Cloud FlowNotification & ReportingIntermediate

Notion Roadmap to Stakeholder Email

Weekly, the flow reads a Notion product roadmap database, builds a formatted stakeholder update (shipped, in-progress, upcoming), emails it to a distribution list, and posts the highlights to a Teams channel. Turns a living Notion roadmap into a polished recurring stakeholder communication with no manual prep.

NotionOffice 365 OutlookMicrosoft Teams

Unique name

FlowLibsNotionRoadmapStakeholderEmail

Publisher

FlowLibs (flowlibs)

Version

1.0.0.0

Components

4 env vars + 1 cloud flow

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Provided as-is, without warranty of any kind. Review and test each pattern in a non-production environment before deploying it to live automations. See our Terms.

What it does

Overview

This flow turns a living Notion product roadmap into a recurring stakeholder update. Every Thursday at 15:00 it reads the roadmap database, groups items by status (Shipped / In Progress / Upcoming), builds a formatted HTML summary, emails it to a stakeholder distribution list, and posts a highlights card to a Teams channel.

Why it matters: stakeholder updates are valuable but tedious to assemble. Generating them from the single source of truth keeps everyone informed with zero manual prep and no drift between the roadmap and the update.

Ships Off (Stopped).

Why you'd use it

Use Case

A product/PMO team maintains the roadmap in Notion and wants a consistent weekly stakeholder email plus Teams highlights, generated automatically from the current roadmap state.

Step-by-step

Flow Architecture

Weekly Thursday 15:00 Recurrence

Recurrence

Weekly update cadence (Thursday 15:00 Eastern).

Initialize Config & Accumulators

Initialize variable

Binds the stakeholder list and Teams group/channel, computes the report date, and seeds per-status HTML row accumulators and counters.

Query Roadmap

Notion - Query_a_database

Reads all roadmap rows (the IP connector has no server-side filter).

For Each Roadmap Item

Apply to each (concurrency 1)

Reads name, status, quarter, and target date, then a Switch routes the row into the Shipped / In Progress / Upcoming bucket and appends an HTML row.

Build Update HTML

Compose

Assembles the full stakeholder email (three status sections plus a summary line).

Email Stakeholders

Outlook - SendEmailV2

Sends the HTML update to the distribution list.

Post Highlights to Teams

Teams - PostMessageToConversation

Posts a highlights card (counts plus an email pointer).

Solution config

Environment Variables

Schema name	Type	Default	Description
flowlibs_NotionRoadmapDatabaseId	String	00000000000000000000000000000000	The 32-char Notion database ID of the roadmap DB. Replace before turning on.
flowlibs_StakeholderDistList	String	stakeholders@contoso.com	Recipient(s) of the weekly update (semicolon-separated for multiple).
flowlibs_TeamsGroupId	String	<your-team-id>	Teams team (group) ID for highlights.
flowlibs_TeamsChannelId	String	<your-channel-id>	Teams channel ID for highlights.

Auth dependencies

Connectors & Connections

Connector	API name	Actions used
Notion	shared_notionip	Query_a_database
Office 365 Outlook	shared_office365	SendEmailV2
Microsoft Teams	shared_teams	PostMessageToConversation

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.

Tweaks & variations

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.

Audience tailoring: Produce a short exec version (themes/counts only) vs a detailed PM version (per-item table) by branching the email body.
Change highlight: Call out items whose status changed since last week by storing last week's snapshot in Dataverse/SharePoint and diffing.
Status labels: The Switch keys are shipped and in progress (lowercased); everything else falls through to Upcoming. Add cases like at risk or blocked as needed.
Cadence: Adjust the recurrence (day/time/timezone) for a different reporting rhythm.
Public roadmap: Mirror the generated HTML to a SharePoint page or Power Pages public view.

Helpers & literals

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.

EXPR.01Status normalization

Reads a Status or Select property and lowercases it for the Switch.

workflow definition language

toLower(coalesce(item()?['properties']?['Status']?['status']?['name'], item()?['properties']?['Status']?['select']?['name'], 'upcoming'))

EXPR.02Roadmap loop source

The rows returned by the Notion query.

workflow definition language

outputs('Query_Roadmap')?['body/results']

EXPR.03Report date

Human-readable date shown on the update.

workflow definition language

formatDateTime(utcNow(),'MMMM dd, yyyy')

EXPR.04Row append (per bucket)

One HTML table row per roadmap item.

workflow definition language

<tr><td>@{outputs('Compose_Item_Name')}</td><td>@{outputs('Compose_Item_Quarter')}</td><td>@{outputs('Compose_Item_TargetDate')}</td></tr>

Overview

Use Case

Flow Architecture

Weekly Thursday 15:00 Recurrence

Initialize Config & Accumulators

Query Roadmap

For Each Roadmap Item

Build Update HTML

Email Stakeholders

Post Highlights to Teams

Environment Variables

Connectors & Connections

Customization Guide

Key Expressions

EXPR.01Status normalization

EXPR.02Roadmap loop source

EXPR.03Report date

EXPR.04Row append (per bucket)

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