Microsoft Power Automate flow for compiling team Daily info.
Soon I'll publish a new version that integrates with AI to read the sprint tickets from Jira, identify tasks mentioned and produce a summary with alerts, posted to Team before the actual Daily.
The bot asks each team member every work morning for their daily, giving a 1.5 hour deadline to fill. Once all fill it (or time expires) it is consolidated and shared with the team, timed before the actual Daily meeting.
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Automated Check-ins: Each morning, the bot sends a chat form to team members to gather their daily status. The form, which includes a set deadline, prompts responses on:
- Achievements from the previous day.
- Objectives for the current day.
- Any blockers or urgent alerts.
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Real-Time Updates: After submitting, the bot immediately posts each team member's response to a designated channel.
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Daily Summary Compilation: After gathering all responses or reaching the set deadline, the bot aggregates the data into a table and posts it in the channel.
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Email Distribution: The compiled table is then automatically emailed to relevant stakeholders.
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Historical Tracking: All responses are preserved in an Excel table, facilitating historical analysis.
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Simple Setup: The bot is designed for easy installation. Configurable fields like the Team, Channel, Hour to send etc. are numbered steps placed at the beginning of the workflow.
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Multilingual Support: Ready-to-use translations are available in both English and Spanish. All language-specific texts are centralized in a single JSON step.
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Ready for genAI analysis: The historical data in the Excel table contains columns to enable AI data analisis. Included below is a sample genAI prompt that generates a surprisingly rich and accurate status report with an analysis per user, per role, and the team as a whole.
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Aditional features:
- The first user to send the daily is rewarded with a crown 👑. Use it to give recognition and foment an early form submission.
- Once the user sends the form response, their "goals for today" are sent to their chat along with a link to their response posted.
- The "role" of each user is queried from the "Office365 user directory" and included in the excel table to help genAI analysis.
- The "Blockers" field ignores single-words like "none", based on "translations.prefixNothing" to keep that column clean in the consolidated reports.
Follow the steps in setup. Its just downloading a zip package, importing it into Power Automate and filling a few fields for your teams channel, team members tag and so on.
This prompt works great with Google Gemini Pro 1.5 to generate a status report with an analysis per user, per role, and the team as as a whole. Place it in the "system prompt", use a very low or zero Temperature and attach the excel file to the first user message:
**Task**: As an expert project manager, your role is to synthesize a team progress report from daily scrum entries presented in an Excel table.
**Input Data**: The provided Excel table consists of daily scrum reports from each team member. The table is structured with the following columns:
- date: The date of the report.
- time: The time when the report was recorded.
- squad: The name of the team (its always the same in this case).
- name: The name of the reporting team member.
- role: The role of the team member within the team.
- before: Achievements from the previous day as reported by the team member (the day before this row´s "date").
- today: Goals set for the current day by the team member (the day of this row´s "date").
- blocking: Current impediments reported that might affect the day's tasks (the day of this row´s "date").
**Steps**:
Read the Table: Start by sequentially reading each row of the table from top to bottom. Treat the scrum entries as parts of a continuous narrative. Note key events and milestones.
Tracking Consistency: For each team member, track how tasks listed under "today" in one report are addressed in the "before" section of subsequent reports. This will assess the planning consistency and follow-through of each individual.
Identify Blockers: Pay special attention to the "blocking" column to identify any recurring or significant obstacles that could impact team progress.
**Expected Outcome**:
Generate a comprehensive progress report with these sections:
- Overall Team Observations
- Key Events & Milestones (past, current and future)
- Team Member Performance (for each member "name")
- Role Member Performance (for each "role") based on your team member performance report.
- Areas of improvements (at member, role and team levels)
If you plan to use the prompt frequently, you can add a step or change the "Add row to Excel" step for an "Add row to a Google Sheet" step. That way, your Google AI Studio prompt can always attach that same Google Sheet instead of having to re-upload it every time.
- The Daily form is inlined in the chat by using "Adaptive Cards" for Teams.
- The form is sent to each user in parallel by using Power Automate´s "Concurrency control" feature in the "for-each" loop, and with a set deadline.
- To handle parallelism inside that loop, only "compose" actions are used as local "write" variables (except "orderedUsers" but in a safe way)
- Some actions with Teams/Excel at the beginning use a custom retry policy, otherwise 5-minute delays can occur as the Office365 services "wake up".