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

   Provision the agent environment

   In Copilot Studio (copilotstudio.microsoft.com), confirm you can build in a dev environment with an unmanaged solution named WeeklyExecReporting. Publishing needs a Microsoft 365 Copilot license, or a Copilot Studio User License with Copilot Credits allocated (metering is in Copilot Credits, not "messages"). For autonomous/recurrence triggers, ask the admin to enable solution-aware cloud flow sharing in the environment.

3. 3

   Choose the Confluence write path

   Pick one: manual template launcher, Atlassian Automation Publish new page rule, a governed admin-owned draft path, or a governed Rovo agent. Do not assume the Microsoft Confluence connector creates pages, and do not ask the business user to configure custom OAuth or developer-owned middleware.

4. 4

   Name owners

   Assign owners for Jira filters, Tableau custom views, Confluence template, Power Automate connections, the Copilot Studio agents, the approval route, and the 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 the naming convention

   Pages: Weekly Executive Report | Program | YYYY-WW. Run folders: WeeklyExec/{Program}/{YYYY-WW}/01_Email, 02_Jira, 03_Confluence, 04_Tableau, 05_Final-Draft. Agents: WeeklyExec-<Role> (e.g. WeeklyExec-DataCollector). Flows: WeeklyExec-Flow-A-Orchestrator. Keep it consistent so agent orchestration descriptions stay unambiguous.

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. Bound every query by project plus statusCategory/fixVersion/date — the Jira connector rejects unbounded JQL with 400 Bad Request. These filters feed the weekly run as Jira filter-subscription emails (set up in Phase 6), not a direct connector JQL call — the connector exposes no JQL input.

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 the Jira Create Shared Objects 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 (choose Page, not Live Doc), /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 (the Save Custom View button only appears in the toolbar after you change the view) > 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 a buffer. Live connections follow the Data Freshness Policy; extract-backed dashboards follow their extract refresh schedule — time the subscription against whichever applies.

3. 3

   Route evidence mail

   In Outlook, create a rule for the 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, Weekly Report - Jira Filters, and Weekly KPI Feeds. Power Automate reads real folders, not Search Folders — Search Folders are only for human review and are not selectable in the flow folder picker.

2. 2

   Create routing rules

   Right-click an example message > Rules > Create rule > choose destination folder. For richer rules: Settings > Mail > Rules > Add new rule > add conditions, actions, exceptions, order, and stop-processing behavior. The When a new email arrives (V3) trigger fires only on arrival, so the rule must run server-side at delivery — moving mail into the folder later will not trigger the flow.

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. Keep the recurrence Start time consistent with the create-dialog Starting value. 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 subscriptions; 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 (the Subject Filter only matches the first 250 items, so set Top explicitly and use the Search Query field for busy folders); 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 practice the published Get list of issues action exposes only the Jira instance parameter — no maker-facing JQL input — so treat Get list of Filters as an access check, not issue retrieval. The only first-class JQL-input surface is the event trigger When a new issue is returned by a JQL query (OnNewIssueJQL), which is limited to the latest 100 results. 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 sends only the first 200 filter results in subscription emails, so filters above that limit must use dashboard links/manual review rather than email as complete evidence. Do not confuse the two numbers: 200 = the filter-subscription email cap; 100 = the JQL trigger window.

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 and set the Approval type selector (the standalone "first to respond" action is gone). 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.

Build the four agents

1. 1

   Create the orchestrator and solution

   Copilot Studio > create agent WeeklyExec-ReportOrchestrator inside the unmanaged solution WeeklyExecReporting in your dev environment. On Overview, turn generative orchestration on (required for triggers, MCP, and connected agents) and paste the orchestrator Instructions (use the generator below).

2. 2

   Add each worker as a child agent

   Open the orchestrator > Agents page > Add an agent > New child agent > name it WeeklyExec-DataCollector (then -ReportDrafter, then -QAReviewer) > keep When will this be used? → The agent chooses, based on description > paste the Description (the orchestration signal) and Instructions > set the typed Inputs/Outputs > Save > set Enabled on.

3. 3

   Attach the Collector's tool-flows

   On the Data-Collector, open the Tools page > Add a tool > Flow > add GetJiraWeeklyFacts, GetOutlookEvidence, and GetConfluenceContext. Each is a published agent flow using the When an agent calls the flow trigger and Respond to the agent action; set a precise Name + Description (the description drives tool selection) and map inputs. GetJiraWeeklyFacts defaults to reading the Jira filter-subscription emails (Get emails (V3)), not a direct JQL call.

4. 4

   Lock down drafting and QA

   On the Report-Drafter and QA-Reviewer, turn off "Allow ungrounded responses" so a turn with no tool or knowledge cannot answer from general knowledge. Keep the QA-Reviewer a separate agent from the Drafter — the reviewer must not mark its own homework.

5. 5

   Test with the activity map

   Use the Test your agent panel and open the activity map to watch the orchestration plan: which child agent was chosen, its inputs/outputs, timings, and errors. Restart with Start new test session.

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 the Atlassian Automation Publish new page rule, a platform-owned governed write path, or an admin-scoped Rovo agent (Create page / Edit / Publish, confirm-before-publish). The Report-Drafter produces the content; the page is created by one of these paths. Page creation stays on the four approved paths — never a hand-built API call.

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. The Data-Collector's evidenceBundle is the single source of truth the Drafter writes from.

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

   Run evidence checks

   The QA-Reviewer agent runs these automatically against the evidence bundle and claim map: weak claims, missing owners/dates, vague risks, operational noise, sensitive email content, and unsupported KPI interpretation. For the prompt/MVP tier, Rovo and Copilot run the same checks by hand.

2. 2

   Keep AI output reviewable

   Copy useful edits into the draft only after confirming source links. The claimMap ties each sentence to a source; mark uncertain claims in Review Notes and keep confirmed facts, assumptions, and recommendations separate.

Phase 9: Add approval and publishing controls

1. 1

   Send the approval package

   The orchestrator calls StartApproval (Flow C). The approval message includes the staged Confluence draft, evidence folder, Jira dashboard, Tableau snapshot folder, the QA verdict, the 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.

Run the factory on a schedule

1. 1

   Publish the orchestrator to Teams

   On WeeklyExec-ReportOrchestrator > Publish > connect the Teams channel. Teams is required because the pipeline relies on long worker reasoning and asynchronous agent-flow responses, and async callbacks are supported only on Teams — not on the Microsoft 365 Copilot or telephony channels.

2. 2

   Build the clock as a scheduled flow

   Copilot Studio > Flows > New agent flow (or Power Automate > Scheduled cloud flow). Set Recurrence: every 1 week, Monday 07:00, after the data-refresh buffer — this is Flow A's trigger. Initialize program, reportWeek (compute YYYY-WW), reportMode, jiraFilterScope, runId, stagingPath.

3. 3

   Invoke the orchestrator from the flow

   Add the Microsoft Copilot Studio connector action Execute Agent and wait (ExecuteCopilotAsyncV2): set Agent to the published orchestrator and Message to a JSON string carrying program/reportWeek/reportMode/jiraFilterScope. It returns lastResponse, responses[], and conversationId. Alternatively use the GA agent node ("Run an agent" under AI capabilities). The flow keeps the durable run history, retries, and Flow-A failure scope — which is why the clock stays a flow even though the reasoning is an agent.

4. 4

   Run it manually first

   In the Teams chat, message the orchestrator: "Run the weekly executive report for ACME-OPS, week 2026-25, risk-heavy." It prompts for any missing input, then runs Data-Collector → Report-Drafter → QA-Reviewer → stage → approval. If the QA verdict fails, the orchestrator returns the fix list to the Report-Drafter once and re-checks before staging; a second failure is staged for a human with a QA FAILED note. Each autonomous fire bills a Copilot Credit, so avoid very frequent recurrences.

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, three child agents, and one approver. Trigger the orchestrator manually in Teams and watch the activity map.

2. 2

   Diagnose a broken handoff

   If a worker returns nothing, open the activity map, find that worker's step, and check its inputs/outputs — usually a vague child-agent description or a failed tool-flow. Test the tool-flow alone. If the run times out, confirm the orchestrator is on the Teams channel (async callbacks are Teams-only).

3. 3

   Confirm the scheduled run fired

   Check the scheduled flow's run history and the agent's Activity page for the next Monday — each trigger and reaction is recorded there. A green run with a staged 05_Final-Draft and an approval request means the cadence works.

4. 4

   Measure and fix before expanding

   Track manual search time saved, missing evidence, noisy filters, review fixes, and whether a leader can scan the report in under five minutes. Narrow filters/rules, repair custom views, tighten agent descriptions, and document tenant-specific variations before adding more sources.