meeting-assistant/openspec/changes/attach-calendar-metadata-to-active-meeting/proposal.md

Why

Manual recordings started shortly before an appointment currently miss Outlook metadata, while concurrent appointments make automatic lookup ambiguous. Once an appointment-specific recording notification appears during an active recording, the user also has no way to attach that exact appointment's metadata without stopping the current meeting.

What Changes

• Treat a Teams appointment that starts within five minutes after a manual recording begins as current for Outlook metadata enrichment.
• Keep standalone metadata lookup conservative when multiple in-progress appointments match, or when multiple appointments fall in the grace window and none is already in progress.
• When a calendar recording prompt is shown during an active recording, add an Add metadata to current meeting action below the existing affirmative and negative actions when the Windows notification layout permits it.
• Apply the prompted appointment's title, eligible attendees, agenda, and scheduled end to the active meeting without stopping or starting a recording.
• Reuse the normal attendee transformation and artifact-update behavior when prompted metadata is attached to an active meeting.

Capabilities

New Capabilities

None.

Modified Capabilities

• meeting-session: Extend Outlook enrichment with a five-minute pre-start grace period and allow appointment-specific prompt metadata to be attached to an active meeting.

Impact

• Outlook current-meeting candidate selection and its Windows provider.
• Calendar prompt scheduling, response contracts, and Windows toast layout/activation handling.
• The active recording controller/coordinator metadata update surface.
• Meeting-note, assistant-context, transcript metadata, and workflow behavior tests.