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Meeting-to-Vault Pipeline

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Overview

Every meeting with your sherpa generates decisions, action items, and commitments. The Meeting-to-Vault Pipeline automatically extracts these decisions from meeting transcripts and builds a searchable registry - so you and your sherpa can instantly find what was agreed about pricing, features, or strategy without digging through hours of meeting notes. Decisions link to your vault documents and PRD sections, creating a complete audit trail from conversation to execution.

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Step-by-Step Guide

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Viewing Meeting Decisions

  1. Access your decisions - Navigate to the Supa Sherpa page (/supasherpa) or Human Sherpa Dashboard (/humansherpadashboard) and look for the decisions panel
  2. Search by topic - Type keywords like “pricing” or “MVP features” into the search box to filter decisions from all your meetings
  3. Review decision details - Click any decision to see the full context: when it was made, who participated, which meeting it came from, and its current status (ACTIVE, SUPERSEDED, or REVOKED)
  4. Link to PRD sections - If you’re a sherpa, you can link decisions to specific PRD sections by clicking “Connect to PRD” and selecting the relevant section
  5. Check decision history - View all decisions for your job, sorted by date, to track how your strategy evolved over time

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Understanding Decision Status

  1. ACTIVE decisions - Current agreements that guide your work
  2. SUPERSEDED decisions - Older decisions replaced by new ones (includes reason and reference to the new decision)
  3. REVOKED decisions - Decisions explicitly cancelled by your sherpa
By default, you only see ACTIVE decisions. Use the status filter to view superseded or revoked decisions when reviewing your project history.

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Common Questions

Q: What happens if a meeting doesn’t have a job attached?
Decisions are still extracted and stored, but they’re only accessible by meeting ID. For job-scoped searches to work, make sure your meetings are linked to the correct job when scheduled. Q: Can I change a decision’s status?
Only sherpas and admins can mark decisions as SUPERSEDED or REVOKED. If you believe a decision is outdated, discuss it with your sherpa in your next meeting - they’ll update the status with an explanation. Q: What if a meeting transcript is updated after decisions are extracted?
When a meeting is re-processed, existing decisions are marked SUPERSEDED with the reason “Re-processed from updated transcript,” and new decisions are created as ACTIVE. This preserves the full history while reflecting the corrected transcript. Q: How are participants identified for each decision?
The system identifies who was present when the decision was made using meeting attendance records. If attendance data is unavailable, it falls back to the meeting organizer or leaves the participant list empty. Q: Why don’t I see a decision I remember discussing?
The transcript processor may not have identified it as a formal decision (action items and vague discussions aren’t captured). If it’s important, ask your sherpa to manually add it or clarify it as a decision in the next meeting.

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Troubleshooting

Issue: No decisions appear for a recent meeting
Check the meeting status in your Meeting page (/meeting). Processing takes 2-5 minutes after the meeting ends. If the meeting shows COMPLETED but no decisions appear, the transcript may not have contained explicit decision language - review the meeting minutes in your Data Room. Issue: Search returns no results even though I know decisions exist
Verify you’re searching within the correct job. The search is job-scoped by default. Also check the status filter - if it’s set to “SUPERSEDED” you won’t see active decisions. Issue: Vault filing failed but decisions were extracted
This happens when your job doesn’t have a data room configured. Decisions are still saved and searchable, but the meeting minutes document wasn’t filed. Contact your sherpa to set up the data room, then re-process the meeting. Issue: Decision text is cut off
Decisions longer than 2,000 characters are truncated with an ellipsis. The full text is preserved in the original meeting minutes JSON file in your vault. Navigate to Data Room Detail (/dataroomdetail) and search for the meeting minutes document. Meeting Intelligence (Feature 072) - The foundation that generates transcripts, action items, and meeting minutes. The Meeting-to-Vault Pipeline extends this by making decisions searchable and linking them to your vault and PRD. Data Room - All meeting minutes are automatically filed to your job’s data room in the MEETING_MINUTES category. Browse these documents in the Data Room Detail page (/dataroomdetail) to see full transcripts and context. PRD Traceability - Link decisions to specific PRD sections to create an audit trail from meeting conversations to requirements. View these connections in the PRD Traceability page (/prdtraceability) to understand why features were scoped the way they were.