Refinement prep — agenda and task review ready before the meeting

The scenario finds the next meeting in Microsoft Outlook, pulls the tasks from Microsoft Excel 365, reviews each from three angles, and sends you a ready agenda email at Gmail — it goes out to attendees only after you approve it.

  • Tasks get reviewed before the meeting, not during it
  • Every task is checked from three angles: value, feasibility, readiness
  • Notes are written straight back into Microsoft Excel 365 next to the task
  • The email to attendees goes out only after you approve it
Set this upScriptera

How it works

To move data from Microsoft Outlook to Microsoft Excel 365 automatically, use a ready-made scenario — no manual exports.

  1. Starts when: When clicking ‘Test workflow’
  2. Then: Start Here: Set Environment Variables
  3. Then: Load Calendar of Scrum Master
  4. Check: Check for Refinement Project A
  5. Then: Take DoR link for further referral
  6. Then: Take backlog link for further referral
  7. Then: Select Stories Ready for Refinement from Backlog
  8. Check: Join Potential Stories for Refinement
  9. Check: Loop Over Items for DoR check
  10. Check: Add Scrum Feedback to Story
  11. Check: Add Business feedback to Story
  12. Check: Loop Over Items Technical Feedback
  13. Check: Add Technical feedback to the story
  14. Then: Combine stories into one list
  15. Then: Draft Email for Refinement
  16. Then: Ask Approval to Scrum Master
  17. Check: If Email content is Approved
  18. If yes: Send Email to Attendees
  19. If no: Create Draft in Scrum Master Email
  20. Then: Make aware the draft is ready to be adjusted manually
  21. Then: Development Team Validation
  22. Then: Update Technical Validation in Backlog
  23. Check: Loop Over Items Business Feedback
  24. Then: Business Validation
  25. Then: Update Business Validation in Backlog
  26. Then: Read DoR criteria
  27. Then: Compare User Story to DoR Criterium
  28. Then: Aggregate DoR check to User Story Level
  29. Check: Add DoR feedback to User Story
  30. Then: Provide Scrum Master Feedback on the story
  31. Then: Update Scrum feedback in Backlog
  32. Then: Select Stories High Prio To Do from Backlog
  33. Starts when: Schedule Trigger
  34. Then: OpenAI Business Analyst
  35. Then: OpenAI Technical Analyst
  36. Then: OpenAI Scrum Master Emailer
  37. Then: OpenAI Scrum Master Story Feedback
  38. Then: OpenAI Scrum Master DoR Check
  39. Starts when: Error Trigger
  40. Then: Send Error Email

You can launch this Microsoft Outlook + Microsoft Excel 365 integration in Scriptera: describe the task in plain words — the scenario is built, launched and monitored for you.

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