Add Outlook Teams recording prompts

2026-06-03 10:45:20 +02:00
parent edade8ab62
commit 50daa88389
17 changed files with 1435 additions and 234 deletions
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+## Context
+
+Meeting Assistant already supports manual recording starts through hotkeys, HTTP endpoints, and the tray menu. It also reads the current Outlook Classic Teams appointment when a recording starts so meeting artifacts can be enriched with title, attendees, agenda, and scheduled end.
+
+This change adds an optional proactive prompt before Teams meetings. The app must not depend on Teams APIs for the primary meeting flow, and Outlook integration remains Windows-only because it uses Outlook Classic COM.
+
+## Goals / Non-Goals
+
+**Goals:**
+- Sync today's Outlook Classic Teams appointments when enabled.
+- Avoid frequent Outlook COM polling by caching all Teams appointments for the current local day.
+- Schedule prompt checks from the in-memory cache so back-to-back short meetings can prompt without another Outlook sync.
+- Reuse the existing native Windows app notification pattern with affirmative and negative actions.
+- Start recording on acceptance, stopping any active recording through the normal stop path first.
+
+**Non-Goals:**
+- Join, inspect, or control Teams meetings through Teams APIs.
+- Detect Zoom, Webex, or other meeting providers in this change.
+- Persist the daily prompt cache across application restarts.
+- Prompt for meetings from non-Windows builds.
+
+## Decisions
+
+### Use a day cache instead of per-minute Outlook polling
+
+Meeting Assistant syncs all Teams appointments for the current local day into memory on a configurable interval, defaulting to 30 minutes. Prompt checks then operate on that cached list.
+
+This avoids using Outlook COM as a high-frequency scheduler and supports multiple short meetings close together without requiring a sync between them. The alternative was checking Outlook every minute for due meetings, which is simpler but unnecessarily noisy and risks Outlook responsiveness issues.
+
+### Keep prompt scheduling independent from Outlook sync
+
+The hosted scheduler separates `SyncOnceAsync` from due prompt checks. Its runtime loop wakes for the earlier of the next sync or the next cached meeting start.
+
+This keeps Outlook interaction slow and bounded while preserving timely prompts. The alternative was a fixed timer that checks both cache and Outlook on the same cadence, which either polls Outlook too often or risks late prompts.
+
+### Use a recording controller adapter over direct coordinator coupling
+
+Prompt acceptance is handled through a small adapter over `MeetingRecordingCoordinator`. The adapter exposes current status, normal start, and normal stop.
+
+This keeps the prompt scheduler focused on calendar prompt behavior and leaves minimum-duration cleanup, transcription drain, speaker recognition, and summary continuation in the existing coordinator. The alternative was embedding handoff logic in the scheduler, which would duplicate recording lifecycle policy.
+
+### Use Windows-specific adapters for COM and notifications
+
+The Outlook calendar provider and meeting-start prompt service are Windows-only implementations behind platform-neutral interfaces. Non-Windows builds register no-op implementations.
+
+This preserves cross-target builds and keeps platform-specific packages and COM usage isolated. The alternative was spreading `#if WINDOWS` checks into scheduler logic, which would make the core behavior harder to test.
+
+## Risks / Trade-offs
+
+[Missed updates between syncs] -> A meeting created or changed after the last sync may not prompt until the next sync. The default 30-minute sync interval balances freshness against Outlook COM overhead and can be configured lower if needed.
+
+[App restart loses prompt memory] -> Prompted appointment keys are in memory only. A restart during the day may allow a meeting to prompt again if it is still in the prompt window. This is acceptable for the first version and avoids persistence complexity.
+
+[Outlook COM availability] -> Outlook Classic may be unavailable or slow. Sync failures are logged and retried on the next sync interval without blocking recording controls.
+
+[Notification ignored] -> Ignored prompts do not block later prompt checks, but the appointment is marked prompted for the day so the app does not spam repeated notifications.
+
+## Migration Plan
+
+The feature is disabled by default. Existing installations keep current manual recording behavior until `CalendarRecordingPrompts:Enabled` is set to `true`.
+
+Rollback is disabling `CalendarRecordingPrompts:Enabled` or reverting the change. No data migration is required because the cache is in-memory only.
+
+## Open Questions
+
+- Should the prompt cache become persistent if duplicate prompts after app restarts become annoying?
+- Should future provider detection include Zoom or other meeting links from the same Outlook appointment sync?
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+## Why
+Meeting Assistant can enrich a recording from the current Outlook Teams appointment, but it still relies on the user remembering to start recording manually.
+
+## What Changes
+- Add an optional scheduled Outlook Classic calendar check for today's Teams appointments.
+- Prompt the user through native Windows app notifications when a Teams appointment reaches its start time.
+- Start recording when the user accepts the prompt.
+- If another recording is active when the user accepts, stop it normally first, then start the new recording.
+
+## Impact
+- Adds a Windows-only Outlook calendar reader for daily Teams appointments.
+- Adds a Windows notification prompt alongside the existing inactivity prompt.
+- Adds a hosted scheduler guarded by configuration.
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+## ADDED Requirements
+### Requirement: Outlook Teams meetings can prompt recording start
+Meeting Assistant SHALL provide a disabled-by-default setting that enables scheduled Outlook Classic calendar checks for recording-start prompts.
+
+When scheduled recording prompts are enabled on Windows, Meeting Assistant SHALL periodically read the user's Outlook Classic calendar appointments for the current local day through COM into an in-memory cache.
+
+Meeting Assistant SHALL default the Outlook calendar sync interval to 30 minutes when scheduled recording prompts are enabled.
+
+Meeting Assistant SHALL schedule recording-start prompts from the cached calendar appointments rather than querying Outlook for each prompt.
+
+Meeting Assistant SHALL consider Teams appointments from Outlook calendar data as initial prompt candidates. The detection MAY be extended later for other meeting providers.
+
+When a Teams appointment reaches its scheduled start window, Meeting Assistant SHALL show a native Windows app notification asking whether to record the meeting, with affirmative and negative actions.
+
+Meeting Assistant SHALL prompt at most once per calendar appointment during a local day, regardless of whether the user accepts, declines, or ignores the notification.
+
+If the user accepts the recording prompt while no recording is active, Meeting Assistant SHALL start a new recording normally.
+
+If the user accepts the recording prompt while another recording is active, Meeting Assistant SHALL stop the active recording normally and then start the prompted meeting recording.
+
+When stopping an active recording for an accepted prompt, Meeting Assistant SHALL use the normal stop path so empty or too-short recordings are removed according to existing settings and other completed recordings continue normal transcription, speaker recognition, and summary processing.
+
+#### Scenario: Teams meeting start prompts the user
+- **GIVEN** scheduled Outlook recording prompts are enabled
+- **AND** Meeting Assistant has synced Outlook Classic Teams appointments for today
+- **WHEN** the appointment reaches its scheduled start window
+- **THEN** Meeting Assistant shows a native Windows app notification asking whether to record the meeting
+- **AND** marks that appointment as prompted for the day
+
+#### Scenario: Back-to-back cached Teams meetings prompt without another Outlook sync
+- **GIVEN** scheduled Outlook recording prompts are enabled
+- **AND** Meeting Assistant has synced two Teams appointments for today that start ten minutes apart
+- **WHEN** each appointment reaches its scheduled start window
+- **THEN** Meeting Assistant shows a recording prompt for each appointment
+- **AND** does not require another Outlook calendar sync between the prompts
+
+#### Scenario: User accepts prompt while idle
+- **GIVEN** scheduled Outlook recording prompts are enabled
+- **AND** no meeting recording is active
+- **WHEN** the user accepts a Teams meeting recording prompt
+- **THEN** Meeting Assistant starts recording normally
+
+#### Scenario: User accepts prompt while already recording
+- **GIVEN** scheduled Outlook recording prompts are enabled
+- **AND** a meeting recording is active
+- **WHEN** the user accepts a Teams meeting recording prompt
+- **THEN** Meeting Assistant stops the active recording normally
+- **AND** starts a new recording normally after the stop request
+
+#### Scenario: Prompt is disabled
+- **GIVEN** scheduled Outlook recording prompts are disabled
+- **WHEN** a Teams appointment reaches its scheduled start
+- **THEN** Meeting Assistant does not query Outlook for recording prompt candidates
+- **AND** does not show a recording prompt
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+## 1. Specification
+- [x] Add scheduled Outlook Teams recording prompt requirements and scenarios.
+
+## 2. Behavior
+- [x] Add settings for enabling scheduled calendar prompts and controlling Outlook sync timing.
+- [x] Read today's Teams appointments from Outlook Classic COM on Windows into a day cache.
+- [x] Prompt once per appointment when it reaches its start window.
+- [x] On accepted prompt, stop any active recording normally and start the new recording.
+
+## 3. Verification
+- [x] Add focused behavior tests for prompt selection and accepted handoff.
+- [x] Run relevant tests.
+- [x] Validate OpenSpec change.