Automatically Send and Forward Email Content to Microsoft SharePoint
This flow updates Microsoft SharePoint data starting from email apps like Outlook. It can automate tasks such as file uploads.
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When you add files uploaded to Microsoft SharePoint to other cloud storage, you end up uploading the same file twice, resulting in repetitive tasks, right?
Also, when you need to share newly added data, you might notify others via chat tools, download files attached to emails, and then upload them to Microsoft SharePoint again... Isn't file management quite a hassle?
If you are facing such issues, we recommend introducing automation using Microsoft SharePoint!
By implementing automation, all these tasks can be automated, potentially achieving efficient file management.
<span class="mark-yellow">In this article, we will specifically explain how to introduce automation without programming knowledge!</span>
By utilizing Microsoft SharePoint automation, you may not only improve work efficiency but also prevent file sharing mistakes and delays in response. We will provide a detailed explanation of the easy-to-start setup method, so please take a look!
Yoom offers templates for automating workflows using Microsoft SharePoint! If you want to try it right away, click the banner below to get started!
There are several ways to automatically update Microsoft SharePoint data. We've picked out a few methods for you to check out!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience automatic updates in Microsoft SharePoint. Registration takes just 30 seconds, so feel free to give it a try!
This flow updates Microsoft SharePoint data starting from storage apps like Box. It helps maintain data integrity and prevents data leaks and duplication.
This flow updates Microsoft SharePoint data starting from email apps like Outlook. It can automate tasks such as file uploads.
This flow updates Microsoft SharePoint data starting from apps with data such as Salesforce. It enables the automatic creation of lead or customer-specific folders.
Let's get started by creating a flow to automatically update Microsoft SharePoint data! This time, we'll use Yoom to proceed with the setup without any coding. If you don't have a Yoom account yet, please issue one from this registration form.
[What is Yoom]
This time, we will create a flow bot that stores files uploaded to Box into Microsoft SharePoint!
The creation process is broadly divided as follows:
First, connect Box and Microsoft SharePoint with My Apps.
After logging into Yoom, click "+ Add" from "My Apps" in the left menu.
[For Box]
(1) Search for Box in the search bar and select it from the list of app options.
(2) Log in to the Box account you want to connect with Yoom.
Enter your email address and password, then click "Approval".
(3) A permission screen for Yoom access will appear.
Check the access permissions and click "Allow access to Box".
This completes the My Apps connection for Box.
[For Microsoft SharePoint]
(1) Search for "Microsoft SharePoint" and select it from the list of apps.
(2) You will be prompted to sign in with your Microsoft account, so enter the email address of the account you want to connect with Yoom.
(3) Enter your password.
This completes the My Apps connection for Microsoft SharePoint.
For the registration procedure and precautions for My Apps in Microsoft 365 services, please also refer to this page!
※ "Microsoft 365 (formerly Office 365)" has both personal and business plans (Microsoft 365 Business). If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.
Once the My Apps connection is complete, let's set up the template right away.
Click "Try it" on the banner below to copy the template.
When a template is copied to Yoom, the following screen will be displayed, so press "OK".
(1) First, set up the Box that will trigger the flowbot.
Click on "When a file is uploaded to the folder" at the top of the template.
(2) In "Account Information to Link with Box", select the Box account you want to use for the flow operation and click "Next".
(3) Enter the ID of the folder targeted by the flow in "Folder Content ID".
After entering the folder ID, click "Test".
(4) If the test is successful and the folder information is loaded, click "Next".
(5) Store a temporary file in the specified Box folder. This time, we will proceed with the flow assuming an invoice is stored!
After storing the file, run the test and if the file information is added to "Retrieved Values", click "Save".
(1) Next, set up to extract text data from the received email content.
Click on "Download File" in the template.
(2) In "Account Information to Link with Box", select the Box account you want to use for the flow operation and click "Next".
(3) Set the content ID of the file obtained in Step 3 in "Content ID".
Select "Content ID" from "When a file is uploaded to the folder" in "Retrieved Values".
* "Retrieved Values" refers to the values obtained by executing "Test" during trigger or operation settings. Retrieved values can be used as values during subsequent operation settings, and they change each time the flowbot is activated. For more details, please refer to here.
(4) Execute the test, and if successful, the configured file will be downloaded with the name Untitled. Click "Download" and verify that it is the same as the file set in Step 3.
If the file is downloaded correctly, click "Save" to complete the settings.
(1) Finally, set up to update data in Microsoft SharePoint.
Click on "Upload File" in the template.
(2) Select the Microsoft SharePoint account information you want to operate in "Account Information to Link with Microsoft SharePoint".
(3) Set the site ID of the Microsoft SharePoint where you want to store the file in "Site ID".
The list of sites within the linked account will be displayed in "Candidates", so click the target site name to auto-fill the site ID.
(4) Enter the ID of the drive where the file will be stored in "Drive ID".
The list of drives in the previously set site ID will be displayed in "Candidates", so click the target drive name to auto-fill the site ID.
(5) Enter the folder name to search for the "Item ID of the Destination Folder" in "Destination Folder Name". Then, select the "Item ID of the Destination Folder" from "Candidates".
* If the target file is not displayed in "Candidates", change the "Destination Folder Name" to part of the file name.
(6) Set the name of the file to be stored in "File Name".
By selecting "File Name" from "When a file is uploaded to the folder" in "Retrieved Values", you can reference the name of the file uploaded to Box.
(7) Set the following and click "Test".
(8) If the test is successful, check if the file is actually stored in Microsoft SharePoint.
If the file is stored correctly, click "Save" to complete the settings.
This completes all the settings.
After completing the settings, a pop-up like the one below will be displayed, so turn on the trigger.
Let's check if the flow operates correctly!
In addition to this, Yoom has many automation templates that utilize Microsoft SharePoint!
Please search to see if there are any automation examples with the apps you are familiar with.
How was it? By enabling automatic updates for Microsoft SharePoint, you can manage and share the same data smoothly with other cloud storage services, automatically create folders as needed, and reduce the hassle of your work.
This should minimize the chances of missing files or worrying about which cloud storage has the latest data!
Moreover, automation like this can be achieved without programming knowledge by utilizing the no-code tool Yoom!
With a simple design that is easy for beginners to challenge, anyone can easily implement automation for Microsoft SharePoint.
If you're interested, start by creating a free account and see how it works for yourself.
Registration takes only 30 seconds. After registering, you can immediately start using the tool and check its usability while operating it!
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