Digital Toolkit: Automations

Scenario #1: Automated Requirements Intake

New stakeholder requests come in scattered across emails, intake forms, or support tickets. Manually tracking and inputting these into your backlog delays and introduces risk of missed of duplicate requirements.

Solution

• Objective: Instantly capture and route all incoming requirements / requests into your issue tracking system with no manual copying.

• Actions: Auto-create new JIRA card with structured fields:

  • Title: Based on subject line or form field.

  • Description: Email body or form inputs.

  • Labels: Priority, Feature Area..

  • Assignee: Default to BA or triage owner.

• Benefits:

  • Saves 3-6 hours / week from manual triage.

  • Maintain single source of truth for all requests.

  • Automatically generate traceable backlog items.

Scenario #2: Automated Data Extraction from Reports or Systems

You are constantly pulling user activity, sales reports, or operational metrics from dashboards, CSVs, or spreadsheets - reformatting for stakeholders, weekly check-ins, or product analysis. Manual data wrangling eats up your time and creates room for error.

Solution

• Objective: Automatically extract and prepare data from reporting tools or systems so it’s ready for analysis or sharing - without touching spreadsheets manually.

• Example Workflow:

  • Trigger: Daily or weekly schedule.

  • Action: Script / API pulls data from dashboard.

  • Processing: Format fields, rename columns, filter by dates or region, generate pivot.

  • Output: Email to stakeholder or push data to a separate spreadsheets for reporting.

Scenario #3: Summarizing Feedback or Support Tickets

You are facing a flood of user feedback, NPS comments, or support tickets. Manual reading, categorizing, and identifying patterns is time-consuming and error-prone - especially across multiple channels.

Solution

• Objective: Rapidly summarize and group qualitative feedback using LLMs to uncover key themes and prioritize actions.

• Example Workflow

  • Trigger: New batch of tickets exported weekly or auto-collected via webhook.

  • Preprocessing: Clean and consolidate data into structured format (CSV or spreadsheet table).

  • Summarization: Use GPT to

    • Group similar feedback

    • Extract pain points, suggestions, sentiment

    • Generate bullet-point summaries per category

  • Output: Executive summary for PMs / Devs.

• Benefits:

  • Accelerate qualitative analysis from hours to minutes.

  • Help uncover root causes of bugs, churn, or feature requests.

  • Ready-to-share insights for product roadmaps or sprint planning.