Post Meeting Email

Introduction

The Post Meeting Email agent turns a recorded customer conversation into a personalized follow-up draft. You review the message before it goes out, and it sends from your own Gmail or Outlook account.

This article covers setting up your agent, reviewing and sending a draft, when a draft is generated, who can see it, and how it differs from the Automatic Meeting Summary Email.

Setting Up Your Email Agent

Open Automations and select Post Meeting Email.
Select Connect email, then connect Gmail or Outlook in the pop-up window.
Select Add signature to import a signature from the connected account. If no signature is configured, you can still generate and send email.
Edit the Prompt to define your preferred tone, structure, length, and content. Keep instructions specific. For example: "Lead with the customer's stated goal and list next steps with owners."
Choose one of your recent transcribed calls and select Regenerate preview. The preview tests your current prompt and signature without changing the meeting or sending an email.
Select Save. These are personal settings, and they apply to your future drafts.

Reviewing, Editing, and Sending a Draft

Open an eligible meeting and select the Post Meeting Email tab. You may also be sent straight to the draft from your Home review queue or your end-of-day review.

The draft is built from the meeting transcript and addresses external attendees by default. Before sending, you can:

Add, remove, or move recipients between To and Cc
Edit the subject and the message body
Ask Chat to rewrite or refine the draft while the email tab is open
Add up to five attachments, up to 20 MB combined

Changes save automatically. Check the draft's save status before you select Send email.

A sending message appears while delivery is in progress. Once sent, the message becomes read-only.

When a Draft Is Generated

A draft needs usable meeting content and at least one external attendee. Two kinds of meeting are left out of automatic generation:

Internal-only meetings. No external attendee, so there is no customer to follow up with.
Private meetings. Excluded from automatic draft generation.

Who Can See Your Drafts

The feature has to be enabled for your workspace. Users, Managers, and Owners can all open Automations and set up their own Post Meeting Email. Eligible meeting participants can work with their own drafts.

Automations is the umbrella for several kinds of automation. Having access to it does not give you access to Workflows, which stays with Managers and Owners.

Your email agent settings and your generated drafts are personal. Only the person a draft was generated for can view, edit, or send it. Another participant in the same meeting may get a separate draft of their own, but they cannot see yours.

Recipients see the message only after you send it. Another workspace member having access to the meeting, the transcript, or the summary does not give them access to your draft.

How This Differs From the Automatic Meeting Summary Email

These are two separate features. It is worth knowing which one you are looking at.

Post Meeting Email creates a customizable, customer-facing draft. It uses your prompt and your signature, it waits for your review, and it sends from your connected Gmail or Outlook account.

Automatic Meeting Summary Email is the hands-off summary email controlled under your personal or workspace meeting summary settings. Its meeting and recipient rules decide when standardized summaries go out automatically. It does not use the draft-and-approval flow described here.

Troubleshooting

Most of what goes wrong here comes down to one of two things: the email connection, or a meeting that was never eligible for a draft. Open the symptom that matches what you are seeing.

The connection window never opened.

This is nearly always your browser's pop-up blocker rather than anything wrong with your account. Allow pop-ups for AskElephant, then select Connect email again. If you run an ad blocker or a privacy extension, try pausing it for this one step.

You cannot send, or you are asked to connect again.

Email connections expire on their own, and they also drop if you change your password or an admin revokes app access. Reconnect Gmail or Outlook in Automations → Post Meeting Email. Reconnecting leaves your prompt, your signature, and any drafts you have already generated untouched, so there is nothing to set up a second time.

No draft appeared for a meeting.

More often than not the meeting was not eligible, rather than something having failed. Check whether it had at least one external attendee, whether it was marked private, and whether there was enough conversation to work from. The When a Draft Is Generated section above covers all three. If the meeting clears every one of them and there is still no draft, that is worth reporting to us.

Generation failed.

Select Try again. If it fails a second time, the transcript is the usual culprit. A very short call, or one where the audio did not come through properly, may not give the agent enough to work with.

Sending failed.

Select Try again. Retrying does not send a duplicate. A message only becomes read-only once it has actually gone out, so if you can still edit your draft, it has not reached anyone. It is also worth checking your recipient list, since a single malformed address will stop the whole send.

The draft does not sound like you.

Go back to Automations → Post Meeting Email and work on your Prompt. Regenerate preview tests your changes against a real past call without altering that meeting or sending anything, so you can iterate as often as you need to. Specific instructions beat general ones: "Keep it under 120 words, lead with their stated goal, end with next steps and owners" will get you further than "be concise and friendly."

Your signature is missing.

Add signature imports whatever signature exists in the connected account at the moment you select it. If your account had no signature configured then, there was nothing to bring across. Set one up in Gmail or Outlook, then select Add signature again.

Still stuck? Reach out using the options below. It speeds things up if you can tell us which meeting it was, what you expected to see, and what happened instead.

Need More Help?

Reach the AskElephant support team by:

clicking the Support tab on the right side of your screen,
emailing [email protected],
or using @askelephant support in your dedicated Slack channel.