"The meeting minutes have become too long, making it difficult to grasp the key points," "I don't have time to create meeting minutes in the first place," "I can't respond quickly to lengthy customer inquiries" — do you have any of these concerns? In the course of work, there are surprisingly many opportunities where you need to summarize long texts, and it is a very labor-intensive task.
In fact, this summarization of long texts can be automated by using Yoom, which will help reduce the workload!
In this article, we will explain in detail the examples of automation that can be achieved by automating long text summarization using AI functions, and how to actually summarize using Yoom! This is a must-read for those who want to efficiently grasp key points or strengthen project management!
Recommended for
Those who use Slack
Those considering improving work efficiency by integrating Slack with AI functions
Those managing inquiries by integrating Slack with AI functions
For those who want to try it immediately
This article introduces the integration method using the no-code tool "Yoom". No complicated settings or operations are required, and even non-engineers can easily achieve it. You can start immediately from the template below, so please give it a try!
Receive a long email in Yoom and summarize the content to notify in Slack.
How to "Receive a long email with Yoom, summarize the content, and notify Slack"
With Yoom, you can connect apps and automate workflows without any special knowledge or coding! There is also a two-week free trial period, so it's recommended for those who want to try it out!
This time, we will explain how to create a flow bot to "Receive a long email with Yoom, summarize the content, and notify Slack".
After logging into Yoom, select "My Apps" and then choose "+ Add". Connect Slack from My Apps. Select "My Apps" and then choose "+ New Connection". Connect Slack from My Apps. Select the channel you want to use from "Search Channels" and click "Allow". This completes the connection of My Apps!
Once the app connection is complete, click "Try it" on the template below to copy it!
Receive a long email in Yoom and summarize the content to notify in Slack.
Once the copy is complete, we will start creating the Flowbot.
Step 2: Set Up Email Trigger
Enter the conditions for the first step, the email trigger. Please set the title and receiving address as desired. Note: By entering trigger conditions, you can activate it only when an email that meets the conditions is received. For example, by setting it as follows, it will only activate when the body contains the word "inquiry". Search Target: Subject Search Condition: Equal Search Term: Inquiry
Click "Next" and test it. If the test is successful, click "Save".
Step 3: Set Up Action (Summarize)
Click on the second step. Please change the action as desired according to your operation.
Click "Next" and set the details. Text to be summarized: Click "When email arrives" in the output and select "Body". Confirm that "Body" is displayed.
Number of characters: Set as desired. Summary conditions: Set as desired. (e.g., "Please summarize the key points in bullet points")
Conduct a test, and if successful, click "Save".
Step 4: Set Up Action (Notify Slack)
Let's move on to the third step! Note: The title and account can be set as desired, but be sure to select "Send a message to the channel" for the action.
Click "Next" and set up the API connection. Channel ID to post to: Set as desired. Message: Click "Summarize" in the output and select "Summary Result". Confirm that "Summary Result" is displayed. Note: By setting it this way, you can automatically quote the summary result and send it to Slack.
Conduct a test, and if successful, click "Save".
Well done! This completes the flow of "When a long email is received in Yoom, summarize the content and notify Slack"!!
Receive a long email in Yoom and summarize the content to notify in Slack.
Other Automation Examples Using Slack and Summary Features
In addition to the flow introduced this time, you can achieve various business automations by using Slack and summary features. All of them can be used with simple settings, so if there is something you are interested in, please give it a try!
Automation Examples Using Slack
Store and Save Files Sent via Slack
By reducing the hassle of manually saving files, you may be able to reduce human errors such as forgetting to save or misnaming files.
Receive a file on Slack and upload it to OneDrive.
■Summary The "Upload files posted to Slack channel to Microsoft SharePoint" flow is an operational workflow that automatically saves files shared within a team to SharePoint. This eliminates the need for manual file management, achieving centralized information and efficiency, and supporting smooth file sharing.
■Recommended Users for this Template ・Teams that frequently use Slack and share files regularly ・IT personnel looking to streamline file management with Microsoft SharePoint ・Business leaders who spend time manually uploading files and want to improve operational efficiency ・Those aiming for centralized information management and looking to enhance integration between different platforms
■Notes ・Please connect both Slack and Microsoft SharePoint with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, and 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) offers household and general corporate (Microsoft365 Business) plans. If you are not subscribed to the corporate plan, authentication may fail.
As soon as the audio data is uploaded, transcription and notification of the results are automatically performed, making it easier to understand the content.
Once the audio data is stored in OneDrive, notify Slack.
■Overview The "Notify Slack when audio data is stored in OneDrive" workflow automatically sends a notification to Slack when new audio data is uploaded to OneDrive. This allows team members to quickly recognize the addition of audio files, enabling prompt response and sharing. ■Recommended for - Teams that use OneDrive and Slack regularly and want to facilitate smooth information sharing - Business personnel who manage a lot of audio data and spend time on notification tasks - Companies that want to automate and streamline existing business processes using Yoom - Managers who want to facilitate communication between teams in a remote work environment - IT support personnel who find manual notification tasks cumbersome
■Notes - It is necessary to integrate with both OneDrive and Slack through Yoom. - Microsoft365 (formerly Office365) has both home and general business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan. - The AI operation for transcribing audio is only available in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operation of the flow bot set will result in an error, so please be careful. - Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). - The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. - For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/ja/articles/9413924
■Overview This is a flow that transcribes an audio file and notifies Slack when it is uploaded to Google Drive. By using Yoom, you can easily integrate apps without programming.
■Recommended for 1. Those who manage audio files ・Those who handle many audio files in their work and find it troublesome to check the contents ・Those who find transcribing audio files cumbersome and want to automate it
2. Those who use Slack as their main communication tool ・Those who find it troublesome to share information within the team ・Those who want to efficiently share transcription results with the team
■Notes ・Please link both Google Drive and Slack to Yoom. ・OCR or AI operations that transcribe audio are functions available only with the Team Plan and Success Plan. If you use the Free Plan or Mini Plan, the operations set in the flowbot will result in an error, so please be careful. ・Paid plans such as the Team Plan or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview This is a flow to transcribe an audio data uploaded to Dropbox and notify Slack. It is a business workflow to smoothly manage and share audio files.
■Who do we recommend this template for - People who frequently save audio data to Dropbox Teams that are taking time to share the contents of audio data - People who transcribe audio data Those who want to automate transcription - People who use Slack for business Business leaders who want to streamline team communication - Those who want to optimize the business workflow IT personnel who want to automate daily tasks
■Notes - Please connect Yoom with Dropbox and Slack. - OCR or AI operations for transcribing audio are available only on Team Plan and Success Plan. For Free Plan or Mini Plan, the operations set on FlowBot will result in an error, so please be cautious. - Paid plans such as Team Plan or Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
■Overview ・When an application response is made to the Yoom form, the direction of progress is switched according to the application content and notified to different chat rooms. ・It is possible to notify specific teams of information according to the form response.
■Preparation ・Registration (integration) with the app to be used in advance is required. The following is a reference guide for integration. ※There may be no detailed guide for apps that can be easily integrated. https://intercom.help/yoom/en/collections/3041779
■Creation Method ①Select the form trigger, set the following, and save. ・Each question item: Set necessary question items such as name, contact information, address, and prize information for the application form. ・Obtained values: You can enter demo values on the next page. Please enter demo values as they will be used in the subsequent test. ※Please refer here for details on form settings. https://intercom.help/yoom/en/articles/8009267
②Press the + mark under the trigger, select the operation to switch the destination, set the following, and save. ・Operation: Select the form trigger from ①. ・Output: Select the item you want to switch the direction of progress from ①. This time, it is an example of switching with prize content. ・Switching conditions: Directly enter the values obtained in ①. You can add a route by pressing add value. ※Please note that if the entered value does not match, it will result in an error. ※Please refer here for details on the operation to switch the destination. https://intercom.help/yoom/en/articles/8077098
ーーーーーーThe following is the same setting for each routeーーーーーー
③Press the + mark, select Slack from the operation to integrate with the app, perform the following settings, and test and save. ・Action: Send a message to the channel ・Channel ID to post to: Click the field and select the channel you want to send from the displayed candidates. ・Message: Enter any message. It is also possible to embed the values obtained in ① as follows. (Embed output) ※Please refer here for details on embedding output. https://intercom.help/yoom/en/articles/8223528 ーーーーーーーーーーーーーーーーーーー There was an application for a prize. -------------- ・Name: {{Name}} ・Email Address: {{Contact Address}} ・Address: {{Delivery Address}} ・Desired Prize: {{Desired Prize}} -------------- ーーーーーーーーーーーーーーーーーーー
■Notes ・The operation to switch the destination cannot be used with the free plan. You can also try each paid plan for free, so please use it if you want to use this operation. Please refer here for details and how to start the free trial. https://intercom.help/yoom/en/articles/9115350
■Overview ・When a survey response is made in the Yoom form, the direction of progress is switched according to the response content and notified to different chat rooms. ・It is possible to notify specific teams according to the form responses.
■Preparation ・Registration (integration) with the app to be used in advance is required. The following is a reference guide for integration. ※There may not be a detailed guide for apps that can be easily integrated. https://intercom.help/yoom/en/collections/3041779
■Creation Method ①Select the form trigger, set the following, and save. ・Each question item: Set necessary question items such as name, contact information, address, and product information for the survey form. ・Obtained values: You can enter demo values on the next page. Please enter demo values as they will be used in the subsequent test. ※For details on form settings, please refer here. https://intercom.help/yoom/en/articles/8009267
②Press the + mark under the trigger, select the operation to switch the direction of progress, set the following, and save. ・Operation: Select the form trigger from ①. ・Output: Select the item you want to switch the direction of progress in ①. This example switches based on the purchased product content. ・Switching conditions: Directly enter the values obtained in ①. You can add routes by pressing add value. ※Please note that if the entered value does not match, it will result in an error. ※For details on the operation to switch the direction of progress, please refer here. https://intercom.help/yoom/en/articles/8077098
ーーーーーーThe following is the same setting for each routeーーーーーー
③Press the + mark, select Slack from the operation to integrate with the app, perform the following settings, test, and save. ・Action: Send a message to the channel ・Channel ID to post to: Click the field and select the channel you want to send from the displayed candidates. ・Message: Enter any message. It is also possible to embed the values obtained in ① as follows. (Embed output) ※For details on embedding output, please refer here. https://intercom.help/yoom/en/articles/8223528 ーーーーーーーーーーーーーーーーーーー There was a survey response. -------------- ・Name: {{Name}} ・Email Address: {{Contact Address}} ・Address: {{Delivery Address}} ・Purchased Product: {{Purchased Product}} ・Satisfaction: {{Please tell us the satisfaction of the purchased product.}} ・Reason for Satisfaction: {{Please tell us the reason for satisfaction.}} -------------- ーーーーーーーーーーーーーーーーーーー
■Notes ・The operation to switch the direction of progress cannot be used in the free plan. You can also try each paid plan for free, so if you want to use this operation, please take advantage of it. For details on the free trial and how to start, please refer here. https://intercom.help/yoom/en/articles/9115350
Summarize and Notify the Contents of Meeting Minutes Registered in Notion Database
The contents of the meeting minutes are automatically summarized and notified, allowing team members to quickly grasp important points without reading the entire minutes.
Summarize the contents of the meeting minutes registered in the Notion database and notify Discord.
■Overview After compiling meeting minutes in Notion, are you manually copying and pasting the key points to share them on Discord? This work is time-consuming and may lead to omissions when sharing important information. By leveraging this workflow, registering minutes in a Notion database acts as a trigger for AI to automatically summarize the content and notify a specified Discord channel, making streamlining and efficiency of information sharing possible.
■Recommended for ・Those who use Notion and Discord and find sharing minutes to be laborious ・Project managers who want to smoothly share decisions and key points from meetings with the entire team ・Those who want to use AI to automate routine tasks and focus on their core work
■Notes ・Please connect Yoom with both Notion and Discord. ・You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please take note. ・Branching is a feature (operation) available on the Mini plan or higher. On the Free plan, the operations set in the flow bot will result in errors, so please be aware. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview The 'Summarize Discord Post Message and Notify Microsoft Teams' workflow contributes to quicker information sharing. By summarizing the content on Discord before notifying, it improves the readability of the information.
■Recommended for ・Those who use Discord for team communication ・Those who use Discord for team information sharing but often miss important messages ・Those who want to quickly grasp necessary information by utilizing message summaries ・Companies using Microsoft Teams for internal communication ・Those who want to use Microsoft Teams for efficient information sharing ・Those who find manual forwarding tedious and aim for operational efficiency through automation
■Notes ・Please connect both Discord and Microsoft Teams with Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for both home and general corporate (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
■Overview The "Summarize Google Chat posts and notify Microsoft Teams" workflow helps speed up information sharing and reduce workload. By summarizing before notifying, the readability of information will also improve.
■Who we recommend this template for ・Those who use Google Chat for team communication ・Those who want to quickly grasp the content posted on Google Chat ・Those who use Microsoft Teams for business ・Those who use both Google Chat and Microsoft Teams but feel it takes time to share information ・Those who want to prevent transmission errors or delays and respond quickly ・Those who want to master multiple tools and build an efficient workflow
■Notes ・Please integrate Yoom with Google Chat and Microsoft Teams separately. ・You can select trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies depending on the plan, so please be aware. ・Integration with Google Chat is only possible for Google Workspace. Please refer to the following for details. https://intercom.help/yoom/ja/articles/6647336 ・For Microsoft365 (formerly Office365), there are plans for households and general businesses (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
By automating long text summarization using AI features, you will be able to grasp only the key points in a short time. AI automatically summarizes the content of long emails and notifies the summarized content to a specific Slack channel, allowing you to quickly understand the key points of important emails. This may also help reduce misunderstandings among team members, potentially improving work efficiency.
2. Streamlining Customer Support
By utilizing AI for long text summarization, you can automatically summarize customer inquiries and feedback for efficient handling. For example, automatically summarizing long customer inquiry emails and consolidating them into notification messages could aid in analyzing past data. Additionally, quick notifications allow team members to respond promptly, potentially speeding up resolution times and improving customer satisfaction!
3. Enhancing Team Collaboration
Summarizing long project progress reports with AI allows you to quickly grasp important information, enabling faster decision-making. For example, AI can summarize long project progress reports and automatically notify them, ensuring that all stakeholders receive the information quickly! This will be a useful tool to support project progress.
Conclusion
This time, we introduced how to use Yoom to automatically summarize long texts using AI features! Automation of tasks is expected to improve the efficiency of information processing and sharing of texts! Furthermore, the quick notification flow should also enhance team collaboration.
Please try the flow for yourself!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have previously gained experience in sales and sales administration within the human resources industry. Based on my past experience, I have realized that the challenges faced by various companies can be alleviated through "automation of operations." Through Yoom, I will continue to share information daily to help address your concerns as much as possible.
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