Best Zapier setup to sync Fellow.ai meeting notes into Monday.com without duplicates

Hi everyone 👋,

I’m working on a Zapier automation to sync meeting notes from Fellow.ai into Monday.com, and I want to make sure it’s set up properly without overwriting data or creating duplicates.

Goal of the automation:

• Match each Fellow.ai meeting to the correct Monday item

• Append notes (not replace existing content)

• Keep the workflow stable and scalable

Questions for those who’ve done this with Zapier:

1. Is it better to add notes as item updates or store them in a long-text column in Monday?

2. What’s the most reliable way to match the correct item?

   • Email/owner

   • Deal ID

   • Meeting ID

   • Meeting title

   • Custom unique ID field

3. What’s the best pattern in Zapier?

   • Find item → Create update

   • Find item → Update long-text column

   • Create item if not found?

4. How do you handle duplicate prevention in Zapier for recurring meetings or re-syncs?

5. Would you recommend doing this on one board or splitting across multiple boards?

If anyone has a working architecture or best-practice flow, I’d really appreciate your insight 🙏
Trying to avoid bad data structure early before scaling this.

Thanks