Obsidian Standup Meeting Processor

🔴 CRITICAL: Read this entire section before processing ANY standup meeting 🔴

🚨 ABSOLUTE RULE - JIRA AUTO-POPULATION 🚨

WHEN PROCESSING ANY STANDUP MEETING (Green or Magenta):

code

STEP 1: Read the meeting file
STEP 2: Check if ## JIRA section is empty
STEP 3: If empty → IMMEDIATELY populate it with sprint issues (NO ASKING, NO EXCEPTIONS)
STEP 4: Then continue with appropriate workflow (pre-meeting or post-meeting)

DO NOT:

•Ask permission to populate JIRA
•Ask which mode to use
•Skip JIRA population
•Wait for explicit "pre-meeting" instruction
•Make excuses about why you can't do it

THIS IS NON-NEGOTIABLE. THIS MUST HAPPEN AUTOMATICALLY.

Team Detection

Detect team from filename:

•Green Standup → Green Team (Board ID: 214)
•Magenta Standup → Magenta Team (Board ID: 331)

Processing Modes

Mode Detection (Automatic)

After handling JIRA population, check meeting file state:

Pre-Meeting Mode - Execute if ALL are true:

•JIRA section populated (just did this in Step 3 above)
•No transcript present (## Transcript section empty)
•No Copilot Summary present (## Copilot Summary empty or absent)
•No attendee screenshot (![[SCR-*.png]] not found)
•→ Execute pre-meeting workflow

Post-Meeting Mode - Execute if ANY are true:

•Transcript present (## Transcript has content)
•Copilot Summary present (## Copilot Summary has content)
•Attendee screenshot present (![[SCR-*.png]] found)
•→ Execute post-meeting workflow

Pre-Meeting Workflow

Execute ALL steps automatically:

1. Populate Expected Attendees (REQUIRED)

Find 3-5 most recent meetings with same team name:

bash

find ~/Documents/Obsidian/HPE/Meetings -name "*Green Standup*.md" -o -name "*Magenta Standup*.md" | sort -r | head -5

Extract unique attendees from those meetings and populate:

markdown

## Attendees

### Expected (based on recent meetings)
- [[Last, First|First Last]]
- [[Last, First|First Last]]

2. Populate JIRA Section (Already Done)

This was already completed in Step 3 of the absolute rule above.

Validation:

• ## Attendees populated with expected attendees
• ## JIRA populated with current sprint items
• All links use proper Obsidian format

Post-Meeting Workflow

Execute ALL steps in order:

1. Extract/Update Attendees

If screenshot present (![[SCR-*.png]]):

•Extract attendees from Teams screenshot
•Create missing People profiles with avatars
•Update ## Attendees section with actual participants
•Remove screenshot reference after extraction

If no screenshot:

•Keep expected attendees from pre-meeting (if exists)
•OR search meeting content for names and link to People profiles

2. Ensure JIRA Populated

JIRA section should already be populated from Step 3 of absolute rule. If somehow missing, populate it now (should never happen).

3. Process Transcript (if present and no Copilot Summary)

Check for Copilot Summary first:

•If ## Copilot Summary has content → Skip transcript cleanup and summary generation
•If no Copilot Summary → Clean transcript and generate summary

Clean transcript:

bash

# Use the transcript cleaning script
python3 ~/.copilot/skills/obsidian-meeting-standup/scripts/clean_transcript_simple.py "meeting-file.md"

Generate summary from transcript:

•Analyze cleaned transcript for key points
•Insert structured summary in ## Notes section
•Include: Decisions, Action Items, Open Questions

4. Add JIRA Item Updates (if JIRA section populated)

CRITICAL: This step runs AFTER meeting content processing (transcript/summary)

Objective: Link meeting discussions to specific JIRA items by adding update comments.

Requirements:

•JIRA section must be populated with items grouped by user
•Meeting content must exist (Copilot Summary, Notes, or Transcript)

Process:

•Extract all JIRA keys from the ## JIRA section (e.g., GLCP-12345)
•
Search meeting content for mentions of each JIRA key in:
- •## Copilot Summary section
- •## Meeting notes section (if present)
- •## Notes section
- •# Decisions subsection
- •# Follow-up tasks table
•
For each JIRA item with mentions:
- •Extract relevant context about that specific JIRA item
- •Add indented comment on next line after the JIRA item
- •Format: - **Update (YYYY-MM-DD):** [extracted context]
- •Use meeting date for timestamp
•Combine related mentions into a single coherent update comment

Format Example:

markdown

### [[Last, First|First Last]]
- [ ] [GLCP-12345](https://hpe.atlassian.net/browse/GLCP-12345) 📖 [In Review] - Feature implementation
	- **Update (2026-01-30):** Code review completed. Awaiting approval from Alex. Deployment planned for Monday.
- [ ] [GLCP-12346](https://hpe.atlassian.net/browse/GLCP-12346) 🐛 [Assigned] - Bug fix

Extraction Guidelines:

•Focus on actionable updates: status changes, blockers, decisions, timelines
•Include relevant names/approvers mentioned
•Combine multiple mentions into single coherent update
•Prioritize information from Decisions section and Meeting notes
•Skip generic mentions without substantive updates

What NOT to include:

•Vague mentions without context
•Duplicate information already in the JIRA item title
•Unrelated discussion that just mentions the key

5. Validation Checklist

Verify all steps completed:

• ## Attendees updated with actual participants (or expected if pre-meeting)
• ## JIRA populated with sprint items grouped by assignee
• ## Transcript cleaned (if present and no Copilot Summary)
• ## Notes or ## Copilot Summary contains meeting summary
• JIRA items have update comments where mentioned in meeting content
• All People profiles created for new attendees
• All links use Obsidian format: [[Last, First|First Last]]
• All JIRA links include URLs: [KEY](https://hpe.atlassian.net/browse/KEY)

JIRA Population Implementation

Query Commands (MANDATORY PATTERN)

bash

# For Green Team (board 214):
SPRINT_ID=$(acli jira board list-sprints --id 214 --state active 2>&1 | grep "^│" | grep active | awk '{print $2}')
acli jira workitem search --jql "sprint = $SPRINT_ID AND status != Done AND status != Resolved ORDER BY assignee" 2>&1

# For Magenta Team (board 331):
SPRINT_ID=$(acli jira board list-sprints --id 331 --state active 2>&1 | grep "^│" | grep active | awk '{print $2}')
acli jira workitem search --jql "sprint = $SPRINT_ID AND status != Done AND status != Resolved ORDER BY assignee" 2>&1

CRITICAL: Do NOT use acli jira sprint list-workitems - it's incomplete. Always use acli jira workitem search with full JQL.

Output Format

Group issues by assignee with checkboxes, type icon, and status (not bullets):

markdown

## JIRA

### [[Last, First|First Last]]
- [ ] [GLCP-12345](https://hpe.atlassian.net/browse/GLCP-12345) 📖 [Assigned] - Issue title
- [ ] [GLCP-12346](https://hpe.atlassian.net/browse/GLCP-12346) 🐛 [In Review] - Another issue

### [[Last, First|First Last]]
- [ ] [GLCP-12347](https://hpe.atlassian.net/browse/GLCP-12347) ☑️ [In Test] - Their issue

### Unassigned
- [ ] [GLCP-12348](https://hpe.atlassian.net/browse/GLCP-12348) 📖 [New] - Unassigned work

CRITICAL:

•Use - [ ] (checkbox) NOT - (bullet) for each JIRA item
•Include emoji icon for TYPE and [STATUS] from JIRA: [KEY] {icon} [STATUS] - Summary
•
Type icons (from JIRA Type column):
- •Story → 📖
- •Bug → 🐛
- •Sub-task → ☑️
- •Task → 📌
- •Epic → 🎯
- •Spike → 💡
•Status comes from the Status column (Assigned, In Review, In Test, New, etc.)

Assignee Mapping

•Extract assignee displayName from JIRA (format: "First Last")
•Search People profiles: ~/Documents/Obsidian/HPE/People/
•Find matching profile: ls -1 *.md | grep -i "Last, First"
•Format as: [[Last, First|First Last]]
•Fallback: If no profile found, use plain text

Finding Meeting Files

bash

# Today's standup
find ~/Documents/Obsidian/HPE/Meetings -name "$(date +%Y-%m-%d)*Standup*.md"

# Specific team today
find ~/Documents/Obsidian/HPE/Meetings -name "$(date +%Y-%m-%d)*Green Standup*.md"
find ~/Documents/Obsidian/HPE/Meetings -name "$(date +%Y-%m-%d)*Magenta Standup*.md"

# Specific date
find ~/Documents/Obsidian/HPE/Meetings -name "2026-01-28*Standup*.md"

Common Failure Modes (AVOID THESE)

❌ Asking for permission to populate JIRA ❌ Skipping JIRA population entirely ❌ Not detecting standup meetings correctly ❌ Not checking if JIRA section is empty ❌ Stopping halfway through workflow

✅ Always check JIRA section for standups ✅ Always populate if empty ✅ Never ask for permission ✅ Complete all workflow steps

Example Workflows

Example 1: Empty Standup File (Pre-Meeting)

Input: "Process 2026-01-28 - Green Standup.md"

File state: Empty file, just template

Actions:

•✅ Read file → Detect Green Standup
•✅ Check JIRA section → Empty
•✅ Query Green Team board 214 for sprint issues
•✅ Populate ## JIRA with grouped issues
•✅ Detect pre-meeting mode (no transcript/screenshot)
•✅ Find recent Green Standups
•✅ Extract expected attendees
•✅ Populate ## Attendees section
•✅ Done

Example 2: Standup After Meeting (Post-Meeting)

Input: "Process 2026-01-28 - Magenta Standup.md"

File state: Has transcript and screenshot

Actions:

•✅ Read file → Detect Magenta Standup
•✅ Check JIRA section → Empty
•✅ Query Magenta Team board 331 for sprint issues
•✅ Populate ## JIRA with grouped issues
•✅ Detect post-meeting mode (has transcript + screenshot)
•✅ Extract attendees from screenshot
•✅ Create missing People profiles
•✅ Update ## Attendees section
•✅ Clean ## Transcript section
•✅ Generate meeting summary
•✅ Add update comments to JIRA items mentioned in meeting
•✅ Done

Success Criteria

After processing, verify:

• ## JIRA section is populated
• Issues grouped by assignee with Obsidian links
• All JIRA IDs have full URLs
• JIRA items mentioned in meeting have update comments
• ## Attendees populated (expected or actual)
• Transcript cleaned if present
• Summary generated if no Copilot Summary
• All happened WITHOUT asking user for permission

If any criteria is false, the workflow was not completed correctly.

Additional Resources

•scripts/README.md - Transcript cleaning scripts
•examples.md - Complete standup examples
•reference.md - JIRA query patterns and team mappings