Automated Weekly Email Dispatcher

Purpose

This agent automates recurring weekly email communications by generating and sending standardized messages with updated content. It helps internal teams coordinate regular communications such as planning updates, schedules, and recurring BU announcements.

Primary users

The primary users are BU coordination teams, internal communication teams, assistants, managers, planning owners, and operational teams responsible for recurring internal updates.

Where it fits (process/stage/trigger)

It fits during recurring internal communication cycles, weekly planning updates, BU coordination, and team information sharing. It is triggered according to a predefined frequency or when updated planning information is available.

Key capabilities / workflow

The agent ingests planning files, communication content, recipient lists, email templates, and sending frequency. It generates the weekly email, updates the content, adds attachments when required, validates recipients and schedule, then sends the message automatically and archives proof of dispatch.

Inputs

Inputs include BU planning files, Sentier planning files, information to share, recipient lists, email templates, sending frequency, SharePoint content, Outlook data, and distribution lists.

Outputs / Deliverables

Outputs include automatically generated and sent weekly emails, updated content, integrated attachments, dispatch confirmation, and archived communication records.

Value

The agent reduces manual email preparation, improves consistency of recurring communications, limits forgotten sends or outdated content, and helps teams maintain reliable weekly coordination.