Tana meeting notetaker

Tana now offers a fully integrated AI meeting notetaker as part of the desktop experience. You can use it to transcribe meetings, generate summaries, and link notes directly to your work - without needing to install a plugin or add a bot.

How to set it up

1. Open the configuration for your meeting supertag

• You can use an existing tag (e.g. #meeting) or create a new one by typing # followed by your tag name anywhere in Tana.
• You can set up the meeting notetaker on as many supertags as you want.

2. Enable meeting notetaker on a supertag

• Toggle Audio-enabled tag on under the “AI and commands” section.
• Turn on Include system audio to include audio played by your computer, for example other voices in online meetings.
• Turn on Output as transcript if you want to transcribe with speaker separation and timestamps (stored in the note's source material).

This will automatically add the “Text processing agent” command with its default configuration.

See here for further customization of the text processing agent.

Enabling these options will make a Mic button appear on the supertag:

When you open a tagged meeting, you'll see the mic button below the title:

Start note taking

You can start a transcription in several ways:

• Click the microphone button on any note tagged with an audio-enabled supertag.
• Click the desktop notification if Tana detects a meeting or you've synced your Google Calendar to Tana.
• Use the command line with Cmd+K (or Ctrl+K) and choose “Start meeting with...”. and select the supertag you want to use (all audio-enabled tags will show).

When meeting transcription is started you’ll see a floating recording menu when Tana’s not in focus, or a recording indicator in the sidebar when it is. This gives you quick controls to pause for privacy, or end the meeting and start post-processing. Clicking the recording indicator will open the meeting note in Tana.

Transcript view

You'll see a Transcribing... button on the meeting that you can click to open and see the live transcription in source material. This button will also be available when you pause or stop the transcription so you can revisit the transcription at any time.

Tana AI chat is available on all notes. To chat with a meeting note:
- Press space on an empty line inside the meeting
- Or click ✨ Ask AI about this content in the top right

Transcription language

Tana supports realtime transcription in over 60 languages. By default, transcription uses auto-detect, which can dynamically switch between languages during a meeting.

To change this:

• Shift-click the microphone button before starting the transcription,
• Click the globe icon in the transcription view during, or
• Set a default language using the “Set default transcription language to...” command

The summary will be generated in the same language as the spoken language. You can translate the summary by using AI chat.

Configure transcription (Advanced)

Transcription context

You can add context to improve the quality of transcription for difficult words or names. This is configured in the Realtime transcribe audio command (automatically added when you enable audio on a tag):

• Add the Transcription context parameter to the Realtime transcribe audio command under "Compact menu".
• Include names or other vocabulary manually, or reference a field (e.g. Attendees) to include dynamic context from the meeting.

Custom post processing

When you click to stop transcription, Tana can run a post processing command. The post processing command is set up under the audio-enabled toggle in the supertag configuration.

The default command is the Text processing agent, which is adapted to work well for meeting transcripts. You can also set up your own custom post processing using command nodes.

By default the Text processing agent gives you a summary based on the full meeting transcript. You can further customize its behavior, below are some of the customization you can do.

Extract action items

To automatically extract action items from your meeting.

1. Edit the Text processing agent in the meeting tag configuration.
2. Add the Action items target parameter, and reference the field where the items should be placed.
3. Add the Tag to use for action items parameter and reference the supertag to use for extraction.
4. Optional: Add the Action items prompt parameter to specify what should be extracted in more detail.

Action items will be extracted from the transcript and created as individual nodes with a tag suggestion. You can simply click the tag suggestion to apply the tag.

If you want extracted action items to be tagged directly, not just suggested, then you can use the Add tags directly parameter.

Custom summary notes

You can add a notes field to your meeting to include your own meeting notes as context to the summary that the Text processing agent creates. This allows you to highlighting key points during the meeting or add additional context to be included in the summary.

• Add a field to your audio-enabled supertag (ex. Notes).
• Add the Meeting notes field parameter to the Text processing agent and reference the field.

Any notes written in the field will be included as context to the summary when the live transcription is stopped.

Other item extraction

In addition to action items, you can extract other kinds of information from your meeting transcripts.

Item extraction is better suited for extracting things that are not directly actionable like tasks, follow-ups, etc. This functions well as a more general extraction, for example user observations, learnings, insights, etc. There are no restrictions to what you can extract.

1. Edit the Text processing agent in the meeting tag configuration.
2. Add the Extracted items target parameter, and reference the field where the items should be placed.
3. Add the Tags to use for item extraction parameter and reference the supertag to use for extraction.
4. Optional: Add the Extracted items user prompt parameter to specify what should be extracted in more detail.

You can also extract entities with using the same method and the parameters: New entities target, Tags to use for entities, and optionally Entities prompt. Entities can be things like companies, people, cities, countries, etc.

Custom prompts

You can add a custom prompt to the Text processing agent to tailor the generated summary or extracted items. All functions have system prompts that are tailor made for the task, but you can override these by using the different prompt parameters if you want to customize the output.

1. In the supertag configuration, edit the Text processing agent.
2. Add the prompt parameter that you want to override: Summary prompt, Action items prompt, Extracted items user prompt, Entities prompt, Augment prompt.
3. Write your custom instructions.

Use cases beyond regular meetings

This feature is built for meetings but also works well for:

• User interviews
• Sales calls
• Hiring interviews
• Voice workflows
• Lectures
• And more!

Explore use cases and workflows in the Tana template store!