This article covers two small pages in the Tools group of the sidebar: Approvals, where you answer requests, and Meeting Notes, where you turn a list of action lines into tasks.
Approvals
Use Approvals to answer requests that are waiting for your decision.
What you see
- The Pending heading with a count of the requests waiting for you.
- One card per request. It shows a status badge, the beginning of the task's ID after "Task:", an optional comment from the request, and the date it was created. If it was answered, the date after "Responded:" appears.
- Three icon buttons on a pending request: Add comment, Approve and Reject.
- When nothing is waiting, the page says "No approval requests found."
Approve or reject a request
- Find the request in the list.
- To approve straight away, press the check mark (Approve). To reject straight away, press the cross (Reject).
- To add a note first, press Add comment. A box opens with the hint "Add a comment (optional)...". Type your note.
- Press Approve or Reject below the box. Your comment is sent with the decision.
An answered request leaves the pending list.
This page lists and answers requests. It does not have a button to create a new approval request.
Meeting Notes
Use Meeting Notes after a meeting. You paste your notes, the page picks out the action lines, and you create tasks from them.
The page does not analyse a conversation. The hint at the top says it plainly: "Start action lines with TODO:, ACTION: or - [ ]. This extracts formatted tasks, not free-form conversations." Lines that do not follow one of these patterns are ignored.
How it finds action items
The page reads your text line by line and keeps a line when it:
- starts with
- [ ], or - starts with
TODO:,ACTION:orTASK:(a leading dash is fine), or - starts with a dash and contains an
@name.
Inside a kept line:
@nameis taken as the Assignee, and removed from the task title.- A word such as
urgent,criticalorhighsets a high priority, andlowsets a low one. - A word such as
by,dueordeadlineand the word right after it (for exampleby 2026-10-30) are removed from the title.
Extract and create tasks
- Open Meeting Notes.
- Paste your notes into Meeting Transcript. A counter under the box shows how many characters you typed.
- Press Extract Action Items. While it works the button says "Parsing...".
- Under Summary you will see a line such as "Found 3 action items from 12 lines."
- Under Action Items (N), each row shows the task title and, if there was one, the Assignee.
- Press Create Task on a row to add it as a task. The row then shows Created.
If nothing matched, the page says "No action items were extracted from the notes."
Here is a small example that works:
- [ ] Send the budget to Sarah by 2026-11-02
TODO: Book the venue visit, urgent
ACTION: Review the design mockups @mia
What the new task contains
Create Task makes a task with the title and the priority found in the line (Medium when none was found). The task is not placed in a project, and the assignee and any date are not copied to it. Open the task afterwards in Variable Tasks to choose a project and set dates.
Pressing Extract Action Items again replaces the list and resets the Created marks, so do not press it again before you finish creating tasks.
FAQ
Only lines that start with - [ ], TODO:, ACTION: or TASK:, or a dash line with an @name, are picked up. Free text is skipped.
No. It follows the formatting rules above. The summary line only counts the action items and the lines.
Press Create Task on each row. Each press creates one task.
They appear in the Approvals list when a request is waiting for you. The page itself has no button to start one.
No. The comment box says "Add a comment (optional)...".