Milestone Rollup to Executives

Overview

A scheduled Power Automate cloud flow that aggregates open milestones across multiple GitHub repositories every Friday morning, calculates completion percentages, and emails a formatted HTML rollup to executives. The flow demonstrates multi-repo iteration, nested Apply-to-each, variable-accumulated HTML, conditional empty-state rendering, and recurrence-based scheduling — all driven by environment variables so the monitored repos, recipients, and report title can be re-targeted per environment without editing the flow.

Use Case

Leadership needs weekly visibility into product-milestone progress without logging into GitHub. This flow runs every Friday at 9:00 AM Eastern, walks the list of monitored repos (comma-separated env var), pulls every open milestone sorted by due date, and produces one HTML email with a single table containing due date, title, repo, open-issue count, closed-issue count, and % complete for every milestone across every repo. If no open milestones exist, the email still sends with a friendly empty-state row so executives know the flow ran successfully.

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Change who receives the email

Edit the flowlibs_ExecutiveEmails current-value; use a semicolon between addresses (person1@x.com;person2@x.com). No flow edit required.

Monitor different repos

Update flowlibs_GitHubMonitoredRepos with a comma-separated list of repo names under the same owner (e.g. Repo-A,Repo-B,Repo-C). The Compose_Trimmed_Repo_Name action removes spaces around commas so formatting is forgiving.

Monitor a different owner/org

Update flowlibs_GitHubOwner. Remember to re-authorize the GitHub connection if the new owner requires different access.

Change the schedule

Open the Weekly_Friday_9AM_ET trigger and adjust weekDays, hours, minutes, or timeZone. The recurrence trigger is defined inline and does not depend on env vars, so this is a flow-level change.

Switch from open-only to all milestones

Change the state parameter in Get_Open_Milestones from open to all. You may also want to surface the state column in the HTML table.

Replace HTML email with a Word document

Swap Send_Rollup_Email for a Word Online (Business) PopulateWordTemplate action (requires a pre-uploaded template in SharePoint/OneDrive), then attach the resulting file to an Outlook SendEmailV2 Attachments array. The current HTML approach avoids the template dependency for the demo.

Add a per-milestone assignee column

GitHub milestones expose creator/login; add a seventh <td> to Compose_Milestone_Row pulling items('Apply_to_each_milestone')?['creator']?['login'].

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@if(equals(add(items('Apply_to_each_milestone')?['open_issues'], items('Apply_to_each_milestone')?['closed_issues']), 0), '0%', concat(string(div(mul(items('Apply_to_each_milestone')?['closed_issues'], 100), add(items('Apply_to_each_milestone')?['open_issues'], items('Apply_to_each_milestone')?['closed_issues']))), '%'))

@if(equals(coalesce(items('Apply_to_each_milestone')?['due_on'], ''), ''), 'No due date', formatDateTime(items('Apply_to_each_milestone')?['due_on'], 'MMM dd, yyyy'))

@concat(variables('varReportTitle'), ' — ', formatDateTime(utcNow(), 'MMMM d, yyyy'))

@split(variables('varMonitoredRepos'), ',')

@if(equals(variables('varTotalMilestones'), 0), '<tr><td colspan="6" style="text-align:center;padding:16px;color:#666;font-style:italic;">No open milestones across monitored repositories this week.</td></tr>', variables('varMilestoneRows'))