Progress report emails to stakeholders

Purpose

1.1. Automatically generate and send progress report emails to project stakeholders, including clients, managers, and collaborators, detailing current status, milestones achieved, outstanding tasks, next actions, and photo previews for aerial imaging projects.
1.2. Centralize communication for real-time project tracking, reduce manual reporting, and ensure consistent stakeholder updates with data-driven clarity.
1.3. Integrate workflow stages, photo uploads, GPS coordinates, and custom notes to enrich report content and maintain transparency across multiple ongoing professional photography projects.

Trigger Conditions

2.1. Scheduled interval: daily, weekly, or milestone-based as selected in calendar or project management tool.
2.2. Status update in project management board (task moved/label changed/completed).
2.3. New media upload or batch completion in asset management system.
2.4. Manual trigger from authenticated team member or project manager.

Platform Variants

3.1. Gmail API
• Feature/Setting: Configure Gmail Send API; specify template use and dynamic field population for aerial images, GPS links.
3.2. Outlook Graph API
• Feature/Setting: Create/sendMessage endpoint; format with attachments and pre-filled stakeholder addresses.
3.3. Microsoft Power Automate
• Feature/Setting: "Send an email (V2)" action; connect to SharePoint lists/Excel for stakeholder contact workflow.
3.4. SendGrid
• Feature/Setting: Create a template with substitution tags; trigger send via v3 Mail Send endpoint using project data.
3.5. Mailgun
• Feature/Setting: /messages API; configure for batch send, merge fields for automatic personalization.
3.6. Zoho Mail
• Feature/Setting: sendMail method via Zoho API; attach latest aerial photos and link to project dashboard.
3.7. Slack
• Feature/Setting: chat.postMessage API for channel-based report distribution; attach snapshots as files.
3.8. Trello
• Feature/Setting: Card move webhooks trigger; external script collects card metadata and dispatches email.
3.9. Asana
• Feature/Setting: Webhook on task status; automated extract task and file info, format and transmit email via connected service.
3.10. ClickUp
• Feature/Setting: Task status update triggers automated email module; pass custom fields (e.g., GPS, photo links).
3.11. Monday.com
• Feature/Setting: Status change trigger; workflow block fetches stakeholder list and composes report email.
3.12. Jira
• Feature/Setting: Issue transition webhook; invoke external email routine with worklog and attachment.
3.13. Airtable
• Feature/Setting: Record update automation; pulls report data, triggers outbound email via integration.
3.14. Salesforce
• Feature/Setting: Process Builder/Flow; change in Opportunity/Task triggers templated report to contact roles.
3.15. Notion
• Feature/Setting: Updated database entries trigger API script; converts project data into formatted summary email.
3.16. Dropbox
• Feature/Setting: New photo in a folder triggers endpoint; fetches file links, generates and sends stakeholder update.
3.17. Box
• Feature/Setting: Upload or workflow trigger calls notification API and email generator for client update.
3.18. Smartsheet
• Feature/Setting: Row update automation; pulls related fields and schedules progress report email via connector.
3.19. Google Sheets
• Feature/Setting: Change in sheet row triggers Apps Script; composes and emails project update with embedded photos.
3.20. HubSpot
• Feature/Setting: Workflow automation; deal/task update triggers email with token replacement for project metrics.
3.21. Intercom
• Feature/Setting: Custom bot trigger for status update; invoke message composer for detailed email/notification to user list.
3.22. Pipedrive
• Feature/Setting: Stage change in pipeline causes automated email report to be built and distributed to linked contacts.
3.23. ActiveCampaign
• Feature/Setting: Automation rule from list/event triggers email; merge project details pulled via webhook.

Benefits

4.1. Improves communication consistency and reduces manual workload.
4.2. Ensures all stakeholders receive up-to-date, relevant project information.
4.3. Supports data-driven decision making with instant visual and geographic progress tracking.
4.4. Enhances professionalism through timely, branded, and customized client reporting.
4.5. Facilitates easy compliance with contractual and regulatory update requirements.