Smarter Project Status Reporting AI Agent with Microsoft Teams
The Project Status AI Agent is a fully automated daily reporting assistant that gathers project updates
About the Agent
Daily Project Insights Delivered Automatically via Excel, AI, and Microsoft Teams Integration
Overview
The Project Status AI Agent is a fully automated daily reporting assistant that gathers project updates from Excel sheets and Microsoft Teams chats, applies AI-powered summarization, and posts clear status reports directly into relevant Teams channels.
Built using n8n and enhanced with AI for natural language summarization, the agent streamlines daily project reporting—giving project managers, team leads, and client’s instant clarity on hours logged, tasks completed, and project progress.
Challenges
Time-Consuming Status Reporting:
Daily status reports consumed valuable engineering and management time, often requiring manual extraction from Excel or chat logs.
Fragmented Data Sources:
Updates were scattered across spreadsheets, chat messages, and tools—making it difficult to compile cohesive summaries.
Delayed Visibility for Clients:
Clients often received project updates with a delay, affecting transparency and trust.
Inconsistent Summary Quality:
Manually written summaries varied in detail, clarity, and formatting.
Objectives / Goals
- Automate daily status update generation from Excel sheets and Teams chats
- Summarize hours worked, tasks completed, and project-specific activities
- Post these updates in structured, readable format to Teams channels
- Reduce manual effort for engineers and project managers
- Provide AI-enhanced summaries that are client-ready
- Save hours of engineering and coordination time every week
Solution
The Project Status AI Agent runs as a scheduled daily automation in n8n, performing data extraction, transformation, summarization, and reporting across Teams and Excel.
Trigger & Schedule:
The automation starts on a fixed daily schedule (e.g., 9:00 AM IST).
Excel Group Configuration:
Reads Excel files that map project groups and chat sources.
Teams Message Reader:
- Connects to specified Microsoft Teams chats
- Filters messages based on sender and date (e.g., past 24 hours
Message Parser & Extractor:
- Parses project names, hours logged, and task descriptions
- Tags entries with user and project identifiers
Structured Data Builder:
- By Person: Who did what and for how long
- By Project: Project-wise breakdown of effort
Excel Sheet Writer:
- Saves each summary in a separate, dated Excel file for record-keeping
AI-Powered Summary Node:
- Passes structured data to an AI model to generate natural language summaries
- Refines tone, formatting, and readability for client-facing use
Teams Message Sender:
- Posts project summaries in designated Microsoft Teams channels for:
- Project Managers
- Team Leads
- Clients (if needed)
Use Cases
Auto Status in Manager Chat:
At 9 AM, the PM receives a Teams message summarizing all developer activities from the previous day—without opening Excel or tracking down team members.
Daily Reporting for Clients:
A refined version of the status summary is sent to clients or stakeholders in an easy-to-read format, improving transparency.
Worklog Analysis by Project:
Summaries are automatically stored in Excel by project, making it easy to review and audit contributions over time.
Reduced Team Overhead:
Team leads no longer need to chase updates or spend time compiling reports.
Key Tools & Technologies
| Purpose | Tools & Services |
|---|---|
| Workflow Automation | n8n |
| Communication Channel | Microsoft Teams (Graph API or Bot API) |
| AI Summarization | OpenAI / Custom LLM for report phrasing |
Duration & Resources
| Metric | Value |
|---|---|
| Time Taken | 2 Days |
| Resources | 1 Automation Expert |
| Engineering Time Saved | ~5 Days/Month |
Outcomes
| Metric | Before Automation | After Deployment |
|---|---|---|
| Time Spent on Daily Reports | 1–2 hours/day | <5 minute (automated) |
| Summary Consistency | Variable | Standardized, AI-enhanced |
| Visibility for Stakeholders | Delayed | Real-time via Teams |
| Engineering Disruption | Frequent (manual asks) | Minimal (non-intrusive) |
| Data Archival & Reuse | Manual storage | Auto Excel backup per day |
Conclusion
The Project Status AI Agent demonstrates how intelligent workflow automation can transform routine reporting into a strategic advantage. By combining structured data extraction, AI summarization, and Microsoft Teams integration, the system saves time, ensures alignment, and enhances communication—without lifting a finger.
Whether you manage a distributed development team or need to send daily updates to stakeholders, this plug-and-play solution reduces friction and increases efficiency.
From spreadsheets to smart summaries—automate your mornings with AI.