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Blueprint created Monday, June 23, 2025
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Meeting Preparation Email System
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Abstract

This document describes an automated process that prepares and sends meeting preparation emails for upcoming client meetings. The process continuously monitors your calendar for meetings with external participants, identifies these as potential client meetings, and schedules preparation emails to be sent one day before each meeting. These preparation emails include a summary of previous email interactions with the meeting participants, providing context and relevant information to help you prepare for the meeting.

The document covers identifying client meetings, analyzing email interactions, generating preparation emails, and scheduling and sending these emails.


1. Client Meeting Identification

Potential client meetings are identified by examining your calendar events for the next two weeks. A meeting is considered a potential client meeting if it includes at least one external participant (someone whose email address does not belong to your company's domain).

Your primary calendar is checked every hour for upcoming meetings within the next two weeks. External participants are identified by checking if their email addresses end with your company's domain. Those with email addresses from different domains are considered external participants (potential clients).


2. Email Interaction Analysis
3. Preparation Email Generation
4. Email Scheduling and Delivery
5. Email Interaction Analysis Process
Supervised Operations
Diagram
Yes
No
No
Yes
Yes
No
Check calendar for upcoming meetings
Does meeting have external participants?
Is preparation email already scheduled?
Is meeting more than one day away?
Schedule preparation email for one day before meeting
Check for emails that need to be sent now
Collect email interactions with external participants
Generate summary of email interactions
Create preparation email with meeting details and summaries
Send preparation email to user
Wait for next check interval


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When analyzing email interactions with meeting participants, the following process occurs:

1. Up to