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Scenario · Management & planningAnswers in Teams, Outlook and Microsoft 365 Copilot
Executive assistant 2.0: Teams + Microsoft 365 Copilot
Our executive finance assistant now works outside Teams too: with the bi-directional UiPath-Microsoft Copilot Studio integration it also answers in Outlook and Microsoft 365 Copilot, and Microsoft and UiPath agents run under one orchestration.
Executive summary
Board questions handled manually by FP&A; answers in days, in multiple versions of the truth.
The agent answers where the question is asked (Teams, Outlook, M365 Copilot), using SAP and warehouse data.
Answers in seconds, one version of the truth, FP&A back to analysis.
SAP, warehouse/BI, Microsoft 365; UiPath + Copilot Studio under Maestro™.
A five-company group, a six-person board
"What is the DE margin after the adjustment?" The question goes by email to the CFO, the CFO to the controller, the controller to an analyst. The answer returns on Thursday, in Excel, in version three.
Version 2.0 answers in the tool where the question was asked, including Outlook while writing an email to the supervisory board. There is no window switching, and the audit trail stays the same.
The current reality
- HumanA board member emails a question
- WaitingThe question cascades down to an analyst
- HumanThe analyst drops current work and builds an extract
- HumanManual stitching of SAP and BI data in Excel
- Error riskThree versions of the file circulate the group
- WaitingThe answer arrives after 2-3 days
The hidden cost of the current process
The most expensive help desk in the company: FP&A
- 120 analyst hours a month on questions that are 80% repetitive lookups.
- Board decisions postponed "until Thursday" because the numbers have not arrived.
- Competing versions of the truth erode trust in the numbers themselves.
The cost of doing nothing
You pay for the automation once; the manual process costs you again every month.
The process after automation
- AutomationThe question lands in Teams, Outlook or Copilot
- AutomationThe agent checks the asker's permissions
- AutomationReaches SAP and the warehouse; robots compute what is needed
- AutomationAnswers with the number, the context and the source
- HumanActions (report, alert, process) after a human OK
What the automation handles
- Answers about performance in any M365 app
- Consistent number logic: one margin definition for the whole group
- Orchestration of Microsoft and UiPath agents under one control
When a human decides
- Strategic interpretation and decisions
- Approving every executive action
- KPI definitions and data scope
Before
After
Value model: example assumptions
Business benefits
- The board decides on same-day numbers
- One definition of every metric across the group
- FP&A returns to forecasts and scenarios
- One agent works across all Microsoft 365 apps
Board-level KPIs affected
decision lead time · FP&A ad-hoc load · report cycle · data trust
What management gains
- Every answer comes with its source, so it is clear where a number came from
- The board's question history shows what reports are missing
- One permission model for people and agents
Estimate it for your organisation
An illustrative estimate based on your inputs. It models released capacity and is not a savings promise.
Systems in this scenario
Inputs
- Microsoft Teams
- Outlook / M365 Copilot
- Copilot Studio
Mientha agentic layer
- UiPath Agent Builder
- UiPath robots
- Maestro™ · Action Center
Core systems
- SAP
- Data warehouse / BI
- SharePoint
Human approval: Teams / Action Center
What we deliver
- Extending the assistant to Outlook and M365 Copilot
- Bi-directional integration between UiPath and Copilot Studio
- A group metric dictionary with one definition and source per metric
- A permission model mirrored from AD/SAP roles
- Executive actions with human approval
- A monthly answer-quality review
What we need to start
- The 30 most frequent board questions
- Access to the warehouse/BI data model
- Definitions of key metrics (or a mandate to write them)
- An M365 tenant with Copilot Studio
Implementation roadmap
Discovery
We map the process, data and exceptions with process owners.
Design
Target flow, business rules, approval thresholds.
Build
Agents, robots and integrations in your environment.
Validate
Tests on real cases, exception handling.
Go-live
Controlled rollout with human oversight.
Optimise
Monitoring, reporting and continuous improvement.
Duration depends on the number of systems and rules; a single process usually takes a few weeks.
Risk and controls
Autonomy under control
- Permissions checked on every question
- Data never leaves the group's environment
- Every answer and action in the audit log
- Executive actions always behind human approval
Why now
- The board already uses Copilot; what matters is which data it works on
- The bi-directional UiPath-Microsoft integration has just become available
- Each month FP&A spends ~120 hours on repetitive extracts
Why this matters to:
Decisions without waiting for the reporting cycle.
FP&A returns to forecasting; numbers have one source.
Microsoft and UiPath agents under one orchestration and one audit.
Questions we usually hear
A dashboard answers the questions someone predicted a year ago. The agent answers the one asked a minute ago and can reach data beyond the dashboard.
Every answer carries its source, metric definition and data timestamp.
Board members ask where they already write, in Teams or Outlook. The answer reads like an analyst's but arrives in seconds.
When this may not be the right solution
- Scattered data with no warehouse or shared definitions: that needs sorting out first
- The board does not work in Microsoft 365
- Only a handful of ad-hoc questions a month
A question for your next board meeting
How many of your board's decisions last quarter would have been different or faster if answers had come in seconds?
Solutions in the library
The same process as an implementation plan
The scenario shows the process with an AI agent on an example company. Library solutions describe the same or a neighbouring process with a value model and an implementation plan.
Three versions of ARR are in circulation, and the board saw one of them last quarter.
See the solution Management & planningThe management pack in Power BI, in place of fourteen Excel filesThe board pack depends on which analyst merged which spreadsheet on which day.
See the solutionWe deliver it through our service AI agents on Microsoft Teams.
Industries with similar processes described: Manufacturing & industry, Retail & FMCG, Professional services & IT.
What does waiting for its own numbers cost your board?
In 15 minutes we show, on realistic demo data, how the agent answers your questions in Teams, Outlook and Copilot.
See a demo on board-level data