meeting-summary Specification

Purpose

TBD - created by archiving change define-meeting-assistant-v1. Update Purpose after archive.

Requirements

Requirement: Meeting Assistant generates meeting outputs

Meeting Assistant SHALL generate a summary, decisions, and next steps from the meeting transcript, metadata, user notes, and assistant-discovered context.

Meeting Assistant SHALL use a Microsoft Agent Framework pipeline for the first summary implementation. The pipeline SHALL use a configurable OpenAI-compatible endpoint, model, and API key source, including support for a direct key or an environment variable name.

The summary pipeline SHALL retry transient model endpoint failures according to configurable reconnection attempts and delay settings.

The summary pipeline SHALL track context-window usage for the configured model using response usage when available and request-size estimates otherwise. The context-window limit, maximum output reserve, compaction enablement, compaction threshold, and Responses compact endpoint path SHALL be configurable.

When only the configured remaining context ratio is available, the summary pipeline SHALL try to compact the conversation through the configured OpenAI-compatible POST /v1/responses/compact endpoint. If that endpoint is unavailable or returns invalid data, the pipeline SHALL fall back to Microsoft Agent Framework compaction.

Fallback compaction SHALL become increasingly aggressive: collapse old tool results, summarize older conversation spans, keep only the last four user turns, and drop oldest groups if still over budget.

When summary generation fails after retries, Meeting Assistant SHALL write a markdown failure report to the configured summary note path. The failure report SHALL include a clickable retry link, error details, and the meeting artifact paths needed to diagnose or retry the run.

After transcript processing finishes for a recording, Meeting Assistant SHALL automatically invoke the summary pipeline for that meeting.

Meeting Assistant SHALL expose an API operation to retry summary generation for a given summary note path. The retry operation SHALL resolve the linked meeting artifacts from the meeting note frontmatter and SHALL overwrite the existing summary note with either the new summary or a new failure report.

The summary pipeline SHALL expose tools scoped to the current meeting:

read_meetingnote
read_transcript
read_context
read_usernotes
read_glossary
write_summary
write_context
list_projects
list_projectfiles
read_projectfile
write_projectfile
search

All summary-agent read tools that return file-like content SHALL support either reading the whole file or reading a clamped inclusive 1-based line range when from and to are supplied.

After writing the meeting summary, the summary agent SHALL update existing project files when the meeting produced project-relevant knowledge.

The assistant context note SHALL keep meeting, transcript, summary, state, and agenda in frontmatter. When a Teams appointment is detected at recording start, the assistant context note SHALL also keep scheduled_end in frontmatter. The state value SHALL be one of transcribing, speaker recognition, summarizing, finished, or error.

The summary note SHALL keep frontmatter links to meeting artifacts and SHALL copy title, start_time, and end_time from the meeting note when available. If the meeting note has no title, the summary agent SHALL be able to provide a title when writing the summary.

The summary agent SHALL be able to read and write the assistant context body as its own notebook using overwrite, replace, and insert line modes.

Scenario: Assistant context note is initialized

WHEN Meeting Assistant starts a meeting session
THEN it creates the assistant context note with frontmatter links to the meeting note, transcript note, and summary note
AND the assistant context frontmatter state is transcribing
AND the assistant context frontmatter includes agenda, empty when no agenda is known
AND the assistant context frontmatter includes scheduled_end when Teams metadata supplied a scheduled end time

Scenario: Assistant context state follows meeting processing

WHEN transcription, final speaker recognition, and summary generation progress
THEN Meeting Assistant updates assistant context frontmatter state to transcribing, speaker recognition, summarizing, finished, or error as appropriate
AND preserves existing agenda and scheduled_end frontmatter values

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