Weekly Executive Reporting Factory with Copilot, Jira, Confluence, Rovo, and Tableau

What You Are Building

Phase 0: Governance and feasibility check

1. 1

   Confirm approved tools

   In Power Automate, check Data > Connections for Office 365 Outlook, SharePoint or OneDrive, Jira, Confluence, Approvals, and Teams. If a connector is blocked by DLP policy, stop and record the fallback.

2. 2

   Choose the Confluence write path

   Pick one: manual template launcher, Atlassian Automation/admin-owned draft creation, or a governed platform-owned write path. Do not assume the Microsoft Confluence connector creates pages, and do not ask the business user to configure REST, custom OAuth, or developer-owned middleware.

3. 3

   Name owners

   Assign owners for Jira filters, Tableau custom views, Confluence template, Power Automate connections, approval route, and weekly review.

Phase 1: Define the weekly report product

1. 1

   Create the build plan page

   In Confluence, create Reporting Factory Build Plan under the reporting hub. Add a table: Section, Source of truth, Owner, Publish rule.

2. 2

   Set source rules

   Jira owns delivery state. Tableau owns KPI values. Outlook owns communication evidence. Confluence owns history, decisions, actions, and the final archive.

3. 3

   Set page naming

   Use Weekly Executive Report | Program | YYYY-WW. Store run folders as WeeklyExecReport/{Program}/{YYYY-WW}/01_Email, 02_Jira, 03_Confluence, 04_Tableau, 05_Final-Draft.

Phase 2: Prepare Jira saved filters and dashboard

1. 1

   Create saved filters

   Jira > Filters > View all work items > switch to JQL/advanced search > paste query > run > set columns Key, Summary, Status, Priority, Assignee, Due date, Fix version, Updated > save filter.

2. 2

   Share filters before dashboards

   Open the saved filter details, update Shares, add the right group/project role, then save. If sharing is missing, ask for Jira Create Shared Object permission.

3. 3

   Create the dashboard

   Jira > Dashboards > Create dashboard > name Weekly Executive Delivery Dashboard - Program > share viewers/editors > Edit > Add gadget.

4. 4

   Use executive gadgets

   Use Filter Results for blockers/overdue/defects; Two Dimensional Filter Statistics for priority by status; Created vs Resolved for defect flow; Average Age or Time Since Work Items for stuck work; Road Map for release scope.

Phase 3: Prepare Confluence report workspace

1. 1

   Create the page hierarchy

   Confluence > choose reporting space > create 00 Reporting Hub, 01 Weekly Reports, 02 Decisions, 03 Actions, 04 Source References, 05 Templates and Prompts, 99 Archive.

2. 2

   Create the weekly template

   Space settings > Look and Feel > Templates > Create new template. Add placeholders for program, period, prepared by, previous report, status, summary, risks, decisions, actions, source references, and review notes.

3. 3

   Add launcher and macros

   On 00 Reporting Hub, insert /create from template, /content tree, /content report table, /decision report, and /task report.

4. 4

   Apply labels

   Use weekly-report, program label, yyyy-ww, and status labels: draft, ready-for-review, published.

Phase 4: Prepare Tableau subscriptions and KPI snapshots

1. 1

   Save custom views

   Open Tableau dashboard > apply exact reporting filters > toolbar Save Custom View > name Weekly Exec KPI - Scope - Last Completed Week > make visible if your role/site allows.

2. 2

   Subscribe to the custom view

   Watch > Subscriptions > select Current View > choose PNG, PDF attachment, or both > subject prefix [Tableau KPI][Weekly Exec][Program] > schedule after refresh plus buffer.

3. 3

   Route evidence mail

   In Outlook, create rule for Tableau sender/subject prefix into Weekly KPI Feeds/Tableau. Flow B watches that real folder.

4. 4

   Verify the snapshot

   Check current cycle, custom view name, dashboard link, visible filters, data freshness, quality warnings, and attachment readability.

Phase 5: Prepare Outlook intake folders and searches

1. 1

   Create real folders

   Outlook > create folders Weekly Report - Project Mail, Weekly Report - Leadership, and Weekly KPI Feeds. Power Automate should read real folders; Search Folders are only for human review.

2. 2

   Create routing rules

   Right-click an example message > Rules > Create rule > choose destination folder. For richer rules: Settings > Mail > Rules > add conditions, actions, exceptions, order, and stop-processing behavior.

3. 3

   Add exclusions

   Exclude legal, HR, procurement, confidential, private side conversations, and customer-sensitive content unless your reporting policy allows it.

Phase 6: Build Power Automate flows

1. 1

   Flow A: Weekly Main Orchestrator

   Power Automate > Create > Scheduled cloud flow > Monday 07:00. Initialize reportWeek, runId, stagingPath, draftTitle, approver. Create source folders. Get Outlook messages, Jira issues, previous Confluence context, and Tableau snapshots. Prepare draft package. Start approval.

2. 2

   Wire Jira collection explicitly

   Primary no-code path: use Jira saved filter subscriptions as the collection feed. In Jira, open each saved filter > Details > New subscription; schedule it before the Monday run and send it to the reporting mailbox with a subject prefix such as [Jira Weekly Filter][Blockers]. In Flow A, add Office 365 Outlook Get emails (V3) scoped to the real folder Weekly Report - Jira Filters; filter by subject prefix and received time; save each email body/link set into 02_Jira with filter name, run ID, result count if visible, dashboard link, and collection time.

3. 3

   Use the Jira connector only after a tenant test

   Microsoft documents Jira action Get list of issues (ListIssues) as returning issues using JQL, and Get list of Filters (ListFilters or ListFilters_V2) as returning accessible filters. In some tenants, the Get list of issues designer only exposes the Jira instance and does not let a business user supply saved-filter JQL. Treat Get list of Filters as an access check, not issue retrieval. If your tenant exposes a bounded JQL/filter input for Get list of issues, run one action per saved filter and enforce a review limit, usually 50 issues. If it does not, keep the filter-subscription email path as the supported no-code source. Atlassian notes subscription emails send only the first 200 filter results, so filters above that limit must use dashboard links/manual review rather than email as complete evidence.

4. 4

   Flow B: Tableau Intake

   Create automated cloud flow from Office 365 Outlook When a new email arrives (V3) in Weekly KPI Feeds/Tableau. Save PNG/PDF attachments and metadata into 04_Tableau; move message to Processed.

5. 5

   Flow C: Approval / Review

   Use Start and wait for an approval. Include draft link, evidence folder, Jira dashboard, Tableau snapshot folder, checklist, and approve/reject comments. Leave rejected drafts in needs-review.

6. 6

   Add failure handling

   Put main work in Scope - Main processing; add Scope - Failure handling; configure run after failed/timed out/skipped; notify owner with run ID, failed phase, and staging folder. Use Flow checker before enabling.

Phase 7: Assemble the Confluence draft page

1. 1

   Use the approved page path

   Manual MVP: click the create-from-template launcher. Automation path: use the page created/copied by Atlassian Automation or a platform-owned governed write path. Rovo can review, compare, and refine the draft after the page exists; do not treat Rovo as the default publisher. Keep direct REST/API creation out of this guide.

2. 2

   Fill sources before prose

   Add Jira links, Tableau snapshots, previous report, decision/action pages, and approved email references before writing the executive summary.

3. 3

   Label status

   Use draft while assembling, ready-for-review before approval, and published only after review.

Phase 8: Add Rovo and Copilot refinement

1. 1

   Use the Prompt Workbench below

   Select tool and goal, adjust program/period/source scope, copy the generated prompt, and paste it into Rovo or Copilot with the right source context.

2. 2

   Run evidence checks

   Ask for weak claims, missing owners/dates, vague risks, operational noise, sensitive email content, and unsupported KPI interpretation.

3. 3

   Keep AI output reviewable

   Copy useful edits into the draft only after confirming source links. Mark uncertain claims in Review Notes.

Phase 9: Add approval and publishing controls

1. 1

   Send the approval package

   Approval message includes Confluence draft, evidence folder, Jira dashboard, Tableau snapshot folder, review checklist, and required decision buttons.

2. 2

   Review checklist

   Check sources, Tableau filters, current blockers, action owners/dates, sensitive mail exclusions, and whether the summary matches detail sections.

3. 3

   Publish the reviewed page

   After approval, replace draft or ready-for-review with published, move or link the page under the weekly archive, and use that page for email/PPT outputs.

Phase 10: Run first weekly test and improve

1. 1

   Dry run with one program

   Use four Jira filters, two Tableau custom views, one Outlook folder, one Confluence template, and one approver.

2. 2

   Measure usefulness

   Track manual search time saved, missing evidence, noisy filters, review fixes, and whether a leader can scan the report in under five minutes.

3. 3

   Fix before expanding

   Narrow filters/rules, repair custom views, improve prompts, and document tenant-specific variations before adding more sources.