Project operations 1 minute
Turn scattered project updates into structured project memory
Project decisions, risks and actions often arrive in email and chat, then disappear into meeting preparation. This example turns two approved updates into a structured project record and reruns safely without duplicates.
- Source updates
- 2
- Structured records
- 2
- Duplicates on rerun
- 0
What the recording proves
A controlled route from conversation to project record
Read agreed sources
The workflow reads a defined Outlook folder and Teams conversation rather than searching every message it can access.
Extract and validate
The model turns unstructured updates into summaries, actions, risks and decisions. Validation checks the result before anything is written.
Write without duplication
The destination keeps the source and timestamp with each record. Running the same inputs again leaves the list at two records.
Reusable architecture
The products shown are demonstration surfaces, not a prescribed stack
The pattern is read, extract, validate and write. Each surface can be replaced to suit the organisation, its controls and the systems already in place.
Sources
Outlook + Teams
Email, chat, tickets, CRM or meeting platforms
Orchestration
n8n
Power Automate, Logic Apps or a custom service
AI
OpenAI
Azure OpenAI or another suitable model
Destination
SharePoint
Dataverse, CRM, a project system or controlled repository
Potential extensions
Add human approval where the decision warrants it
The recording shows an automated write after validation. A production design could hold uncertain or high-impact items for review while routine updates continue automatically.
Approval by exception
Route low-confidence extraction, new risks, decision changes or sensitive content to a reviewer before the destination is updated.
Amend, approve or reject
Give the reviewer the source alongside the proposed record, then capture their decision and any correction.
Audit trail
Keep the source, extracted values, validation result, reviewer and final write together for later review.
Reporting and follow-through
Use the governed records to produce RAID views, stakeholder summaries, notifications or assigned actions.
Apply the pattern
If your team rebuilds the same operational picture by hand, this is the kind of workflow I design.
I can map the sources, controls and destination around the systems you already use.
Discuss a workflow