Archive completed meeting assistant changes

openspec/specs/meeting-session/spec.md

@@ -80,6 +80,8 @@ Meeting Assistant SHALL gate Outlook Classic COM enrichment behind the Windows c
 
 When the Windows build starts a meeting and Outlook Classic has exactly one current Teams appointment, Meeting Assistant SHALL copy the appointment title to the meeting note and copy the appointment agenda and scheduled end time to the assistant-context frontmatter.
 
+Meeting Assistant SHALL exclude canceled Outlook appointments from current Teams appointment metadata lookup.
+
 Meeting Assistant SHALL copy the appointment attendees to the meeting note only when the raw appointment attendee count is less than or equal to the configured `Recording:MaxMetadataAttendeeImportCount`. The default maximum SHALL be 30 attendees.
 
 The agenda SHALL be extracted from the appointment body content before the Teams join separator or Teams join text.
@@ -91,6 +93,12 @@ The agenda SHALL be extracted from the appointment body content before the Teams
 - **AND** writes the appointment agenda into assistant-context frontmatter
 - **AND** writes the appointment end time as `scheduled_end` into assistant-context frontmatter
 
+#### Scenario: Canceled appointment is ignored during metadata lookup
+- **GIVEN** Outlook Classic exposes one canceled current Teams appointment
+- **AND** Outlook Classic exposes one active current Teams appointment at the same time
+- **WHEN** a Windows build starts a meeting
+- **THEN** Meeting Assistant selects the active appointment metadata
+
 #### Scenario: Oversized attendee list is not imported
 - **GIVEN** the configured metadata attendee import limit is 30
 - **WHEN** a Windows build starts a meeting while Outlook Classic exposes exactly one current Teams appointment with 31 attendees
@@ -115,6 +123,8 @@ Meeting Assistant SHALL schedule recording-start prompts from the cached calenda
 
 Meeting Assistant SHALL consider Teams appointments from Outlook calendar data as initial prompt candidates. The detection MAY be extended later for other meeting providers.
 
+Meeting Assistant SHALL exclude canceled Outlook appointments from recording-start prompt candidates.
+
 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.
 
 On Windows, the recording-start notification SHALL request reminder-style toast behavior and remain actionable for 5 minutes.
@@ -127,6 +137,14 @@ If the user accepts the recording prompt while another recording is active, Meet
 
 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.
 
+When the user accepts a recording prompt, Meeting Assistant SHALL start the recording with the accepted cached appointment's metadata and SHALL NOT perform a separate current-meeting metadata lookup for that prompted start.
+
+Prompted-start metadata SHALL include the accepted appointment title, attendees, agenda, and scheduled end when those values are available from the cached appointment.
+
+Prompted starts SHALL run the normal meeting workflow `created` rules before applying the accepted appointment metadata.
+
+After `created` rules run, prompted starts SHALL apply the accepted appointment metadata and then run the normal `collecting metadata` to `transcribing` state-transition workflow rules with that metadata available in the meeting note.
+
 #### 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
@@ -135,6 +153,12 @@ When stopping an active recording for an accepted prompt, Meeting Assistant SHAL
 - **AND** the notification remains actionable for 5 minutes
 - **AND** marks that appointment as prompted for the day
 
+#### Scenario: Canceled Teams meeting does not prompt recording
+- **GIVEN** scheduled Outlook recording prompts are enabled
+- **AND** Meeting Assistant has synced a canceled Outlook Classic Teams appointment for today
+- **WHEN** the canceled appointment reaches its scheduled start window
+- **THEN** Meeting Assistant does not show a recording prompt for that appointment
+
 #### 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
@@ -155,6 +179,15 @@ When stopping an active recording for an accepted prompt, Meeting Assistant SHAL
 - **THEN** Meeting Assistant stops the active recording normally
 - **AND** starts a new recording normally after the stop request
 
+#### Scenario: Accepted prompt supplies meeting metadata
+- **GIVEN** scheduled Outlook recording prompts are enabled
+- **AND** Meeting Assistant has cached two current Teams appointments with different metadata
+- **WHEN** the user accepts the recording prompt for one appointment
+- **THEN** Meeting Assistant starts the recording with the accepted appointment's metadata
+- **AND** does not perform a standalone current-meeting metadata lookup for that recording
+- **AND** runs `created` workflow rules before writing the cached appointment metadata
+- **AND** runs `collecting metadata` to `transcribing` workflow rules after writing the cached appointment metadata
+
 #### Scenario: Prompt is disabled
 - **GIVEN** scheduled Outlook recording prompts are disabled
 - **WHEN** a Teams appointment reaches its scheduled start
@@ -366,3 +399,4 @@ Meeting Assistant SHALL provide a diagnostic endpoint that opens the workflow ru
 - **GIVEN** the rules editor chat window content fits without scrolling or is already near the bottom
 - **WHEN** a new user or assistant message is appended
 - **THEN** the conversation scrolls to the bottom of the newly rendered message content
+