prevents multiple notifications for the same meeting
4. Storage Management: Multi-layered cleanup system prevents PropertiesService overflow

Examples:

• Meeting at 2:00:00 PM gets notified between 1:59:00-2:00:15 PM (when trigger first runs in that window)
• Each meeting gets exactly one notification when it starts
• Old tracking records automatically cleaned up

Security & Permissions

File Organizer Requirements:

• Google Drive: Read/write access to organize meeting files
• Slack: Webhook URLs for file organization notifications

Calendar Notifier Requirements:

• Google Calendar API: Read calendar events and conference data
• Google Drive API: Read file names for meeting documents
• Slack: Webhook URLs for meeting notifications

Both scripts use secure webhook-based Slack integration and read-only calendar access.