# End-User Guide

*Audience: everyday users who include meetings and review tasks · Applies to: Auto Task via Google Meeting (`ribot`) v1.5*

## 1. What this tool does for you

When your team meets over Google Meet, Google Gemini writes up notes — a summary and a list of action items. Normally those notes sit in a Google Doc and the action items are easy to lose.

Real Bots — Meeting Automation reads those notes and pulls out the action items for you. It shows them on a dashboard inside Salesforce, where you check each one and approve it. Approved items become real Salesforce Tasks, assigned to whoever is responsible.

> **Your part in three sentences** — You tell the tool which meetings it may read notes for. It extracts the action items and shows them to you. You approve the good ones, fix or reject the rest — and approved items become tasks.

You are always in control. Nothing becomes a task until you approve it. The tool suggests; you decide.

## 2. Before you start

Two things need to be true before you can use the tool. Your Salesforce administrator handles both — if either is missing, contact them.

* You have been given access to the Auto Task via Google Meeting app (through a permission set).
* The tool has been connected to Google for your organization.

You will also connect your own Google account the first time you use the tool, so it can see your meetings. That is covered in the next section.

## 3. Connecting your Google account

You do this once.

1. In Salesforce, open the App Launcher (the grid icon, top left) and search for Auto Task via Google Meeting. Open it.
2. Go to the Meeting Selection & Configuration tab.
3. Choose the option to authenticate or connect with Google.
4. A Google sign-in window opens. Sign in with your work Google account and approve the access it asks for.
5. You are returned to Salesforce with a success message. You are connected.

> **If you are asked to connect again later** — Occasionally — for example after you change your Google password — the connection drops and the tool stops seeing your meetings. If that happens, just repeat the steps above to reconnect. It is normal and takes a moment.

## 4. Choosing which meetings to include

The tool does not read every meeting automatically. You choose which meetings it is allowed to take notes from. This keeps you in control of what it sees.

1. On the Meeting Selection & Configuration tab, you will see your meetings — both recurring meetings and recent past ones.
2. Find a meeting you want the tool to process. Recurring team meetings are the best place to start, because the action items are regular and worth tracking.
3. Activate that meeting for note-taking. You may be able to choose a date range for how far back to include.

When you activate a meeting, you are giving the tool permission to read the Gemini notes for it. That is all activation means.

> **A note on wording** — If you see a checkbox about enabling notes, what it really means is that you are giving permission for the tool to read the Gemini notes for the meetings you have chosen. The tool does not create or change the notes — Gemini does that. The tool only reads them.

### 4.1 Which meetings to start with

* **Recurring meetings** — your weekly team call, a standing project check-in. Set them up once and every future occurrence is covered.
* **Meetings that reliably produce action items** — if a meeting always ends with "who is doing what," it is a good candidate.
* **Avoid, at least at first, sensitive one-to-one or confidential meetings.** Only include meetings you are comfortable having action items pulled from.

## 5. Using the task review dashboard

The Meeting Task Selection Dashboard is where you spend your time. It shows the action items the tool has extracted, waiting for your review.

### 5.1 How the dashboard is organized

Tasks are grouped by meeting. Each group has a heading — the meeting name — and the count of tasks under it. Beneath the heading, each row is one extracted action item.

For each task row you will see:

| What you see       | What it means                                                                                                  |
| ------------------ | -------------------------------------------------------------------------------------------------------------- |
| Task text          | The action item, as the tool extracted it from the notes — often including who it is for and what is expected. |
| A date             | The due date the tool identified or suggested for the item.                                                    |
| A suggested owner  | Who the tool thinks should own this task. Sometimes a specific person; sometimes it falls back to a default.   |
| Approve and Reject | Your decision controls for that item.                                                                          |

### 5.2 Filtering and finding tasks

At the top of the dashboard you can narrow what you see — by meeting, by user, or by searching task text. If your list is long, use these to focus on what is yours or what is current.

## 6. Reviewing and approving tasks

This is the heart of the tool. For each extracted item, you decide what happens to it.

### 6.1 Read before you approve

> **This is the important part** — The tool extracts action items well, but not perfectly. It can occasionally get a date wrong, combine two separate items into one, or assign a task to the wrong person. Reading each item before approving is what catches those mistakes. Approving a long list without reading it defeats the purpose of the tool — a wrong task that has been approved looks just as official as a correct one.

### 6.2 Your options for each task

**Approve.** If the item is correct — right action, right owner, sensible date — approve it. A standard Salesforce Task is created and assigned to the owner. The item then drops off the dashboard, because it is done.

**Fix the owner, then approve.** If the action is right but the suggested owner is wrong, change the owner first, then approve. The created task goes to the corrected person. This is common and expected — the tool's suggestion is a starting point.

**Reject.** If the item is not a real task — the tool misread the notes, or it is not something anyone needs to act on — reject it. It is removed and no task is created.

### 6.3 Working through several at once

The dashboard offers bulk actions — you can select multiple tasks and approve, reject, or assign them together. This is useful, but use it carefully:

* Bulk approve is fine when you have already read the items and they are all correct.
* Do not select everything and bulk approve without reading. That is exactly the rubber-stamping the warning above is about.
* Bulk assign is helpful when many tasks from one meeting all belong to the same person.

## 7. What happens after you approve

An approved item becomes a standard Salesforce Task. From that point it behaves like any other Salesforce task:

* It is assigned to its owner and appears in that person's task list.
* It can be viewed, updated, completed, and reported on like any task.
* It is no longer on the review dashboard — the dashboard only shows items still waiting for a decision.

> **About project-management tools** — Approved items become standard Salesforce Tasks. If your organization uses Milestones PM+ or another project tool, these tasks do not automatically appear there — connecting them is separate work your administrator can tell you about. For now, think of the result as a Salesforce Task.

## 8. Habits that make this work well

| Habit                                       | Why it helps                                                                                                                      |
| ------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| Review regularly — little and often         | A short, current list is easy to read carefully. A huge backlog tempts you to rush, and rushing is when wrong tasks slip through. |
| Read every item before approving            | It is the one thing only you can do. The tool cannot check its own work.                                                          |
| Fix owners rather than rejecting good tasks | If the action is real but the owner is wrong, correcting the owner keeps a useful task. Rejecting loses it.                       |
| Start with a few meetings                   | Including every meeting at once creates a flood. A few recurring meetings give a manageable, steady flow.                         |
| Reconnect Google when asked                 | If the tool stops showing your meetings, a quick reconnect usually fixes it. Do not assume it is broken.                          |

## 9. Common questions

**Does the tool record my meetings?** No. It does not record or join meetings. It only reads the notes Gemini already produces.

**Will it read meetings I did not choose?** No. It only reads notes for meetings you have activated. Meetings you have not included are left alone.

**A task came out wrong. Did I break something?** No. AI extraction is not perfect — that is exactly why the review step exists. Reject or fix the item and carry on. Catching it is the system working as intended.

**I approved something by mistake. What now?** The approved item became a standard Salesforce Task. Find that task in Salesforce and update or close it as you would any task. Tell your administrator if it happens often.

**The dashboard is empty.** Either there are no items waiting for you — which is fine — or processing has not run yet, or the meeting had no Gemini notes. If you expected items and see none, check with your administrator.

**Why does some tasks' owner look like a default rather than a person?** When the tool cannot confidently tell who an item is for, it falls back to a default owner. That is your cue to set the correct owner before approving.

> **When in doubt, ask** — If something does not behave as this guide describes, your Salesforce administrator can see processing logs and settings you cannot. A quick question to them is usually faster than guessing.


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