Fireflies.ai Incident Runbook Skill

Fireflies.ai Incident Runbook

Overview

Rapid incident response procedures for Fireflies.ai integration failures. Covers API outages, authentication problems, webhook issues, and rate limiting.

Severity Levels

| Level | Definition | Response Time | Examples | |-------|------------|---------------|----------| | P1 | Integration fully broken | < 15 min | auth_failed on all requests | | P2 | Degraded functionality | < 1 hour | Rate limiting, slow responses | | P3 | Minor impact | < 4 hours | Webhook delays, missing summaries | | P4 | No user impact | Next business day | Monitoring gaps |

Quick Triage (Run First)

set -euo pipefail
echo "=== Fireflies.ai Incident Triage ==="
echo ""

# 1. Can we reach the API?
echo "--- API Connectivity ---"
curl -s -o /dev/null -w "HTTP %{http_code} (%{time_total}s)\n" \
  -X POST https://api.fireflies.ai/graphql \
  -H "Authorization: Bearer $FIREFLIES_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"query": "{ user { email } }"}'

# 2. What error are we getting?
echo ""
echo "--- API Response ---"
curl -s -X POST https://api.fireflies.ai/graphql \
  -H "Authorization: Bearer $FIREFLIES_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"query": "{ user { email is_admin } }"}' | jq .

# 3. Can we list transcripts?
echo ""
echo "--- Transcript Access ---"
curl -s -X POST https://api.fireflies.ai/graphql \
  -H "Authorization: Bearer $FIREFLIES_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"query": "{ transcripts(limit: 1) { id title date } }"}' | jq '.data.transcripts[0] // .errors[0]'

Decision Tree

API returning errors?
├─ YES: What error code?
│   ├─ auth_failed (401) → API key revoked or invalid
│   │   └─ Fix: Regenerate key at app.fireflies.ai > Integrations
│   ├─ too_many_requests (429) → Rate limited
│   │   └─ Fix: Enable backoff, check for runaway loops
│   ├─ account_cancelled (403) → Subscription expired
│   │   └─ Fix: Renew subscription, contact billing
│   └─ 5xx errors → Fireflies platform issue
│       └─ Fix: Enable fallback mode, wait for resolution
└─ NO: Webhook issues?
    ├─ Not receiving webhooks → Check dashboard registration
    ├─ Invalid signature → Webhook secret mismatch
    └─ Processing failures → Check your webhook handler logs

Remediation by Error Type

`auth_failed` (401) -- P1

set -euo pipefail
# Verify API key format (should be non-empty)
echo "Key length: ${#FIREFLIES_API_KEY}"

# Test with explicit key
curl -s -X POST https://api.fireflies.ai/graphql \
  -H "Authorization: Bearer $FIREFLIES_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"query": "{ user { email } }"}' | jq '.errors[0].code // "OK"'

# Fix: Regenerate at app.fireflies.ai > Integrations > Fireflies API
# Then update your secret store:
# - GitHub: gh secret set FIREFLIES_API_KEY --body "new-key"
# - Vercel: vercel env rm FIREFLIES_API_KEY && vercel env add FIREFLIES_API_KEY
# - GCP: echo -n "new-key" | gcloud secrets versions add fireflies-api-key --data-file=-

`too_many_requests` (429) -- P2

set -euo pipefail
# Check if we have a request loop
# Free/Pro: 50/day limit. Business: 60/min limit.
echo "Check application logs for request volume"

# Immediate mitigation: reduce request rate
# Long-term: implement exponential backoff (see fireflies-rate-limits skill)

Webhook Not Firing -- P2

set -euo pipefail
# Verify webhook is registered
echo "Check: app.fireflies.ai > Settings > Developer settings"
echo "Webhook URL should be your HTTPS endpoint"

# Test by uploading audio (triggers webhook when done)
curl -s -X POST https://api.fireflies.ai/graphql \
  -H "Authorization: Bearer $FIREFLIES_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "query": "mutation($input: AudioUploadInput) { uploadAudio(input: $input) { success message } }",
    "variables": { "input": { "url": "https://example.com/test.mp3", "title": "Webhook Test" } }
  }' | jq .

# Remember: webhooks only fire for meetings YOU own (organizer_email)

Invalid Webhook Signature -- P3

// Debug signature verification
import crypto from "crypto";

function debugWebhookSignature(payload: string, receivedSig: string, secret: string) {
  const computed = crypto.createHmac("sha256", secret).update(payload).digest("hex");

  console.log("Received signature:", receivedSig);
  console.log("Computed signature:", computed);
  console.log("Match:", receivedSig === computed);
  console.log("Secret length:", secret.length, "(must be 16-32)");

  // Common issues:
  // 1. Secret doesn't match what's in Fireflies dashboard
  // 2. Payload was parsed/modified before verification (use raw body)
  // 3. Secret has trailing whitespace
}

Communication Templates

Internal (Slack)

P[1-4] INCIDENT: Fireflies.ai Integration
Status: INVESTIGATING / MITIGATED / RESOLVED
Error: [error code and message]
Impact: [what users are affected]
Action: [what we're doing]
ETA: [next update time]

Postmortem Template

## Incident: Fireflies.ai [Error Type]
**Date:** YYYY-MM-DD | **Duration:** Xh Ym | **Severity:** P[1-4]

### Summary
[1-2 sentences]

### Timeline
- HH:MM - Issue detected via [alert/user report]
- HH:MM - Triage started
- HH:MM - Root cause identified: [cause]
- HH:MM - Fix applied
- HH:MM - Verified resolved

### Root Cause
[Technical explanation]

### Action Items
- [ ] [Prevention measure] - Owner - Due date

Error Handling

| Issue | Response | |-------|----------| | Can't run triage script | Check FIREFLIES_API_KEY is set, check network | | Multiple error codes | Address auth first, then rate limits | | Intermittent failures | May be transient -- monitor for 15 min before escalating | | All endpoints failing | Likely Fireflies platform issue -- enable fallback mode |

Output

Issue identified and categorized by severity
Remediation applied based on error code
Stakeholders notified via templates
Evidence collected for postmortem

Resources

Next Steps

For data handling and compliance, see fireflies-data-handling.

Agent Skills: Fireflies.ai Incident Runbook

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Skill Files