Best Way to Prevent Duplicate Runs Using “New AI Note” Trigger? (Fellow → monday.com)

Hi everyone,

I’m building an automation using Fellow → Zapier → monday.com, and I’d appreciate some architectural guidance before I refactor everything.

🔁 Current Trigger

I’m using:

Fellow → New AI Note (Instant)

This is intentional because I want the automation to run automatically whenever a meeting recap is generated.

🎯 What the Zap Does

1. Extracts the # Action Items section from the recap

2. Finds a matching parent item in monday.com (by Event Title)

3. Creates the parent if it doesn’t exist

4. Loops through action items and creates subitems

⚠️ The Problem

I’m experiencing:

• Duplicate parent items

• Duplicate subitems

• Multiple runs for what appears to be the same meeting

I understand that “New AI Note” may trigger multiple times (regeneration, edits, transcript updates, etc.), but I want to keep the automation fully automatic.

🏗 Current Architecture

Trigger: New AI Note
Filter: AI Notes contains # Action Items
Filter: Event Title contains specific keyword
Formatter: Extract Action Items
Formatter: Text to Line Items
Loop: Iterate action items
Find Item (Exact Match by Event Title)
Create Item (if not found)
Create Subitem

❓ My Questions

1. What is the best way to make this Zap idempotent while still using “New AI Note”?

2. Should I store the Fellow Note ID in Storage by Zapier and check against it before processing?

3. Is there a cleaner deduplication strategy I should implement at the parent or subitem level?

4. How would you structure this to make it production-stable?

My goal is long-term stability without manual cleanup of duplicates.

Thanks in advance for any architectural advice.