How I Automated My Project Reporting with Gumloop in 2 Hours

The problem: 3 hours lost every Monday

Every week I spent an average of 3 hours preparing the project status report: extracting Jira data, calculating KPIs, writing the executive summary, formatting, sending to the right people. A time-consuming, repetitive, yet indispensable process.

In February 2025, I automated the entire process with Gumloop in just under 2 hours of configuration. Here's exactly how.

The workflow: 6-step architecture

Step 1 — Trigger: weekly schedule

The workflow fires automatically every Monday at 7:00 AM. Node: Schedule Trigger, cron: 0 7 * * 1

Step 2 — Jira data extraction

Node: HTTP Request to the Jira REST API. I extract: all current sprint tickets with their status, tickets created last week, tickets blocked for more than 48h, velocity over the last 3 sprints.

Step 3 — KPI calculation

Node: Code Executor (JavaScript). I calculate: sprint completion rate, story points done vs planned, open critical bugs, internal team NPS.

Step 4 — Narrative report generation

Node: LLM Call (Claude 3.5 Sonnet). System prompt:

You are a senior project manager. From the sprint data provided,
generate a concise status report for management.
Format: executive summary (3 sentences), highlights (5 bullets),
identified risks, required actions.
Tone: professional, factual, no technical jargon.

Step 5 — Audience personalisation

Node: Condition + two LLM branches. Management version (executive summary) vs technical team version (full detail). AI automatically adapts the level of detail.

Step 6 — Multichannel distribution

Node: Send Email for management, Post to Slack for the technical team, Create Confluence Page for archiving.

Results after 3 months

• ⏱️ Time saved: 2h45 per week (≈12 days/year)
• ✅ Quality: rated "better or equivalent" by 4/5 stakeholders
• 📊 Punctuality: 100% of reports delivered before 8 AM Monday (vs 70% manually)
• 🔄 Maintenance: 15 min/month to adjust prompts

"This isn't just automation. It's a transformation of my relationship with reporting: from a chore to an intelligent system working for me."