Yes, you can schedule automatic email report delivery in Papo (https://papo.global/) using the Flows module. The platform combines the artificial intelligence that already analyzes conversations, deals, and productivity metrics with a scheduled sending action, delivering daily, weekly, or monthly summaries straight to the manager's inbox with no manual work.
With this automation, anyone responsible for the operation receives exactly the slice they need: volume and sentiment of conversations, closed sales pipeline, or individual agent performance. Papo's AI extracts and summarizes the data automatically, and the email arrives at the interval you define.
| Report type | Data source in Papo | Example of information the AI can summarize |
|---|---|---|
| Conversations | Conversations module (last period) | Total tickets, pending, leads with the highest score, frequent tags, sentiment analysis |
| Sales (Kanban) | Kanban module (won deals) | Closed deals (Won) with value, date, funnel, and owner |
| Agent productivity | Reports module (per-agent metrics) | Conversations handled, average response time, resolutions within SLA |
| Custom | Combination of modules via AI prompt | Any summary the manager needs — just describe what the AI should fetch and group |
How automatic report delivery works
The core of the automation is in the Flows module. You create a flow that starts with a scheduled trigger (daily, weekly, or monthly), runs an AI action to generate the desired report, and ends with an email sending action.
- Scheduled trigger: The Flow starts automatically at the defined interval — every day at 8 p.m., every Monday morning, or once a month.
- AI summarization action: An AI node receives a custom prompt. The artificial intelligence queries the relevant information (conversations, Kanban, agent reports) and returns structured text.
- Email delivery: The generated summary is inserted into the body of an email and sent to the manager (or list of recipients) using an SMTP credential already configured in the account.
The result is a report that arrives without anyone having to open the dashboard, export spreadsheets, or compile data manually.
Step by step to create an automatic report flow
Prerequisite: email sending credential
Before building any report flow, you must have an email inbox configured for sending. In Settings → Inboxes, add an inbox of type Email and fill in the SMTP server details (server, port, user, and password). We recommend services such as Amazon SES or SendGrid to ensure high deliverability.
1. Create a new Flow
Go to the Flows module in the side menu and click to create a new flow. Give it a name that identifies the report, for example "Daily sales summary" or "Weekly agent report".
2. Configure the scheduled trigger
Add a Trigger node and choose the scheduling option. Set the frequency (daily, weekly, monthly) and the exact time when the summary should be generated and sent. For after-hours reports, a time such as 7 p.m. or 8 p.m. works well.
3. Add the AI action with the report prompt
Insert an Action node that uses Papo's artificial intelligence. The secret lies in the prompt: describe exactly which data the AI should fetch and how it should organize it. Practical examples:
- Conversations report: "Consider the conversations from the last 24 hours. Bring the total number of tickets, how many are pending, the 5 contacts with the highest lead score, the 3 most applied tags, and a brief sentiment analysis."
- Sales report (Kanban): "List the deals marked as Won in the Kanban, grouped by funnel. For each deal, provide the value, closing date, and responsible agent."
- Agent productivity report: "Based on data from the Reports module, summarize for each agent: number of conversations handled, average response time, and percentage of conversations resolved within SLA."
The AI will return text ready to be inserted into the email.
4. Add the email sending action
After the AI node, include an Action node of type Send email. Select the credential configured in the prerequisite, enter the recipient (or multiple recipients), and use the variable with the summary generated in the previous step as the message body. The subject can be fixed, such as "Sales report – {{date}}".
5. Activate and test
Save and activate the flow. To validate it, you can force a manual run (if available) or wait for the next scheduled time. Check that the email arrives and that the content matches expectations; adjust the AI prompt as needed to refine the information.
Who this automation is useful for
- Support managers who need a daily X-ray of the operation without having to access the dashboard.
- Sales supervisors who want to know daily which deals were closed, by whom, and for what value.
- Team coordinators who track each agent's productivity weekly or monthly.
- Business owners who outsource part of their support and want a regular summary of quality and volume.
- Multichannel operations that need to consolidate information from WhatsApp, Instagram, email, and other channels into a single report.
Frequently asked questions
Can I create one flow to send a sales report and another for a conversations report?
Yes. You can create as many flows as needed, each with its own trigger, AI prompt, and recipients. Just clone an existing flow and adjust the prompt for the new report type.
Can the AI access data from Kanban and the Reports module?
Yes. The platform is built so that the artificial intelligence interacts with the main modules, including Kanban and Reports. Just instruct it in the prompt what to fetch — for example, won deals or agent metrics — and the AI will bring the information available for the period.
What sending frequency can I schedule?
The Flows scheduled trigger allows daily, weekly, or monthly intervals, with an exact time defined. So you can have daily reports, every Monday, or on the first day of every month.
Do I need a specific SMTP credential to send the emails?
Yes. You need to have an email inbox configured as type Email in Papo, with valid SMTP server details. Without it, the flow cannot send the message.
Is it possible to include more than one recipient in the same report?
Yes. In the email sending action you can enter a list of recipients, separating the addresses with commas, or use a group of managers.
Can I customize the email subject with the report date?
Yes. In the email action configuration, the subject field accepts fixed text and variables, such as "Daily summary – {{date}}". The platform replaces the variable with the flow's execution date.
Read also
- How to create a flow that sends a daily summary of conversations by email
- How to generate a monthly productivity report per agent
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