AI Notepad App Overview

AI Notepad

1. What it is

AI Notepad turns meeting recordings, typed notes, PDFs, and web pages into searchable transcripts, summaries, and action items. Users upload a file or write notes; the AI produces a summary, extracts action items with owners and due dates, and surfaces key decisions and themes. Everything is searchable across all of a user’s meetings and notes.

• Enablement: AI Notepad requires a license. An admin enables it from Admin → Apps → All Apps, then configures it from Settings inside the app.
• What it is not: AI Notepad does not schedule or host meetings. Most content arrives after the meeting — an uploaded recording, a Zoom cloud recording, a PDF, a web page, or pasted text. People can also record on a phone. Recording a call live in the MangoApps desktop app is off until an admin turns on Desktop capture in Settings; those captures are transcribed in the cloud unless the admin chooses to keep desktop transcription on the computer.

2. Standing it up

1. Go to Admin → Apps → All Apps and enable AI Notepad.
2. Open the app and go to Settings (visible to admins and app admins).
3. Confirm AI processing & Ask AI agent is on (it is by default). It is the master switch: while it is off, uploads are stored but never transcribed or summarized, and the AI Notepad agent is removed from Ask AI.
4. If your organization uses Zoom, connect a Zoom integration at Admin → Organization → Integrations first, then return to AI Notepad → Settings to add a Zoom account. The account cannot be added until the integration exists — the form is disabled and an admin hint appears.
5. Optionally set a Default Note Template. It is applied to a new typed note started on the web when the person picks no template and has not set a default of their own. Built-in templates ship with the app: 1:1 Meeting, Team Standup, Retrospective, All-Hands, Sales Call, General Notes, and five for customer calls (Customer Check-in, Quarterly Business Review, Customer Escalation, Renewal & Risk Review, Customer Onboarding Kickoff). Admins and users can also create custom templates.
6. Review the remaining settings. Most features are on by default. These are off by default: Daily accountability digest, Calendar meeting stubs, Auto-file notes into notebooks, Editors can pass a note on, and Desktop capture. Turn them on if your organization wants them.
7. To verify the setup works: start a note with New note (the pen button above the list), type a few sentences, then open the note’s ⋯ menu and choose Convert to meeting note. A summary and action items should appear within a minute.

Silent-dependency warning: The Automations feature (rules that run after processing to create tasks, email the summary to attendees, or assign a Practice Hub scenario) requires the Automations toggle to be on in Settings. It is on by default, but if it was turned off, automations will not fire even if individual automation rules are marked active.

3. How it fits together

Meetings vs Notes — AI Notepad has two creation paths that produce the same record type. A meeting starts from something to process — a recording, a PDF, a web page, or a pasted transcript — and goes through AI processing automatically unless an admin turned off Auto-Process Uploads. A note starts as a blank or template-based writing surface. The user writes first; when they want AI on it, they choose Convert to meeting note from the note’s ⋯ menu (on a phone, Analyze with AI) to get a summary, action items, and insights from what they wrote. Both appear in the same list and open on the same page. The list’s chips show All, Meetings, Notes, Shared, or Deleted (Recently Deleted).

Sources — A meeting can start from an uploaded audio or video file, a Zoom cloud recording import, a PDF, a web page (URL), or pasted text. Zoom is the only provider recordings can be imported from; for Microsoft Teams or Google Meet, upload the recording file. PDFs, web pages, and pasted text are read directly rather than transcribed. VTT and SRT subtitle files are also accepted and treated as already-transcribed text.

Processing — While a recording or document is being worked on, it shows Pending and then Processing; a finished note shows no status. If processing fails, the note shows Failed with the reason. A note that is still processing after a size-aware window (5 minutes, longer for large files, at most 60 minutes) shows Stuck. A failed or stuck note offers Retry processing. When Auto-Process Uploads is off, a new recording or document shows Not started until someone presses Start processing on it.

Notebooks — A notebook groups related meetings and notes into a collection. Users create notebooks, give them a title and optional description, then add completed meetings to them. A notebook unlocks cross-meeting features:

• Meeting Comparison finds decision drift, theme evolution, and conflicts across two or more selected meetings in the notebook.
• Artifacts are AI-generated documents drawn from all completed meetings in the notebook: Decision Log, Open Issues Tracker, Glossary, Key Questions, and Action Items Rollup.

Example: a notebook called “Q3 Product Reviews” containing four weekly review meetings lets a manager generate a single Decision Log spanning all four and compare how priorities shifted week to week.

Action items and My Items — When the AI processes a meeting or note, it extracts action items with owners, due dates, and a commitment type (hard, soft, decision, or FYI). These appear on the meeting’s detail page and also roll up into My Items, a personal view filtered to items assigned to the current user. My Items sorts pending items by urgency: overdue first, then due today, then due this week, then items with no due date. Items can be marked complete from either place. When a user is assigned an action item, they receive a notification. Action items can also be converted into Tasks app tasks from the meeting page.

Decisions — The AI extracts decisions from meeting content and stores them as part of the meeting’s insights. The Decisions tab (within My Items) provides a cross-meeting log of all decisions the current user can see, searchable by keyword.

Sharing and permissions — The person who creates a note owns it. From the Share dialog they can share a note or a notebook with named teammates as Viewer (can read it) or Editor (can change it). Sharing a notebook reaches every note in it — an Editor on a notebook can also edit the notes inside. The owner can always manage sharing; Editors can too only when an admin turns on Editors can pass a note on in Settings (off by default). The person who created a note can delete it; it goes to Recently Deleted, where it can be restored for 30 days. The whole sharing feature can be turned off from Settings — people already shared with keep their access.

Chat — Each processed meeting has a per-meeting chat where users ask questions about its content. There is also a cross-meeting chat (the Chat tab) that searches across all of the user’s meetings. Chat can be scoped to a single meeting, a notebook, a set of selected meetings, all meetings, or a date range. Answers include citations back to the source transcript or note. The chat feature is controlled by the Meeting Chat toggle in Settings.

Content versioning — Edits to a meeting’s summary, action items, or insights are versioned. Each edit saves the previous state as a numbered version. Users can view the version history and restore a prior version.

Content revision — Users can ask the AI to rewrite, expand, refine, or simplify an AI-generated section (summary, action items, or insights) without reprocessing the entire meeting. This is controlled by the Content Revision toggle.

Output formats — A completed meeting can generate six additional AI views: FAQ, Timeline, Briefing Document, Key Themes, Compare (against other meetings), and Follow-up Email. Each is generated on demand from the meeting’s detail page.

4. Running it

Uploading a recording

1. In Meetings & Notes, open the arrow beside New note and choose Upload a recording.
2. Select an audio or video file and, optionally, give it a title.
3. If Auto-Process Uploads is on (the default), processing starts right away and the meeting shows Pending, then Processing. If it is off, the upload waits until someone opens it and chooses Start processing.
4. When finished, the user receives a notification: “Your meeting notes are ready.”

Supported file formats: MP3, MP4, WAV, M4A, WebM, OGG, QuickTime video, PDF, plain text, Markdown, VTT, and SRT.

Importing Zoom recordings

1. An admin connects a Zoom integration at Admin → Organization → Integrations.
2. In AI Notepad → Settings, add a Zoom account under the meeting provider section.
3. Go to Manage → Import Recordings (shown to people allowed to import recordings once a Zoom account is connected), select a date range, and import recordings. Each import creates a meeting and queues it for processing. Already-imported recordings are marked so they cannot be imported twice.

Writing a note and analyzing it with AI

1. Click New note (the pen button above the list). It starts from your default template if one is set; the arrow beside it lists the templates and the import options. The built-in templates cover 1:1s, standups, retrospectives, all-hands, sales calls, customer calls, and general notes.
2. Write freely. Notes auto-save.
3. When you want AI on it, open the note’s ⋯ menu and choose Convert to meeting note (on a phone, Analyze with AI). Your text is kept as written and becomes the material for a summary, action items, and insights.
4. Once a note has AI output, Enhance with AI re-runs parts of it (summary, action items, decisions, open questions, timeline), and Reshape the AI notes reorganizes the AI notes around a template.

Managing automations

App admins create post-processing automations at Manage → Automations; an admin can let others create them under Settings → Who Can Do What. An automation fires when a meeting finishes processing and can perform one or more actions:

• Create tasks from the action items
• Email the summary to the meeting’s attendees who can already open the note
• Assign a Practice Hub scenario to the meeting owner (when Practice Hub is available)

Conditions can narrow the trigger to a specific source type, template, or notebook.

Viewing analytics

Managers and app admins see an Analytics page under Manage → Analytics (an admin can change who under Who Can Do What) with usage metrics: total meetings, new meetings in the period, notes created, active users, AI summaries generated, and chat queries. The period can be set to 7, 30, or 90 days.

Every user also has a personal Your Recap page showing their own meeting and note volume, AI usage, and action-item summary.

5. Settings

All settings are at AI Notepad → Settings, accessible to admins and app admins.

Setting	Default	What it changes
AI processing & Ask AI agent	On	Master switch for transcription, summarization, every AI feature below, and the AI Notepad agent in Ask AI. When off, uploads are stored but never processed.
Audio Overview	On	Generates an AI-narrated audio summary of each meeting.
Meeting Chat	On	Lets users ask AI questions about meeting content. Also controls the Chat tab and cross-meeting chat.
Output Formats	On	Lets users generate FAQ, Timeline, Briefing, Themes, Compare, and Follow-up Email from a meeting.
Content Revision	On	Lets users rewrite, expand, refine, or simplify AI-generated sections.
Meeting Comparison	On	Lets users compare content across meetings within a notebook.
Knowledge Artifacts	On	Lets users generate notebook artifacts (Decision Log, Open Issues Tracker, Glossary, Key Questions, Action Items Rollup) from every note in a notebook.
Sharing	On	Lets users share notes and notebooks with teammates. Turning it off stops new shares; people already shared with keep their access.
Editors can pass a note on	Off	Lets an Editor share a note with others or file it into a notebook.
Automations	On	Lets the people chosen under Who Can Do What (app admins by default) create post-processing automations.
Daily accountability digest	Off	Emails each user a daily digest of their pending action items.
Calendar meeting stubs	Off	Pre-creates draft notes for upcoming calendar events. Requires a connected calendar integration.
Pre-Meeting Prompt	On	Shortly before a calendar meeting starts (5 minutes by default), asks people if they want to join it and start AI Notepad. Each person can change it for themselves.
Practice Hub recommendations	On	Suggests Practice Hub roleplay scenarios on a meeting’s page based on its themes. Requires the Practice Hub app to be enabled.
Who Can Do What	Varies	Who can record meetings on a phone or in the desktop app (everyone; uploading a file on the web is not limited by it), create note templates (everyone), create automations (app admins), see analytics (managers and above), and import cloud recordings (app admins).
Auto-Process Uploads	On	Automatically begins AI processing when a recording is uploaded. When off, an upload waits until someone opens it and chooses Start processing.
Auto-file notes into notebooks	Off	After processing, lets AI file a note that isn’t in a notebook into the best-matching one.
Max Upload Size (MB)	500	Maximum file size for audio and video uploads (10–2,000).
Default Meeting Source	Upload	The source pre-selected when users create a new meeting.
Default Note Template	(none)	Template applied to a new typed note on the web when the person picks none and has no default of their own.
Data Retention (days)	365	Notes older than this move to Recently Deleted, can be restored there for 30 days, and are then permanently deleted. 0 keeps notes forever.
Desktop capture	Off	Lets people record meetings and dictate voice notes in the MangoApps desktop app. Live captures are transcribed in the cloud unless Keep desktop transcription on the computer is ticked.
Notice when a meeting starts	Off	Starting point for whether the desktop app offers to take notes when someone joins a Zoom, Teams, or Meet call. Two companion settings decide whether it asks first or may start recording on its own (both default to asking first).
Transcription language	Auto-detect	The language people usually speak, used to transcribe recordings.
Recording retention (days)	30	The recordings of finished notes are deleted after this many days; the transcript, summary, and notes are kept. A recording whose note never finished processing is kept, so it can still be retried. A deleted recording cannot be restored. Each person can choose a shorter or longer period up to the limit an admin sets (1–365).
Recording consent notice	On	Before their first recording in the desktop app, people must confirm they will let participants know; a phone shows the notice above the record button. Only a company admin can change it or its wording.

6. More help

• AI Notepad FAQ — specific setup and operating questions
• Ask AI — the assistant answers questions about AI Notepad from these articles.