Before
A team member likely had to check reporting access, locate the appropriate workspace and report, start the export, wait for it to finish, download the file, and compose an email. Repeating these steps for each reporting cycle created dependencies on the person responsible for distributing the report.
How it works
- Refresh reporting permissions and identify the configured workspace report.
- Start the PPTX export, monitor its status until it succeeds, and download the completed file.
- Build an email with the report attached and send it to the configured recipients.
Workflow details
- Scheduled preparation: The workflow starts on a schedule and refreshes the reporting user's permissions so the latest access state is applied before report retrieval.
- Report discovery: It retrieves available workspaces and the reports within the selected workspace, identifying the configured report for export.
- Export monitoring: The workflow starts a report export in PPTX format, repeatedly checks the export status, and continues only after the job reaches a succeeded state.
- File preparation: Once the export is complete, it downloads the generated file and prepares it as an email attachment with the appropriate presentation-file content type.
- Distribution: It constructs an HTML email with the report attached and sends it from the configured mailbox to the defined recipients.
What changed
Report delivery now begins automatically on a schedule, with permissions refreshed and export completion verified before distribution. The file is prepared and handed off by email without requiring a person to move between reporting, file-download, and email steps.
Work removed
Refreshing report permissions, locating workspaces and reports, initiating the export, checking export status repeatedly, downloading the completed file, creating the email attachment, composing the email, and sending it to recipients.
Expected outcome
The workflow can remove roughly 7 to 8 recurring manual actions per scheduled report distribution, based on the automated preparation, export, monitoring, download, attachment, and email steps; this is a planning estimate rather than a measured result.
