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

​Hi ​@Olalekan 

FEEDBACK

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?

   1. Go with Item Updates as those have timestamps and are self contained

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

   • Likely email address, but can depend on how your Monday Board Columns are configured

3. What’s the best pattern in Zapier?

   • STEPS

     • Find/Create Item

       • Find Item step can be configured via checkbox field to create Item if not found

     • Create Update

       • aka Comment

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

   • Depends on the logic you are trying to implement

   • We would need more context and examples

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

   • What would be the reason for using different Monday Boards?

   • Not enough context about your Monday Board setup to advise

Hello ​@Olalekan 
 

You’re thinking about the right things early.

Notes: Update vs long text
If you want a clean activity log, use Create Update. It won’t overwrite and keeps notes chronological.
Use a Long Text column only if you need reporting or formulas. If you go that route, make sure you append by pulling the existing value first, then updating it.

Matching the correct item
Best practice is a custom unique ID field. If Fellow has a stable Meeting ID, store that in Monday and always use Find Item by that column. Titles and emails aren’t reliable long term.

Recommended Zap pattern
Trigger → Find Item by unique ID
If found → Create Update
If not found → Create Item (and store the ID)

Duplicate prevention
Always search by Meeting ID first. For extra safety on re syncs, log processed IDs using Storage by Zapier so the Zap stays idempotent.

Boards
Keep it on one board unless the data models are fundamentally different.

Strong unique IDs + “find before create” logic will keep this stable as you scale

Dr. Tanvi Sachar
Monday Certified Partner, Tuesday Wizard

Hi ​@Olalekan 👋 Just wanted to check how things went with the suggestions from Troy and drtanvisachar here. Were you able to get a Zap set up to sync the Fellow meeting notes into Monday?

Keep us posted on how you get on!

1. Add them in long text column, you can add activities but it would look Clunky or add the meeting link as “activity” aka item updates
2. Email
3. Find item, if it exist them update the item column and if it doesn’t then create the item
4. Check if the contact exist first and then create them
5. Keep them in one board

​

If you haven’t set it up already, then happy to assist you with this.

Go ahead ands book a FREE 20min call from my calendar here where we I can walk you through how to set them up: —LINK REMOVED—

Fahad S
Founder @ AutomateMyBiz.ai. | Zapier Platinum Partner