October 22, 2026

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In Granola, create a folder called Qualification calls. After each sales call, move its meeting notes into this folder. Later, you'll connect this folder to Zapier so new meeting notes can trigger your workflow. Only notes added after the Zap is set up will trigger the automation, so your existing notes won't be processed automatically.

Want to test it without a real sales call? Click New Note in Granola, paste in one of our test transcripts, and move the note into the folder. Zapier will process it just like any other meeting note.

Open Zapier and create a new Zap. Search for Granola and select Note Added to Granola Folder as the trigger. A trigger is the event that starts your automation. Connect your Granola account, name your Zap something like Route sales calls, and select the Qualification calls folder you created in step 1. Then test the trigger to pull in a meeting note you can use in the next steps.

Not using Granola? You can use Google Docs instead for this lesson. Select Google Docs and New Document as your trigger, then connect your Google account. Open one of our test calls in Google Docs and select File > Make a copy. Return to Zapier and test the trigger using your new document. In step 3, replace both Granola fields in the AI prompt with the File Raw Plaintext Content field from Google Docs.

Now let's add AI to review each sales call and decide what should happen next. Add an AI by Zapier step and paste in the prompt below. The AI will use the criteria in your prompt to classify each call as Qualified, Nurture, or No Fit. Feel free to adjust these criteria to match how your team qualifies leads.

In the prompt, type / to replace [Summary] and [Transcript] with the corresponding Granola fields. This is called field mapping: using data from an earlier step in your workflow.

Then create four output fields: Decision, Reason, Summary, and Email. These let Zapier use each piece of information separately in the next steps. Since this step only processes text, you can select the Standard model to keep task usage down.

First, test your AI step and check whether the Decision matches your criteria. If it doesn't, adjust your prompt and test again.

Next, add a Paths step to give each decision its own follow-up action. Create three paths, each with the condition Decision → (Text) Exactly matches, followed by Qualified, Nurture, or No Fit. Then set up an action for each path:

Qualified: Choose Slack → Send Channel Message. Select a channel, write a short message, and map the Reason and Summary fields into it, so your sales team knows which leads to follow up with.
Nurture: Choose Google Sheets → Create Spreadsheet Row. Select your own copy of the Nurture leads sheet from the preparation steps, then map the relevant fields so each lead is saved with a reason and recommended follow-up timing.
No Fit: Choose Gmail → Create Draft. Use Thanks for your time as the subject line and map the Email output from your AI step to the message body. Leave the recipient blank for now. You can add it when you review the draft in Gmail.

Before publishing, test each path to make sure the right action happens for each decision. Then click Publish to turn on your Zap. From now on, new meeting notes added to your Qualification calls folder will automatically trigger the right follow-up action in Slack, Google Sheets, or Gmail.

Keep an eye on the first few results to see if the AI makes the right decisions. You can always adjust your criteria and improve the workflow as you go.

And remember, this is just one way to build it! Zapier connects to over 9,000 apps, so you could also send qualified leads to your own CRM or notify your team in Microsoft Teams instead of Slack.