What Is AI Orchestration? A Plain-English Guide for Business Owners
AI orchestration means having one AI agent direct other AI agents — automating complex workflows without hiring more staff. Here's what it means for your business.
How to Set Up Multiple Notion Agents to Process Every Sales Call Automatically
One sales call, three automated outputs — content brief, follow-up email, and sales briefing — all triggered automatically in Notion. Here's how to build the system.
Every sales call your team has is sitting in a transcript database going nowhere. With Notion Custom Agents, you can turn that transcript into a content brief, a follow-up email draft, and an internal sales briefing — automatically, every time a new transcript is created.
Here's the exact setup.
Why Multiple Agents Instead of One?
You could prompt a single AI to do all three tasks in one pass. But in practice, specialized agents produce better results:
- Each agent has a focused prompt tuned for one output type
- Agents can run in parallel rather than waiting for one long chain
- If one agent fails or needs adjustment, it doesn't break the others
- Outputs are cleaner and easier to review separately
Think of it as the same reason you have a content writer, a sales rep, and an ops coordinator — specialization produces better work than asking one person to do everything.
The 3-Agent System
Agent 1: The Content Brief Agent
Trigger: New page created in Transcripts database
What it does:
- Reads the transcript
- Identifies 1–3 content topic angles based on what was discussed
- Extracts the strongest quotes or insights
- Creates a draft blog post or content brief in the Blog Content database
Notion setup:
- Custom Agent with access to the Transcripts data source (read) and Blog Content data source (edit)
- Prompt instructing it to extract topics, check for duplicate posts, and create drafts with a direct-answer opening paragraph
Agent 2: The Follow-Up Email Agent
Trigger: Same — new transcript page created
What it does:
- Reads the summary and next steps from the transcript
- Drafts a personalized follow-up email to the prospect
- Saves the draft to a designated email drafts page or sends to a review queue
Notion setup:
- Custom Agent with access to the Transcripts data source (read) and an Email Drafts page (edit)
- Prompt instructing it to reference specific commitments from the call and keep the email under 150 words
Agent 3: The Sales Briefing Agent
Trigger: Same — new transcript page created
What it does:
- Pulls the deal name, contact name, pain points, and next steps from the transcript
- Creates or updates an internal briefing page in the CRM or deal database
- Flags any commitments that need follow-up
Notion setup:
- Custom Agent with access to the Transcripts data source (read) and CRM database (edit)
- Prompt instructing it to output a structured briefing: Background, Challenge, Proposed Solution, Next Steps
How the Trigger Works
All three agents share the same trigger: "Page created in Transcripts data source."
In Notion Custom Agents, you set this under the agent's Triggers tab. Each agent has its own trigger configured to fire on the same data source. They run independently — if one has an issue, the others still complete.
For more complex routing (e.g., only fire the content agent for Sales calls, not internal calls), you can add a condition check at the top of each agent's instructions: "If Call Type is not 'Sales', do nothing and leave a comment explaining why."
What You Need Before You Build
Before setting this up, make sure you have:
A Transcripts database in Notion with consistent properties (Call Type, Summary, Next Steps, Contact Name)
A Blog Content database with a Status field (for drafts)
A CRM or Deals database in Notion for the sales briefing output
A page or database for email draft review
Notion on a plan that supports Custom Agents
If you're routing transcripts into Notion from Zoom or another tool, you can use Make or Zapier to handle that part of the pipeline before the agents take over.
Time Investment to Build This
For a clean, tested version of this 3-agent system:
- Setup time: 4–6 hours for a consultant familiar with Notion Custom Agents
- Ongoing maintenance: Minimal — agents are self-running once configured
- Cost to build externally: Typically $1,000–$1,500 for a pilot build
Most consulting firms and agencies that implement this recoup the build cost within the first month in time saved on post-call admin.
Tips for Getting the Most Out of It
- Review agent outputs for the first 2–3 weeks before fully trusting them — this helps you refine prompts
- Add a "TEMP Processed" flag to your transcript records so agents can skip already-processed pages if re-triggered
- Start with one agent, get it working well, then add the second and third
- Leave agent comments on each transcript so you can audit what was created from each call
Want this system built for your business? Book a free consulting call and we'll scope out what a 3-agent transcript system would look like for your specific setup.
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