Scheduled progress update reports to clients

Purpose

1.1. Automate regular, scheduled progress update reports for clients in acoustical consultancy projects.
1.2. Reduce manual effort by sending structured progress emails, PDFs, texts, or dashboard links.
1.3. Ensure clients are informed about project milestones, timelines, deliverables, and next steps.
1.4. Enhance transparency, manage expectations, and foster professional communication throughout project lifecycles.

Trigger Conditions

2.1. Scheduled time (e.g., every Monday 9 AM, 1st of each month).
2.2. Update in project management status (e.g., new milestone achieved, report uploaded).
2.3. Manual trigger via internal dashboard or CRM.
2.4. API webhook fired from project management software on status change.

Platform Variants

3.1. Microsoft Outlook
• Calendar Event + Send Email: Use Microsoft Graph API; configure `Mail.Send` for templated reports on scheduled triggers.

3.2. Gmail (Google Workspace)
• Apps Script Time-driven Trigger: Set Apps Script to send batch emails with progress PDFs from Drive.

3.3. Slack
• Scheduled Messaging API: Use `chat.scheduleMessage` to deliver reports to client Slack channels.

3.4. Twilio SMS
• SMS API: Schedule messages by calling `Messages` resource with client number and update text.

3.5. SendGrid
• Automated Campaigns: Use `Mail Send API` to dispatch HTML and text reports to client emails.

3.6. Mailgun
• Scheduled Batch Sending: Configure `messages` endpoint with job scheduling.

3.7. Salesforce
• Scheduled Flows: Use Process Builder to automate email sends with client case updates.

3.8. HubSpot
• Email Workflows: Create workflow for scheduled progress email based on deal stage.

3.9. Monday.com
• Automations + Email Integration: Schedule automation to send board status updates via email.

3.10. Asana
• Asana API & Rules: Configure `GET /tasks` with filter, push to email via webhook.

3.11. Trello
• Scheduled Power-Up Automation: Automate email digests containing board progress.

3.12. Notion
• Notion API + External Email Service: Scheduled extract from database, use `POST /pages`, send with SMTP.

3.13. Zoho CRM
• Scheduled Reports: Configure `Schedule Reports` on module; integrate with SMTP.

3.14. ClickUp
• Recurring Task API: Fetch status, dispatch via email or Slack integration.

3.15. Airtable
• Automations + Scheduled Scripts: Extract project updates, invoke `sendEmail` automation step.

3.16. ActiveCampaign
• Automated Campaigns: Use `Automations` to route periodic progress mailings.

3.17. Zapier
• Scheduled Trigger + Email/SMS Action: Set recurring Zap to fetch PM updates and send out client digest.

3.18. Google Sheets
• Apps Script Scheduler: Query sheets for project status, format, and auto-email to client list.

3.19. DocuSign
• Envelope Completion Webhook: Send a report after contract or milestone completion.

3.20. Dropbox
• File Update + Email API: Monitor report folder, email share link when file detected using Dropbox API.

Benefits

4.1. Ensures timely client communication without manual intervention.
4.2. Reduces risk of missed updates, improves client confidence.
4.3. Increases staff productivity by automating report compilation and distribution.
4.4. Supports audit trails and documentation for compliance and quality assurance.
4.5. Adapts to clients' preferred communication channels (email, SMS, chat, dashboard).