/biz-ops-setup

workIQ Data Retrieval Specification

Specification for data retrieval from workIQ (Microsoft 365 Copilot) for report generation.

Note: workIQ integration is OPTIONAL. If unavailable, the system falls back to workspace data.

Overview

Use mcp_workiq_ask_work_iq tool to automatically retrieve data from Microsoft 365.

1. Available Data Sources

1.1 📅 Meetings/Calendar (Priority: ⭐⭐⭐)

Retrievable Information:

• Meeting name
• Date/time (start/end)
• Attendance duration
• Participants
• Teams link

Query Examples:

# Daily
"List of meetings on {YYYY-MM-DD}. Include meeting name, time, duration"

# Weekly
"List of meetings from {YYYY-MM-DD} to {YYYY-MM-DD}"

# Monthly
"List of meetings in {YYYY}-{MM}. Include meeting name, time, duration"

1.2 ✉️ Sent Emails (Priority: ⭐⭐⭐)

Retrievable Information:

• Subject
• Send date/time
• Recipients
• (Body summary)

Query Examples:

# Daily
"List of emails I sent on {YYYY-MM-DD}. Include subject, time, recipient"

# Weekly
"Emails I sent this week. Include subject and recipient"

# Monthly
"Count and main recipients of emails sent in {YYYY}-{MM}"

Filter Options:

• "External only" - External recipients only
• "With attachments" - Material deliveries
• "To {customer}" - Specific customer

1.3 📥 Received Emails (To me) (Priority: ⭐⭐)

Query Examples:

"List of emails addressed to me on {YYYY-MM-DD}. Include subject, sender, time"
"Unread emails addressed to me" - Check for missed items

1.4 💬 Teams Mentions (Priority: ⭐⭐⭐)

Retrievable Information:

• Source chat/channel
• Who mentioned
• Message content
• Date/time
• Reply status

Query Examples:

"Chats with mentions to me on {YYYY-MM-DD}. Include sender, content, reply status"
"Unreplied mentions to me this week"

1.5 💬 Teams Posts (My messages) (Priority: ⭐⭐)

Query Examples:

"Messages I posted in Teams on {YYYY-MM-DD}. Include chat name, content, time"
"My Teams posts this week with reaction counts"

1.6 📄 Edited Files (Priority: ⭐⭐)

Retrievable Information:

• File name
• Type (Word/Excel/PowerPoint/PDF)
• Last edit time
• Location (OneDrive/SharePoint)

Query Examples:

# General
"Word, PowerPoint, Excel files I edited on {YYYY-MM-DD}"

# PowerPoint specific
"PowerPoint files I edited on {YYYY-MM-DD}. Include filename, location"

# OneNote specific
"OneNote pages I updated on {YYYY-MM-DD}. Include note name, section"

Supported File Types:

• Word (.docx)
• PowerPoint (.pptx)
• Excel (.xlsx)
• PDF (.pdf)
• Loop (.loop)
• Copilot Pages

1.7 💬 Teams Meeting Notes (Priority: ⭐⭐)

Query Examples:

"Meeting notes from {meeting name}"
"Decisions, action items, owners, and next milestone from today's meetings"
"AI transcript from {meeting name}"

• For ongoing customer work, ask for your action items, counterpart action items, and the next milestone even when no new Request / RMOT / Assignment ID was created.

1.8 📋 Tasks (Planner/To Do) (Priority: ⭐)

Query Examples:

"Tasks I completed today"
"Tasks due this week"
"My Planner tasks status"

2. Query Procedures by Report Type

2.1 Daily Report Generation

Step 1: Get meeting data
  Query: "Meetings on {date}. Include name, time, duration"

Step 2: Get sent emails
  Query: "Emails I sent on {date}. Include subject, time, recipient"

Step 3: Get edited files
  Query: "Word/PowerPoint/Excel files I edited on {date}"

Step 4: Get Teams meeting notes (key meetings only)
  Query: "Decisions, action items, owners, and next milestone from {meeting name}"

Step 5: Get mentions
  Query: "Mentions to me on {date}. Include content, reply status"

Step 6: Get OneNote (optional)
  Query: "OneNote I updated on {date}"

2.2 Weekly Report Generation

Step 1: Aggregate from daily reports (if exist)
  Path: ActivityReport/{YYYY-MM}/daily/{dates}.md

Step 2: Get meeting data (for days without daily reports)
  Query: "Meetings from {start} to {end}"

Step 3: Get sent email summary
  Query: "Count and main recipients of emails I sent this week"

Step 4: Get edited files summary
  Query: "Files I edited this week"

Step 5: Get key meeting notes
  Query: "Key decisions, action items with owners, and next milestone from this week's meetings"

2.3 Monthly Report Generation

Step 1: Aggregate from weekly reports (if exist)
  Path: ActivityReport/{YYYY-MM}/weekly/*.md

Step 2: Get monthly meeting summary
  Query: "Meeting count and total hours for {month}"

Step 3: Get monthly email summary
  Query: "Email count and main recipients for {month}"

Step 4: Get monthly file summary
  Query: "Files I edited in {month}"

3. Query Best Practices

3.1 Date Specification

# ✅ Good (specific dates)

"Meetings on 2026-01-27"
"Meetings from 2026-01-20 to 2026-01-24"

# ❌ Bad (ambiguous)

"Recent meetings"
"Meetings from a while ago"

3.2 Output Format Specification

# ✅ Good (format specified)

"List with meeting name, time, duration"
"Include subject, time, recipient"

# ❌ Bad (no format)

"Show meetings"

3.3 Filtering

# ✅ Good (with conditions)

"External emails only"
"Emails with attachments only"
"Meetings about {customer}"

# ❌ Bad (fetch all)

"Show all emails"

4. Error Handling

4.1 Query Failure

If workIQ query fails:
  1. Supplement with workspace data
  2. Supplement with estimates (mark as [Estimated])
  3. Note retrieval failure in report

4.2 Insufficient Data

If data is insufficient:
  1. Use "hidden tasks" to reach 8 hours
  2. Mark all estimates as [Estimated]
  3. Note data shortage

5. Limitations

6. Security & Privacy

• workIQ retrieves data only within existing access permissions
• Cannot retrieve others' emails or files
• Retrieved data used only for report generation
• Mask confidential information appropriately in reports

7. Fallback Behavior

When workIQ is unavailable:

1. Primary: Use workspace data (_inbox/, Tasks/, Customers/)
2. Secondary: Use external data sources (_datasources/external-paths.md)
3. Tertiary: Mark sections as "Data unavailable - manual input needed"

The system should function without workIQ, with reduced automation.