How to link LINE WORKS with Outlook to receive notifications in LINE WORKS when you receive an email in Outlook

Benefits and Automation Examples of Integrating LINE WORKS with Outlook

Many companies might have introduced LINE WORKS as their internal communication tool.
It's very convenient as it allows employees to communicate without using private information while maintaining the familiar feel of LINE.
However, isn't it common to use Outlook as the email system for external communications?
Wouldn't it be great if LINE WORKS and Outlook could integrate so you could immediately notify the person in charge about emails from clients? Have you ever thought that?
So, this time, let's try to integrate LINE WORKS with Outlook to improve the efficiency of email and schedule management!

So, what are the benefits of integrating the two apps?

Benefit 1: Streamlining Email Management

‍By integrating LINE WORKS with Outlook, you can manage Outlook emails within LINE WORKS.
This way, you won't miss important emails and can respond promptly.
For example, when an email arrives in Outlook, a notification is automatically sent to the designated person in LINE WORKS.
The person in charge can immediately check the email content and respond smoothly.
Additionally, by sharing the email content in LINE WORKS chat, you can quickly share it with the team.
There's no need to open and forward between the two apps!

Benefit 2: Enhancing Schedule Management

‍It's also possible to integrate LINE WORKS and Outlook calendars, allowing you to manage schedules collectively.
You can smoothly coordinate the entire team's schedule and prevent overlaps or oversights.
When registering manually, you might register in Outlook's calendar but forget to register in LINE WORKS! But with automatic reflection, there's no need to worry!
For example, a schedule set in Outlook is automatically reflected in LINE WORKS' calendar, allowing you to easily grasp your schedule by checking LINE WORKS notifications even when you're out.

Benefit 3: Automating Task Management

‍You can automatically create tasks based on email content or calendar schedules and manage them in LINE WORKS.
For example, you can automatically extract tasks from emails received in Outlook and add them to LINE WORKS' task list.
Have you ever thought you'd add it to your tasks later but left it as it is?
In manual processes, it's easy to miss emails or forget to add tasks, but with automatic registration, you can manage tasks efficiently!

How to Create an Integration Flow for LINE WORKS and Outlook

Now, let's move on to the explanation of the integration settings!

This time, we will be using Yoom for integration.
Yoom is a visually intuitive tool, so you can set up integrations without any specialized knowledge!
If you don't have a Yoom account, please obtain one from the Yoom account issuance page.
It's very easy to get started!
For basic operations of Yoom, please refer to Getting Started with Yoom.

‍Once you can log in to your Yoom account,
1. Click "Register My App" and select "Create New".

2. Select the app you want to register (this time, LINE WORKS and Outlook) and log in with the account you will use.
Once LINE WORKS is registered, click "Create New" again to register Outlook. This is the flow.
For detailed registration methods for LINE WORKS, please refer to this.
LINE WORKS (API2.0) My App Registration Method | Yoom Help Center (intercom.help)
For detailed registration methods for Outlook, please refer to this.
My App Registration Procedure and Precautions for Microsoft 365 Services | Yoom Help Center (intercom.help)

‍3. Once registration is complete, icons will be displayed in My Apps.
Please check if the icons for LINE WORKS and Outlook are displayed.

Now, let's proceed with the integration settings for the two apps!
‍[Notify LINE WORKS when an email is received in Outlook] is the flow we will create.
This flow notifies LINE WORKS every time an email is received in Outlook.
By automatically forwarding messages, you can prevent omissions and improve work efficiency.

1. Click "Create New" from "My Projects" and select "Create from Scratch".

2. Enter a clear title that reflects the content of the flow, select "When a specific app event occurs," and choose Outlook.

3. Select "When an email is received" as the trigger action and click "Next".

4. Select the trigger interval, click "Test", and if the test is successful, click "Save".

5. Click the "+" on the saved flow, select "Integrate with App" from the operation type selection, and click LINE WORKS.

6. Select "Send a message to a talk room" as the action and click "Next".

7. Enter the "Bot ID", "Talk Room ID", and "Message".
Once entered, click "Test", and if the test is successful, click "Save".
* Obtain the Bot ID by creating a bot in the Developer Console.
* The bot must be participating in the target talk room to obtain the Talk Room ID. Click "Channel ID" in the menu of the talk room screen to display the ID, which is the Talk Room ID.
The Talk Room ID can also be obtained when executing the "Create a talk room including the bot" action.
* You can use the output information obtained from Outlook, which was linked earlier, for the message, so select and enter from the output.

This completes the flow of [Notify LINE WORKS when an email is received in Outlook].

8. Finally, switch the trigger to "ON" to activate it.

Advanced Integration Flow between LINE WORKS and Outlook

In addition to the flows introduced so far, various flows can be created to suit your business needs!
‍For example, a flow like 【Automatically extracting content from Outlook emails using AI and notifying LINE WORKS】 can be set up.

The AI extracts pre-specified items from the email content and sends them as a message to LINE WORKS.
Instead of converting the entire email content into a message, it extracts only the necessary information, such as the business partner and subject, making it very convenient!

Also, Yoom, which we used this time, has many integration apps, allowing you to automate various tasks!
For example, you can create a flow like 【Perform OCR on PDF data stored in Google Drive, verify the content, add it to YoomDB, and notify LINE WORKS】!

Analyze PDF files stored in Google Drive, add them to the database, and send notifications to LINE WORKS.
You can also add a request for a person in charge during the process, making it possible to add data more reliably.
Yoom has a Yoom database where you can pre-enter items such as company names, personal names, and email addresses, allowing you to accumulate data there.
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There are many other examples of automation using LINE WORKS in Yoom, so let me introduce a few.
[Notify LINE WORKS when a row is added in Google Sheets]

[Extract tasks due today from the Notion database daily and notify them all at once in LINE WORKS]

[Translate messages posted on Slack and post the translated version to LINE WORKS]

Please refer to the template and create a workflow that suits your business!

*AI operations are only available with the Team Plan and Success Plan.
Please note that if you are on the Free Plan or Mini Plan, the operations set for the flow bot will result in an error.
*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).

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Summary

By integrating LINE WORKS with Outlook, we were able to streamline email and task management and enhance schedule management!
We also eliminated duplication and omissions caused by manual processes, which improved the quality of work and is likely to boost the overall productivity of the team!!
It's almost a shame we relied on manual work until now! It has truly become convenient.

By using Yoom for integration, you can apply it to various tasks beyond just these two apps.
While referring to Yoom's templates, please challenge yourself to improve the efficiency of various tasks!!
I also want to continue exploring various app integrations!