PERSONAL PRODUCTIVITY
On-Demand Defrag with Teams Approval
Triggered by a chat command, it analyzes your Outlook day, drafts a meeting-shuffle plan to open a focus block.
How it runs
The automated pipeline, trigger to output.
- TriggerChat command /defrag-today
- ActionRead remaining Outlook eventsOutlook
- ActionBuild shuffle plan via OpenAIOpenAI
- ActionPost plan to Teams with approve actionMicrosoft Teams
- LogicWait for approval, halt if cancelled
- OutputUpdate Outlook events and notify attendeesOutlook
What it does
Sometimes you want to defragment your day on demand, not on a schedule, and you want a human in the loop before any meeting moves. This workflow runs when you ask it to, proposes a concrete shuffle of low-priority meetings to free a focus block, and waits for your explicit approval in Teams before touching anyone's calendar.
When to use it
Use it on a chaotic day when you suddenly need a clear stretch and want to see the plan before committing. Ideal for teams standardized on Microsoft Teams who want approval-gated automation rather than silent rescheduling.
How it works
- 1A chat command (for example, /defrag-today) triggers the workflow.
- 2The flow reads today's remaining Outlook events with attendees and priority signals.
- 3OpenAI builds a shuffle plan naming which meetings to move, the new times, and the resulting focus block.
- 4The plan is posted to Microsoft Teams with Approve and Cancel actions.
- 5A logic step waits for the response and only proceeds on approval.
- 6On approval, the flow updates the chosen Outlook events and notifies their attendees of the new times.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect Microsoft TeamsChannels, chats, files.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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