Knowledge process Flow

How your meetings, texts, emails, and videos are automatically captured, analyzed, and made searchable — triggered by real events, not on a timer.

The Pattern (Unified, Reusable)

📅 Trigger A calendar meeting ends. The system knows exactly when to look.

→

📦 Product ~15 minutes later, the notetaker output arrives (email notification or platform).

→

⚙ Process Ingest the recording, rank and analyze it, index it into searchable knowledge.

Your Knowledge Sources

🗣

Meeting Notetakers

Every meeting with a notetaker is automatically transcribed, summarized, and indexed with action items and keywords. Triggered by your calendar — no arbitrary timer.

Calendar-Triggered

💬

Text Messages

iMessages and SMS to/from your phone are pulled, organized by date and contact, and made searchable. Change-detection checks for new messages only.

Change-Detected, 30 min

📧

Email

Gmail threads are scanned for contacts, subjects, and activity patterns. Both inbox and sent mail are covered.

Daily Refresh

🎬

YouTube Videos

Transcripts from your 3 YouTube channels are pulled and indexed. Unlisted video links shared via text are also captured as text records.

Daily Pull

📁

Google Drive

Your entire Drive file inventory is indexed, categorized, and ranked by business relevance and recency.

Daily Refresh

👥

CRM Contacts

Groups, referrals, and active deals are synced daily. Changes in group membership are tracked over time.

Daily Sync

How It Works: Step by Step

Trigger — Something Real Happens

You finish a meeting, send a text, or record a video. The system watches your calendar — when a meeting ends, it knows to start looking for the recording.

Not on a timer. Not "check every X minutes." A real event triggers the process. For texts, it uses change-detection: only pulls when there are genuinely new messages.

Product — Find the Recording

About 15 minutes after your meeting ends, the notetaker finishes processing. The system looks for it — first by checking for a "your recording is ready" notification, then by searching the platform directly.

If the product isn't ready yet, it waits and re-checks with backoff. It doesn't give up — it retries up to 6 times over 30 minutes.

Ingest — Capture the Content

The raw transcript, summary, and action items are saved as an organized file. For texts, messages are saved in daily files grouped by contact.

Rank, Analyze, Summarize (RAS)

Each item is scored by relevance: recent meetings and active deals rank highest. Topics, participants, and action items are extracted. Key insights are surfaced.

Index — Make It Searchable

Everything flows into searchable indexes: contacts cross-referenced across email, text, CRM, and meetings. A unified person index ties it all together.

What Happens When You ...

You Do This	How It Gets Captured	Typical Delay
Finish a meeting with notetaker	Calendar triggers product search. Transcript, summary, action items ingested.	~15-20 min after meeting ends
Text someone a YouTube link	Text with link ingested at next change-detection. Video transcript pulled daily.	Text: ~30 min. Video: next morning
Send/receive a text message	Change-detection catches new messages. Organized by date and contact.	~30 minutes
Send/receive an email	Contact indexed, thread tracked, cross-referenced at next daily refresh.	Next daily refresh (5 AM or 5 PM)
Upload a file to Drive	File categorized, ranked by relevance, indexed at next daily refresh.	Next daily refresh

Watcher Schedule

Source	Method	Cadence
Meeting Notetakers	Calendar-triggered (event ends -> detect product -> ingest)	Trigger checks every 5 min; acts only when meetings end
Text Messages	Change-detection poll (only fetches when new messages exist)	Every 30 minutes
Email (Gmail)	Full refresh (contacts, threads, sent mail)	Daily (5 AM + 5 PM)
YouTube Channels	Transcript pull from all 3 channels	Daily (8 AM)
Google Drive	Full refresh (file inventory, categorization, RAS)	Daily (5 AM + 5 PM)
CRM	Full sync (groups, referrals, deals)	Daily (6 AM)