meeting-recorder: Ground AI summaries and follow-ups

apps/web/__tests__/eval/meeting-follow-up-draft.test.ts

@@ -25,6 +25,7 @@ const ROLLOUT_SUMMARY: MeetingSummary = {
     {
       description:
         "Tell the customers who already have the fifteenth in writing",
+      owner: null,
     },
   ],
   openQuestions: ["Who owns the migration webinar?"],
@@ -45,6 +46,7 @@ const UNRESOLVED_PRICING_SUMMARY: MeetingSummary = {
   openQuestions: [
     "Do they pay for all forty people or only the fifteen daily users?",
   ],
+  nextSteps: [],
 };
 
 describe.runIf(shouldRunEval)("meeting-follow-up-draft eval", () => {
@@ -146,7 +148,7 @@ describe.runIf(shouldRunEval)("meeting-follow-up-draft eval", () => {
           criterion: {
             name: "Ready to send",
             description:
-              "The email is addressed to the group and could be sent as written. It contains no unfilled placeholders for the sender to complete, no meta-commentary about being AI-generated, and no instructions to the reader about how to use the draft.",
+              "The email is addressed to the group and could be sent as written. It contains no unfilled placeholders for the sender to complete, no meta-commentary about being AI-generated, and no instructions to the reader about how to use the draft. Explicitly named action owners remain the owners; work that the source leaves unassigned may be omitted or described without an owner and must not be treated as a drafting placeholder.",
           },
           input: JSON.stringify(ROLLOUT_SUMMARY, null, 2),
           output: `${draft.subject}\n\n${draft.body}`,

apps/web/utils/ai/meeting-recorder/draft-meeting-follow-up.ts

@@ -16,6 +16,9 @@ The user reviews and sends this themselves, so write it as them, ready to send.
 Rules:
 - Only reference what the meeting actually covered. Never invent a commitment, a deadline, a price or a next step that was not agreed.
 - Do not promise anything on the user's behalf that they did not say they would do.
+- Preserve the owner of every named commitment. Do not rewrite another person's action as "I will"; use first person only when the summary establishes that the sender owns the action.
+- When an action has no owner, keep it unassigned and describe the agreed work without inventing an owner or turning the email into a request to fill in missing information.
+- The sender is identified by email. Do not assume the sender is any differently named owner in the summary.
 - Recap only what is useful to the recipients. This is an email, not a transcript: a few short paragraphs or a small list.
 - Address the recipients as a group. Do not open with a placeholder like "[Name]".
 - If a writing style is provided, match the user's tone and formality.
@@ -132,5 +135,7 @@ ${JSON.stringify(summary, null, 2)}
 </summary>
 
 ${getTodayForLLM()}
-Write the follow-up email as ${emailAccount.email}.`;
+Sender: ${emailAccount.email}
+
+Write the follow-up email as the sender.`;
 }

apps/web/utils/ai/meeting-recorder/summarize-meeting.ts

@@ -19,6 +19,10 @@ Rules:
 - When the meeting reverses an earlier decision, report the final position, not the one that was superseded.
 - If a speaker label looks wrong or two speakers have similar names, prefer describing what was decided over who said it.
 - Leave a section empty when the meeting genuinely had nothing for it. An empty list is better than a filler entry.
+- Put each fact in the single section that best describes it. A decision is a settled choice, not merely a commitment or deadline. Do not repeat an action item as a next step or restate a decision in another section.
+- Combine closely related work into one action item when the same person took responsibility for the same outcome.
+- Keep an action's deadline or timing in that action item's description. Do not move task timing into next steps.
+- Keep the length proportionate to the meeting. For a short, single-topic meeting, use a brief overview and only the distinct details someone needs to remember.
 - Write in the language the meeting was held in.
 - Write for someone who attended and wants a reminder, not for someone who needs the meeting re-narrated.
 
@@ -27,29 +31,41 @@ Return your response in JSON format.`;
 const summarySchema = z.object({
   overview: z
     .string()
-    .describe("A short paragraph covering what the meeting was about"),
+    .describe(
+      "One or two sentences covering what the meeting was about, without repeating the detailed lists",
+    ),
   keyDecisions: z
     .array(z.string())
-    .describe("Decisions the group actually settled on"),
+    .describe(
+      "Choices the group actually settled on; exclude action items, deadlines and status updates",
+    ),
   actionItems: z
     .array(
       z.object({
-        description: z.string(),
+        description: z
+          .string()
+          .describe(
+            "The agreed work and any deadline or timing attached to that work",
+          ),
         owner: z
           .string()
-          .optional()
-          .describe("Only set when the transcript shows who took this on"),
+          .nullable()
+          .describe(
+            "The person who took this on, or null when the transcript does not establish an owner",
+          ),
       }),
     )
-    .describe("Concrete follow-up work agreed in the meeting"),
+    .describe(
+      "Distinct concrete follow-up work agreed in the meeting, combining closely related work with the same owner",
+    ),
   openQuestions: z
     .array(z.string())
-    .optional()
     .describe("Questions raised but left unresolved"),
   nextSteps: z
     .array(z.string())
-    .optional()
-    .describe("What happens next, including any agreed timing"),
+    .describe(
+      "Separate scheduled events such as another meeting; never include action deadlines or restate action items, and use an empty list when there is no separate event",
+    ),
 });
 
 export type MeetingSummary = z.infer<typeof summarySchema>;

apps/web/utils/meeting-recorder/send-recap.test.ts

@@ -52,6 +52,8 @@ describe("sendMeetingRecapEmail", () => {
         overview: "Discussed the plan.",
         keyDecisions: [],
         actionItems: [],
+        openQuestions: [],
+        nextSteps: [],
       },
       followUpDraftCreated: false,
       logger: {

packages/resend/emails/meeting-recap.tsx

@@ -12,7 +12,7 @@ import {
 
 export type MeetingRecapActionItem = {
   description: string;
-  owner?: string;
+  owner?: string | null;
 };
 
 export type MeetingRecapContent = {