Plaud Notes to Notion

Mac Mini LaunchAgent that replaces the two Zapier Zaps (Alex Example / Morgan Example: Plaud → Notion: Transcript + Summary). When Plaud finishes a recording's summary, it writes two rows into that person's Plaud Notes Notion database — one Summary, one Transcript — structured exactly like the Zap's rows. Every 5 minutes it also copies Summary title/participant edits onto the matching Transcript row.

No Zapier, no extra runtime dependencies (Node ≥ 20 built-ins only).

What it does (per profile)

| Step | Zap step it replaces | Notes | | --- | --- | --- | | Poll Plaud every 30 s (deep 30-day scan every 10 min) | 1. Plaud Transcript & Summary Ready | Writes only once Plaud has both the auto summary and the transcript. Zapier took ~1–2 min. | | Recorded = recording start, to the minute, true UTC | 2. Date/Time +5 hours | The Zap's +5h hid Plaud's Central-time-labelled-UTC bug and would be 1 h off after DST ends. | | SSN redaction (summary, transcript, title) | — (new) | Written and spoken digits, incl. answers in the next speaker's line. Runs before anything leaves the Mac. | | Card redaction (summary, transcript, title) | — (new) | Credit/debit card numbers (full, or partial: "ending in", "begins with", "last four of the card", "the 0000 card"), security code (CVV/CVC) and expiration date. Written or spoken; runs before SSN redaction so a card's last four is never labelled an SSN. A full number or 4-digit partial found anywhere in a recording is removed everywhere in it. | | Remove PLAUD NOTE; pair quotes “…” | 3–4. Formatter Text | The Zap turned every " into ”. | | Strip Plaud image embeds, ---, blank lines; split > **Label:** text | 5. Code (JavaScript) | Ported verbatim. | | Participants via Claude Haiku 5.5 (default) or GPT-6 Luna, high effort, schema-checked JSON | 6. AI by Zapier | Also sees the transcript (names often only appear there) and the database's existing Participant spellings (e.g. Example Banker - Bank). Owner and Speaker N labels never listed. | | Create Summary row (Notion markdown API) | 7. Notion | Block-for-block identical to the Zap's output. | | Create Transcript row (one plain-text paragraph) | 8. Notion | Exact text — *, _, # in speech can never turn into formatting. | | Summary → Transcript sync every 5 min | Grok Sync Plaud Transcripts to Summaries (retired) | Pair by Recorded minute; skip ambiguous minutes; full 90-day reconcile daily. |

Reliability: per-file state (~/.plaud-notes-to-notion/state/<profile>.json) so a crash never duplicates or loses a row; labeling retried 6× then falls back to Plaud's own title; recordings still generating are re-checked every poll (up to 48 h); expired sign-ins raise a macOS notification (at most every 6 h).

Profiles

~/.plaud-notes-to-notion/config.json — profiles differ only in who and where:

{
  "pollSeconds": 30,
  "syncSeconds": 300,
  "llmModel": "claude-haiku-5-5",
  "profiles": {
    "example": { "enabled": true,  "owner": "Alex Example", "notionDataSourceId": "<Plaud Notes data source id>", "startAfter": "<cutover ISO time>" },
    "second-example":   { "enabled": false, "owner": "Morgan Example",   "notionDataSourceId": "<Morgan Example's Plaud Notes data source id>", "startAfter": "<cutover ISO time>" }
  }
}

• startAfter — only recordings uploaded after this instant are ingested. Set it to the moment the Zap is turned off so nothing is written twice.
• ingest / syncTranscripts (default true) — switch either half off.
• credentials — use another profile's Keychain secrets (e.g. a test profile that writes to a test database with Alex Example's sign-in).
• The daemon re-reads the file when it changes; turning a profile on needs no restart.

LLM (participant labeling)

llmModel picks the provider: claude-* → Anthropic Messages API (key anthropic), anything else → OpenAI Responses API (key openai). Default is claude-haiku-5-5.

| Want | config.json | Key needed | | --- | --- | --- | | Claude Haiku (default) | omit llmModel, or "llmModel": "claude-haiku-5-5" | set-secret anthropic | | Back to GPT-6 Luna | "llmModel": "gpt-6-luna", "llmEffort": "high" | set-secret openai |

llmEffort only applies to OpenAI. Claude requests explicitly use high effort, automatic tool choice so Haiku can think before returning Participants, and an 8,192-token output limit for thinking plus the structured tool result. The daemon picks up an llmModel change on its next loop (no restart). If the selected model's key is missing, that profile pauses (no ingest or sync) until the key is saved — run doctor first; it names the set-secret command.

Setup (on the Mini, logged-in GUI session)

npm install -g plaud-notes-to-notion        # or build from a checkout: npm ci && npm run build
plaud-notes-to-notion login --profile example # opens Plaud → sign in as that person → Authorize
plaud-notes-to-notion set-secret notion --profile example   # Notion internal integration secret (paste, hidden)
plaud-notes-to-notion set-secret anthropic                # Anthropic API key (shared; Haiku, the default)
plaud-notes-to-notion set-secret openai                   # OpenAI API key (shared; only if llmModel is gpt-*)
plaud-notes-to-notion doctor --profile example
sh "$(npm root -g)/plaud-notes-to-notion/examples/install-launchagent.sh"

The Notion integration needs Read / Update / Insert on that person's Plaud Notes database (••• → Connections). Secrets live only in Keychain service plaud-notes-to-notion (accounts plaud:<profile>, notion:<profile>, anthropic, openai; a profile-specific anthropic:<profile> / openai:<profile> wins over the shared one).

Everyday commands

plaud-notes-to-notion status                          # last poll / sync / write per profile
plaud-notes-to-notion once --profile example --dry-run  # show what would be written, write nothing
plaud-notes-to-notion sync --profile example --dry-run  # show Transcript fixes, change nothing
tail -f ~/Library/Logs/plaud-notes-to-notion.log

Development

npm ci
npm test && npm run typecheck && npm run build

Tests use explicitly fictional people, calls and all-zero SSNs; payment-card numbers are standard synthetic test values. Never commit tokens, real transcripts or database ids.

Privacy gates

Install Gitleaks 8.30.1 and enable the staged gate once per clone:

git config core.hooksPath .githooks
gitleaks git --log-opts=--all --config .gitleaks.toml --redact=100 --no-banner .
npm run build && npm run scan:package

Push and pull-request CI scans full fetched history and package contents. prepublishOnly rebuilds and scans the exact npm file list before publication. Use home-derived paths and local config for real owners and destinations. After a rewritten history, discard old clones and re-clone; merging old history can restore removed data.