How to integrate Backlog with Outlook to automatically send issues added in Backlog to Outlook

Step 1: My Apps Integration with Backlog and Outlook

1. How to Register Backlog

Click "My Apps" and search for Backlog from "New Connection".

When the above screen appears, set the "Domain" and click "Add".

2. How to Register Outlook
Next, select Outlook from "New Connection".
* Microsoft365 (formerly Office365) has a personal plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

Select the account to sign in with on the above screen.

Enter your password and click "Sign In".

This completes the My Apps integration with Backlog and Outlook.

Next, click "Try it" on the template below.

From the next step, we will actually start creating the flow.

Step 2: Set up a trigger to activate when an issue is added or updated in Backlog

First, let's set up the app trigger.
Click on "When an issue is added or updated".

This page is already set up.
The title can be edited as desired.
Without changing the trigger action, click "Next".

The trigger activation interval can be set as desired.
Note: The shortest activation interval varies depending on the plan, so please be careful.

Set the domain and project ID with reference to the annotations.

Click "Test" and if successful, save the settings.

Step 3: Send to Outlook

Next, let's set up the action.
Click on "Send to Outlook".

The title can be changed according to the purpose.
Without changing the action, proceed to the next page.

The recipient can be set as desired.

The body can be set freely.
As an example, I have set it as shown in the image above.
By setting it this way, when an issue is added in Backlog, you can automatically retrieve the "Subject", "Issue Details", and "Assignee" and quote them in an Outlook email.
Set the information you want to automatically retrieve from Backlog as shown on the screen above.

Once the settings are complete, press "Next".

When the next page is displayed, press the test button.
A sample email will be sent to Outlook, so once you have confirmed it, click "Save".

Step 4: Turn on the Trigger

Finally, click "Turn on Trigger" to complete the automation setup.
Check to see if the flow bot is activated correctly.

Introduction to Other Automation Examples Using Backlog and Outlook

There are many other examples of automation using Backlog and Outlook, so here are a few introductions.

1. This flow automatically extracts information using AI when a new email arrives in Outlook and adds it as a task in Backlog.
‍By utilizing this flow, you can automate registration in Backlog, reducing the effort of manual input and improving work efficiency.
Additionally, it can help reduce human errors such as registration mistakes and omissions.

2. This is a flow where when an item is added to a Notion database, a task is automatically created in Backlog and an email is sent to Outlook.
By utilizing this flow, you can save the effort of repeatedly entering data, allowing your work to proceed smoothly.
Additionally, since tasks are automatically added to Backlog and emails are sent to Outlook, it helps prevent any omissions in information management.

3. This is a flow that automatically registers the due dates of tasks registered in Backlog to Google Calendar.
By utilizing this flow, you can automatically register events in Google Calendar, preventing any forgetfulness in registration.
Additionally, since the manual task of registering to Google Calendar is streamlined, information sharing can be facilitated smoothly.

Summary

In this blog, we introduced a method to integrate Backlog with Outlook so that when a task is added in Backlog, it is automatically sent to Outlook.
With Outlook's email notifications, you can quickly share information such as the details of new tasks registered in Backlog and the assignees, which can streamline operations and prevent overlooking important tasks.
This can lead to smoother task progress, potentially improving the overall quality of the project.
By using Yoom, anyone can easily integrate applications without specialized knowledge.
Let's integrate Backlog and Outlook to enhance team productivity.