Generate job descriptions from briefing notes with OpenAI and Google Docs

Auto-generate job descriptions from briefing notes with OpenAI and Google Docs

Who is this for

Recruiters, HR teams, and hiring managers who conduct role briefing conversations and want to convert their meeting notes into polished, structured job descriptions automatically -- without manual copywriting.

What this workflow does

This workflow watches a Google Drive folder for new briefing documents, extracts structured job data using AI, generates a professional HTML job description, sends it to Microsoft Teams for approval, and exports the final version as a PDF to Google Drive.

How it works

1. Trigger -- A Google Drive Trigger detects when a new Google Doc (e.g. a briefing transcript) is created in a watched folder. 2. File organization -- A timestamped subfolder is created and the document is moved into it for clean project structure. 3. Document reading -- The Google Doc content is fetched via the Google Docs API. 4. AI data extraction -- An OpenAI AI Agent analyzes the transcript (supports German input) and extracts structured job data: title, department, responsibilities, skills, benefits, tech stack, and more -- output as JSON. 5. Data logging -- The extracted fields are appended to a Google Sheets tracker for reference and audit. 6. Prompt assembly -- A Code node builds a detailed prompt from the structured data, choosing between "create" mode (first draft) or "revise" mode (feedback loop). 7. JD generation -- A second AI Agent (JD-Writer) generates a complete, styled HTML job description following a professional template with sections like responsibilities, profile, benefits, and diversity statement. 8. Human review -- The draft is sent to a Microsoft Teams chat with an approve/reject form and an optional feedback field. 9. Approval path -- If approved, the HTML is converted to PDF and uploaded to the Google Drive subfolder alongside the original briefing. 10. Revision loop -- If rejected, the feedback is routed back to the JD-Writer for targeted revisions, and the updated draft is re-sent for approval.

Setup steps