How to integrate Chatwork with Outlook to receive notifications in Outlook when a message is posted in Chatwork

・Connect Chatwork and Outlook to My Apps

(1) First, connect Chatwork to My Apps.
After logging into your Yoom account, click "My Apps" on the left panel and search for Chatwork from "New Connection".

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(2) The Chatwork app icon will appear, so click on it.

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(3) You will be redirected to the Chatwork login screen. Enter your Chatwork account email address and click [Continue].
On the next screen, enter your "Password" and click [Login].

(4) You will be redirected to a screen asking for permission to connect. Review the details and click [Allow].

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This completes the connection to Chatwork.

(5) Next, connect the Outlook app.
Select Outlook just like you did when registering Chatwork to My Apps.

(6) After clicking the Outlook app icon, you will be redirected to the sign-in screen, but no further action is required, and the connection will be completed instantly.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.

If the setup is successful, you will be redirected to the My Apps screen of your Yoom account with the two apps added.
This completes the connection of the two apps to your Yoom account.

・Copy the Template

After confirming that the new connection of the target app to your Yoom account is complete, click the icon for "Try this template" in the template below.

The template will be copied, so click the "OK" button.

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Move to the "My Projects" screen of your Yoom account and check the template content.

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There are two setup flows.

・Chatwork Startup Settings

(1) First, set up the Chatwork app trigger.

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From "My Projects" on the left side of your Yoom account screen, click "【Copy】Notify Outlook when a message is posted to Chatwork".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) First, click on the trigger "When a message is posted".

(3) Enter the account information to be linked and click [Next].

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(4) On the next screen, set the "Trigger Activation Interval".
Select any of the following for the "Trigger Activation Interval": 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*Note that the trigger activation interval varies depending on the plan.

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(5) The "Room ID" will be obtained from the linked account as shown below, and its content will be expanded in 'Candidates', so make use of the expanded information.

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(6) After entering the information, click [Test] and if there are no issues, click [Save].
In this step, you can obtain the following information as output.
The output information can be quoted and utilized in the subsequent steps, as noted by "This value can be used in other operations."

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・Settings to Notify Outlook

(1) Finally, click on the second action "Send Email".

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(2) Enter the account information to be linked and click [Next].

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(3) Scroll down and set the 'Email Content' when sending the email.
You can also quote the output obtained in the previous step as shown in the screen below.
(Below is an example where the 【Sender】 and 【Message Content】 obtained in the first step are quoted in the "Body".)

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(4) As a customization, there is an item to add "Attachments" at the bottom of the screen, and by clicking the red frame part, you can set "Pre-confirmation Settings" to confirm before execution.
Set according to your operation.
After entering the necessary information, click [Next].

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(5) On the next screen, check the email content.

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(6) If there are no issues with the content, click [Test] and then click [Save].
This completes the setup.

・Turn on the Trigger and Check Operation

By clicking the red frame part "Turn on Trigger" on the screen below, the flow bot will start automatically.

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Here is the template used this time

Other Automation Examples Using Chatwork and Outlook

There are other examples of automation using Chatwork and Outlook available on Yoom, so here are a few introductions.

Forward Emails Received in Outlook to Chatwork

This is a flow bot that forwards emails received in Outlook to Chatwork.
By forwarding emails from Outlook to the email address created in Yoom, the content of the emails can be automatically reflected in Chatwork.

Read the registration number from receipts received in Outlook, verify the registration status of the business in the Qualified Invoice Issuer Public System, and notify via Chatwork

This flowbot is recommended for those who manage receipts received using Outlook.
It automatically reads the registration number from the received receipts, allowing you to quickly verify the registration status of the business in the Qualified Invoice Issuer Public System.
Notifications are automatically sent to Chatwork, eliminating the need for manual verification and improving work efficiency.

Send an Outlook email to the lead and notify Chatwork when lead information is registered via Facebook Ads

This flow bot is recommended for those using both Facebook Ads and Chatwork.
It eliminates the need to manually post lead information and response status to Chatwork, making it easier to track who is handling which lead.

Benefits and Examples of Integrating Chatwork with Outlook

1. Facilitates Smooth Information Sharing

By implementing this integration, sharing information between different tools may become easier.
For example, even if there are teams using Chatwork and teams using Outlook, they will be able to view the same messages.
This can reduce the back-and-forth between different tools.
With fewer steps in the workflow, information can be shared quickly and smoothly. It may also eliminate delays in communication and missed responses.

2. Improves Responsiveness in Emergencies

If a message posted on Chatwork is of high urgency, it may be quickly notified to Outlook after posting, allowing the person in charge to respond promptly according to the urgency.
For instance, when a system issue or complaint arises, a message posted in an emergency room created on Chatwork will be swiftly sent to Outlook, enabling the notified person to share the issue details with the relevant team and take swift action towards resolution.
By establishing a foundation for quick response to issues, the spread of problems can be prevented.

3. Maintains Accuracy of Posted Content

This integration increases the likelihood of avoiding errors when forwarding messages from Chatwork to Outlook.
For example, when manually transcribing, there was a possibility of sending to the wrong recipient in Outlook or making typing errors that result in incorrect information, leading to human errors.
With this integration, messages can be automatically transcribed with pre-specified Outlook recipients, potentially preventing issues before they occur.
Handling accurate data allows employees to engage in their tasks with peace of mind.

Conclusion

With the integration of Chatwork and Outlook introduced here, messages posted on Chatwork can be automatically notified to Outlook, potentially enabling quick responses to posted content.
Members who previously checked information separately on Chatwork and Outlook will be able to grasp the message overview on Chatwork from the notification content in Outlook, facilitating smooth information sharing between teams.
It is also expected to improve responsiveness in emergencies and may contribute to improving business workflows.
Experience automation through app integration by utilizing Yoom.