Your inbox, turned into a self-updating project registry.
A Microsoft Copilot Studio agent that reads every incoming and outgoing email and keeps a live Excel task table current — creating a row for a new thread, updating the right row for a reply, and calculating real deadlines from the text.
Tasks get buried in email threads.
The usual routine: read an email, copy the task into a spreadsheet, try to keep it current. It falls apart across dozens of threads — context gets lost, follow-ups scatter, and the spreadsheet is stale the moment you look away. Worst of all, a reply to an existing task ends up as a fresh, duplicate row.
One agent that keeps the registry honest.
A Copilot Studio agent reads each email, looks at what's already in the Excel table, and decides: is this a new task, or an update to one already there? It writes the row, calculates real deadline dates from phrases like "next Friday", and never leaves a duplicate behind.
Create or update — decided every single email.
Trigger, lean
A Power Automate trigger fires on every new email and hands the agent just the message ID — not the whole message — keeping the prompt small.
Pull the full email
The agent uses an Outlook tool to fetch the email by that ID: subject, body, sender, recipients, and date.
Read the current registry
Before deciding anything, it reads the existing Excel table, so it knows which tasks are already tracked.
Decide: create or update
A prompt reads the email and the table together and returns structured JSON — create a new row, or update an existing one — keyed on the message ID, so replies land on the right task instead of spawning duplicates.
Calculate the real deadline
It turns natural language into actual dates: "by next Friday" becomes the calculated calendar date, written straight into the deadline column.
Write the row
Depending on the decision, the agent adds a new row or updates the matching one — capturing topic, description, from/to, last email date, direction, to-do, and deadline.
The difference between a useful registry and a messy one is the update logic. Because the agent checks what's already there before writing, a three-email thread stays one row that keeps current — not three near-duplicates you have to reconcile later.
Built entirely on the Microsoft platform.
The whole build lives in flospect.
Every action, variable, prompt, and connection is cataloged — and the documentation is AI-generated from the real flow structure, so it never drifts from what's actually running.
- Focus & scope, foundation summary
- Canvas screenshots embedded inline
- Step-by-step process breakdown
- KPI, monitoring & document-control sections
- Owner, version, and last-modified tracking
- Shareable via a tenant-safe link
Want this running in your tenant?
This is the kind of build we ship in a 4-week Flow Build Sprint — architected, tested, and handed over fully documented in flospect.
Book a discovery call