Smart Meeting Action Agent

Inspiration

In many teams, meetings generate long and messy notes, and important action items are often forgotten or unclear. People spend extra time searching past emails, documents, or chat messages to understand who was responsible and what decision was taken earlier. I wanted to build a practical AI solution that automatically converts unstructured meeting notes into clear, actionable tasks with historical context. The Elasticsearch Agent Builder Hackathon was the perfect opportunity to build a real-world productivity tool instead of just another chatbot.

What it does

Smart Meeting Action Agent is an AI agent that reads meeting notes and automatically:

Extracts action items

Identifies the responsible person (owner)

Detects due dates

Searches past tasks and meetings stored in Elasticsearch

Provides structured output with context and similar past actions

Instead of manually reviewing notes, teams instantly receive a clean list of tasks with references to previous related work. This reduces follow-up time and prevents missed responsibilities.

How we built it

The project was built using Elasticsearch Serverless and Elastic Agent Builder.

Steps involved:

Created Elasticsearch indexes such as tasks, meetings, and team

Inserted sample datasets through Kibana Console

Configured a custom AI agent using Agent Builder

Attached built-in Search tools to allow the agent to retrieve historical context

Wrote structured agent instructions for task extraction and reasoning

Tested the agent using realistic meeting notes in Agent Chat

Demonstrated real-time retrieval and reasoning capabilities

The solution combines LLM reasoning + Elasticsearch search + structured indexing to deliver accurate and contextual outputs.

Challenges we ran into

Understanding the correct _bulk data insertion format in Elasticsearch

Configuring tools without overwhelming the agent

Structuring instructions so the agent extracts tasks consistently

Balancing simplicity with real-world usefulness

Making the demo clear and concise within a 3-minute limit

These challenges helped refine both the technical setup and the presentation flow.

Accomplishments that we're proud of

Built a fully functional multi-step AI agent from scratch

Successfully integrated Elasticsearch search for contextual retrieval

Demonstrated real-time reasoning with historical references

Delivered a practical business-oriented solution rather than a generic chatbot

Created a clean demo showing problem → solution → impact

What we learned

How Elasticsearch can power AI applications beyond traditional search

Importance of prompt and instruction design in agent behavior

Tool orchestration within Agent Builder

Structuring data for better AI retrieval accuracy

The value of concise and clear demo storytelling

This project deepened understanding of context-driven AI agents and real-world workflow automation.

What's next for Smart Meeting Action Agent

Automatic task creation in project management tools

Slack / Microsoft Teams integration

Deadline reminders and notifications

Multi-agent collaboration (planner + verifier agents)

Real company data integration for enterprise productivity

The long-term vision is to evolve Smart Meeting Action Agent into a full meeting productivity assistant that not only extracts tasks but also tracks progress and ensures accountability across teams.