How to integrate Intercom with Microsoft Excel to automatically add a task to Microsoft Excel when a new conversation is created in Intercom

We introduce automation for adding tasks to Microsoft Excel when a conversation is created in Intercom.
This automation reduces the need to switch between apps, enabling efficient task management.
By tracking task progress and facilitating smooth information sharing within the team, it may ultimately strengthen team collaboration.
Especially when handling a large amount of conversation information, the risk of input errors increases, making this automation effective.
This article provides a detailed explanation of the benefits of app integration and how to set up automation.

Benefits of Integrating Intercom and Microsoft Excel

Benefit 1: Streamline Task Verification

By integrating Intercom with Microsoft Excel, you can automatically add tasks to Microsoft Excel when a new conversation is created.
Adding tasks to Microsoft Excel based on conversation data eliminates the need to use different tools separately, allowing you to work smoothly.
For example, inquiries from customers in Intercom are automatically saved as tasks in Microsoft Excel, enabling the team to quickly verify tasks.
This allows you to <span class="mark-yellow">track task progress and facilitate smooth information sharing, ultimately strengthening team collaboration.</span>

Benefit 2: Prevent Information Leakage and Input Errors

Automatically adding tasks to Microsoft Excel based on conversation information also leads to accurate data retention.
Manually transferring Intercom information to Microsoft Excel can lead to input omissions and errors, raising concerns about reflecting accurate data.
However, by utilizing automation, you can automatically reflect conversation information with customers in Microsoft Excel, avoiding human errors.
This allows you to <span class="mark-yellow">add tasks while preventing input omissions and errors, ensuring accurate data is maintained.</span>

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How to Create a Flow for Integrating Intercom and Microsoft Excel

This time, we will introduce how to set up the following template: "When a new conversation is created in Intercom, add the conversation information as a task in Microsoft Excel."
Using this template is convenient as it eliminates the need to set up automation from scratch.

The setup only takes 2 steps and can be completed in 10-15 minutes.

Setting up the flow bot to activate when a new conversation is created
Setting up the action to add a record

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How to connect Intercom and Microsoft Excel with Yoom

Register your My Apps to connect Intercom and Microsoft Excel with Yoom.
Registering My Apps first will make the automation setup smoother.

First, let's register Intercom's My App.
Please refer to the Yoom Help Page for registration instructions.

Next, register Microsoft Excel's My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.
Search for Microsoft Excel from "Search by App Name" or find it from the app list.

Sign in when the following screen is displayed.
*Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.

Once both My Apps are registered, Intercom and Microsoft Excel will be displayed in the My Apps section.

How to add conversation information as a task in Microsoft Excel when a new conversation is created in Intercom

To set up automation, click "Try it" on the banner below.

Read the following screen display and click "OK".

The following screen will be displayed, so check the "Title" and "Description".
If you need to make changes, click on the relevant section to modify it.
First, to set up Intercom, click "When a new conversation is created".

When the following screen is displayed, please check the settings.

"Title" → Can be changed if necessary
"Account information to integrate with Intercom" → Check if the account is correct
"Trigger action" → When a new conversation is created

The following screen will be displayed, so select the "Trigger interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*Please note that the trigger interval varies depending on the plan.
Once the settings are complete, click "Test" → "Test successful" → "Save".

Next, to set up Microsoft Excel, click "Add a record".
When the following screen is displayed, check the settings.

"Title" → Can be changed if necessary
"Account information to integrate with Microsoft Excel" → Check if the account is correct
"Execution action" → Add a record

Move to Microsoft Excel and enter the task item names for testing.
As an example, the following settings were made.

Return to the Yoom screen and scroll to set up "Database integration".

"File storage location" → Set as desired
"Drive ID" → Select from the red frame candidates

Scroll and set "Item ID" and "Sheet name" from the candidates.

The item names set in Microsoft Excel will be displayed as follows, so use the output to set the "Value of the record to be added".
Click the arrow in the red frame to use the output from Intercom.
Set the output that matches the item name.
Once the settings are complete, click "Test" → "Test successful" → "Save".

Finally, click "Turn on trigger" to complete the automation setup.

Other examples of automation using Intercom and Microsoft Excel

1. A flow that automatically notifies Microsoft Teams when a user replies in Intercom.
This automation is recommended if you use Microsoft Teams internally and tend to miss replies in Intercom.
Notifications will be sent to Microsoft Teams, allowing for a speedy response.

2. This is a flow that automatically registers information in both kintone and Microsoft Excel when there is an inquiry in the form.
‍It allows you to automatically record inquiry details, preventing omissions and errors in records.

3. This is a flow to create an invoice from a Microsoft Excel template and automatically send it via Outlook.
‍This eliminates the need for transcription work and reduces the effort required to create invoices.

Summary

By automatically adding tasks when a new conversation occurs, you can manage tasks efficiently without having to switch apps.
Additionally, it reduces errors from manual input, enhances data accuracy, and may ultimately lead to improved business processes.
Let's utilize this automation to achieve task management based on accurate data.

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