meeting-assistant/docs/meeting-workflow-engine.md

Meeting Workflow Engine

Meeting Assistant has a small local workflow engine for meeting-specific automation. It is intended for rules that are too personal or environment-specific to hard-code, such as adding default attendees, cleaning meeting titles, binding projects, or adding context notes when known speakers are detected.

The workflow engine is deliberately narrow. It runs from a local YAML file, evaluates rules against the current meeting note read from disk, and applies a small set of meeting-safe mutations.

Configuration

The rules file path is configured through MeetingAssistant:Automation:RulesPath.

{
  "MeetingAssistant": {
    "Automation": {
      "RulesPath": "meeting-rules.local.yaml"
    }
  }
}

meeting-rules.local.yaml is the default local rules file and is ignored by git. The path may be absolute, relative to the process working directory, or use environment variables.

If the configured path is empty, missing, or points to a blank file, the workflow engine does nothing.

The tray menu includes Settings and logs, which opens a small MewUI chat assistant for this configured rules file, the local speaker identity database, appsettings configuration, and application logs. The assistant uses the summarizer agent configuration by default and can be overridden through MeetingAssistant:WorkflowRulesEditor.

{
  "MeetingAssistant": {
    "WorkflowRulesEditor": {
      "Endpoint": "",
      "KeyEnv": "",
      "Model": "",
      "EnableThinking": null,
      "ReasoningEffort": null,
      "MaxOutputTokens": null,
      "EnableCompaction": null,
      "CompactionRemainingRatio": null,
      "ResponsesCompactPath": "",
      "InitialPrompt": ""
    }
  }
}

Blank editor values inherit from MeetingAssistant:Agent. This keeps the editor on the same LiteLLM Responses endpoint and model as the summarizer unless a value is explicitly configured. Each user-submitted editor turn sends its first model request with X-Initiator: user; follow-up model requests in the same turn, such as tool-call continuations, use X-Initiator: agent.

The editor agent prompt includes this document and is restricted to these tools:

• read_rules: read the configured rules file, optionally by inclusive 1-based line range.
• write_rules: append to the configured rules file by default after validating that the complete YAML document parses as a supported workflow rules document. Pass replace_file: true only when intentionally replacing the whole rules file. When validation fails, the tool refuses the write and returns the invalid rule/field plus supported values so the agent can fix and retry.
• search: search only the configured rules file with ripgrep-style syntax.

POST /diagnostics/workflow/reload reloads application configuration without restarting the process. Use it after changing workflow automation configuration such as MeetingAssistant:Automation:RulesPath. The endpoint returns the currently bound rules path:

{
  "rulesPath": "meeting-rules.local.yaml"
}

The YAML rules file itself is read for every workflow event, so changing the contents of the same rules file does not require this endpoint. Use the endpoint when the application configuration changes, for example when pointing RulesPath to a different YAML file. A meeting run that already captured its options may continue with those options; future runs and future configuration reads use the reloaded configuration.

Execution Model

The engine runs when MeetingRecordingCoordinator emits a meeting workflow event:

• created: after the meeting note and assistant context artifact are created.
• state_transition: after the assistant context state moves forward.
• speaker_identified: when live or final speaker identification reports a display name.

For every event, the engine:

1. Loads the current rules file.
2. Reads the latest meeting note from disk.
3. Evaluates every matching rule in file order.
4. Applies each matching rule's steps in order.
5. Rebuilds the template model after every step, so later steps can see earlier mutations.
6. Saves the meeting note once if any meeting-note step changed it.
7. Updates assistant-context frontmatter links/title from the saved meeting note after note changes.

Rules are best-effort automation. The settings/logs write tool rejects invalid YAML, unknown steps, unsupported set-property fields, trigger or condition entries without a supported key, and step value Razor templates that fail against the workflow template model before writing the rules file. Invalid NCalc expressions can still fail at workflow runtime and should be covered by tests before the engine is broadened.

YAML Shape

The top-level YAML document contains a rules array.

rules:
- name: add-default-attendee
  on:
    - created: {}
  if:
    - condition: meeting.attendees.count = 0
  steps:
    - uses: add_attendee
      value: Manuel

Each rule has:

• name: log-friendly rule name.
• on: one or more triggers. At least one must match.
• if: optional list of conditions. All top-level conditions must pass.
• steps: ordered actions to run when the rule matches.

Triggers

created

Runs after a meeting note is created.

on:
  - created: {}

state_transition

Runs when the assistant context state transitions. from and to are optional filters; omitted filters match any value.

on:
  - state_transition:
      from: collecting metadata
      to: transcribing

Supported state names are:

• collecting metadata
• transcribing
• speaker recognition
• summarizing
• finished
• error

speaker_identified

Runs when speaker identification reports a display name. name is optional; when supplied, it matches case-insensitively.

on:
  - speaker_identified:
      name: Ada

Conditions

Conditions use NCalc expressions. Dotted workflow variables may be written directly; the engine rewrites them into NCalc parameters internally.

if:
  - condition: meeting.attendees.count = 0

Available condition variables:

• meeting.attendees.count
• meeting.attendees
• meeting.projects
• meeting.title
• meeting.state
• event.type
• state.from
• state.to
• speaker.name

Available helper functions:

• contains(haystack, needle): case-insensitive string or collection contains.
• starts_with(value, prefix): case-insensitive string prefix check.
• ends_with(value, suffix): case-insensitive string suffix check.

Nested boolean groups are supported:

if:
  - and:
      - condition: contains(meeting.title, '[External]')
      - not:
          condition: contains(meeting.projects, 'Internal')

Top-level if entries are combined with and.

Step Templating

Step value fields can be plain strings or Razor templates. Razor templates receive this model:

• Model.Meeting.Title
• Model.Meeting.Attendees
• Model.Meeting.Projects
• Model.Meeting.State
• Model.Event.Type
• Model.Event.From
• Model.Event.To
• Model.Speaker.Name

Example:

steps:
  - uses: add_context
    value: "Known speaker identified: @Model.Speaker.Name"

The engine invokes Razor when the value contains an unescaped @ that is not part of a valid email address token. Literal email addresses such as Support@contoso.com are left unchanged; if the same value also contains a Razor expression, the email @ is escaped before rendering so the address still appears normally in the rendered result.

Steps

add_attendee

Adds a normalized attendee display name to meeting note frontmatter if it is not already present case-insensitively.

steps:
  - uses: add_attendee
    value: Manuel

remove_attendee

Removes attendees whose normalized display name matches the rendered value.

steps:
  - uses: remove_attendee
    value: "Guest"

set_property

Sets a supported meeting property. The initial supported property is title or meeting.title.

steps:
  - uses: set_property
    property: title
    value: "@Model.Meeting.Title.Replace('[External] ', '')"

add_context

Appends rendered text to the assistant context artifact body. This step does not count as a meeting-note mutation and does not cause a meeting-note save by itself.

steps:
  - uses: add_context
    value: "Ada was identified; check project ownership notes."

add_project

Adds a project name to meeting note frontmatter if it is not already present case-insensitively.

steps:
  - uses: add_project
    value: Meeting Assistant

Examples

Add a default attendee only for empty meetings:

rules:
- name: add-me
  on:
    - created: {}
  if:
    - condition: meeting.attendees.count = 0
  steps:
    - uses: add_attendee
      value: Manuel

Remove a title marker after metadata collection:

rules:
- name: clean-external-marker
  on:
    - state_transition:
        from: collecting metadata
  if:
    - condition: starts_with(meeting.title, '[External] ')
  steps:
    - uses: set_property
      property: title
      value: "@Model.Meeting.Title.Replace(\"[External] \", \"\")"

Add context when a speaker is identified:

rules:
- name: note-ada
  on:
    - speaker_identified:
        name: Ada
  steps:
    - uses: add_context
      value: "Ada was identified. Check whether the architecture decision log needs an update."

Add context when metadata gathering ends with a specific attendee:

rules:
- name: note-review-owner
  on:
    - state_transition:
        from: collecting metadata
  if:
    - condition: contains(meeting.attendees, 'Manuel')
  steps:
    - uses: add_context
      value: "Manuel is attending; include implementation follow-ups in the summary."

Implementation Notes

Core files:

• MeetingAssistant/Workflow/MeetingWorkflowEngine.cs
• MeetingAssistant/Workflow/MeetingWorkflowModels.cs
• MeetingAssistant/Workflow/MeetingWorkflowEvent.cs
• MeetingAssistant/Workflow/FileMeetingWorkflowRulesProvider.cs
• MeetingAssistant/Workflow/WorkflowRulesEditorChatPipeline.cs
• MeetingAssistant/Workflow/WorkflowRulesEditorTools.cs
• MeetingAssistant/Workflow/MewUiWorkflowRulesEditorWindowService.Windows.cs
• MeetingAssistant/Recording/MeetingRecordingCoordinator.cs
• MeetingAssistant.Tests/MeetingWorkflowEngineTests.cs
• MeetingAssistant.Tests/MeetingWorkflowDiagnosticEndpointTests.cs
• MeetingAssistant.Tests/WorkflowRulesEditorTests.cs

When extending the workflow engine:

1. Update OpenSpec requirements if behavior changes.
2. Add behavior tests through MeetingWorkflowEngine or the recording coordinator event surface.
3. Keep the supported trigger, condition, template model, and step lists in this document current.
4. Keep README.md as the short operational overview and link back here for details.
5. Keep the local rules file ignored by git; do not commit personal automation rules.