Forwarding meeting notes and call transcripts automatically

Every account has a private address under Settings, Notes by email. Anything sent to it from a trusted sender is read once, turned into draft tasks and discarded. Forwarding by hand works; a rule in your mailbox makes it automatic. The steps below use the web versions of Gmail and Outlook and Apple Mail on a Mac; menus may differ slightly from what you see.

Which senders are trusted

Forwards are accepted from the address you sign in to Pensova with, from the notes services themselves, and from up to five addresses you add. The services accepted by default: Gemini (the “Notes:” email after a Google Meet), Otter, Zoom, Fireflies, Read, Fathom and tl;dv. Anything else sent to your address is ignored without a reply. To add your work address or a phone system’s address, open Settings, Notes by email, Also accept forwards from.

Gmail

1. The gear, then See all settings, then Forwarding and POP/IMAP, then Add a forwarding address, and paste your Pensova address.
2. Gmail sends a confirmation code to that address. In Pensova, open Settings, Notes by email, Show the Gmail confirmation. The code is shown once; enter it in Gmail.
3. Create the rule: in the Gmail search box type from:gemini-notes@google.com, open the search options (the sliders icon), click Create filter, check Forward it to, choose your Pensova address, and click Create filter.
4. For another service, repeat with its sender, for example from:otter.ai. One filter per sender.

Outlook

1. In Outlook on the web, the gear, then Mail, then Rules, then Add new rule.
2. Name it. Condition: From, the notes service’s address. Action: Forward to, your Pensova address, and save it.
3. Your Outlook address must be one Pensova trusts: add it under Also accept forwards from if it is not the address you sign in with.

Many companies block forwarding to outside addresses. If the rule saves but nothing arrives, ask your Microsoft 365 administrator whether external forwarding is allowed for your mailbox.

Apple Mail

1. On a Mac, open Mail, then Settings, then Rules, then Add Rule.
2. Condition: From contains the service’s address. Action: Forward Message to your Pensova address, then OK.
3. Rules run only while Mail is open on that Mac. For forwarding that works when the Mac is asleep, set the rule in Gmail or Outlook on the web instead.

Call transcripts

Phone systems and call-recording tools often email a transcript after a call. If it arrives from your own address or from one of the listed services, forward it like any notes email. If it arrives from the tool’s own address, add that address under Also accept forwards from first. The same rules apply: items that are yours become drafts, and next steps assigned to other people are dropped.

What is kept

The email is read once and discarded. Pensova keeps the drafts and a record that something arrived: the service, a hash of the text and how many drafts it produced. Not the subject, not the sender, not a line of the notes. See Security and your data.