Fireflies Workflow

Overview

The Fireflies integration connects your Fireflies.ai account to Exponential, enabling:

• Automatic import of meeting transcripts
• AI extraction of action items from discussions
• Association of meetings with projects
• Notifications when new transcriptions are ready

How It Works

1. Meeting Recorded - Fireflies records and transcribes your meeting
2. Webhook Triggered - When transcription completes, Fireflies sends a webhook to Exponential
3. Signature Verified - Exponential validates the webhook using your API token
4. Transcript Fetched - Full transcript and AI summary retrieved from Fireflies API
5. Session Created - Transcription saved with extracted action items
6. Notification Sent - You're notified the meeting is ready for review
7. Project Association - Assign the meeting to a project to process action items

Setup Guide

Step 1: Generate Webhook Token

1. Go to the Workflows page in Exponential
2. Click Setup on the Fireflies card
3. Generate a webhook token (90-day expiry recommended)
4. Copy and save the token - you won't be able to see it again!

Step 2: Add Fireflies API Key

1. Get your API key from Fireflies Settings
2. In Exponential, click Setup on the Fireflies card again
3. Enter your Fireflies API key
4. Click Create Integration

Step 3: Configure Fireflies Webhook

1. In Fireflies, go to Integrations > Webhooks
2. Add a new webhook with:
   • URL: https://www.exponential.im/api/webhooks/fireflies
   • Secret: Your webhook token from Step 1
3. Enable the "Transcription completed" event

What Gets Captured

Processing Action Items

Action items are extracted but not automatically created as tasks. This gives you control over which items become actual tasks.

To process action items:

1. Go to the Meetings page
2. Find your transcription
3. Click Associate with Project
4. Review and approve the action items you want to track

Troubleshooting

Webhook Not Receiving

• Verify the webhook URL is exactly: https://www.exponential.im/api/webhooks/fireflies
• Check that your token hasn't expired (default expiry: 90 days)
• Ensure Fireflies has the "Transcription completed" event enabled

Signature Verification Failed

• Your token may have expired - generate a new one in Exponential
• Ensure the secret in Fireflies matches your Exponential token exactly (no extra spaces)

Missing Transcription Content

• Your API key may be invalid - recreate the integration with a fresh key
• Check that your Fireflies API key has appropriate permissions

Security

• Webhook signature verification prevents unauthorized requests from reaching your account
• API keys are encrypted at rest in our database
• Tokens can be rotated without losing existing transcription data

Pairing with Slack Integration

Enhance your workflow by combining Fireflies with the Slack Integration to automatically notify your team when meetings are processed.

Automatic Notifications

When you associate a transcription with a project that has Slack configured:

1. Meeting Summary - Key points and overview sent to channel
2. Action Items - Extracted tasks with priority indicators
3. Interactive Buttons - Quick links to view or create actions

Example Notification

📋 New Action Items from Meeting

Meeting: Weekly Standup with Team

Action Items:
🔥 Review API security audit
⚡ Deploy staging environment
📋 Prepare client presentation

[View All Actions] [Create Action]

Channel Routing

Notifications are sent based on your configuration:

Setting Up Slack Notifications

1. Install the Slack app from the Integrations page
2. Configure a Slack channel for your project in Project Settings
3. When Fireflies transcriptions are associated with that project, notifications go to the configured channel

See the Slack Integration guide for complete setup instructions.