Ask the community
Ask the community
d
digts
·Posted in Ask the community

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

2 replies