How to create a response in Dify and notify Outlook when you receive an inquiry email in Outlook

For those who spend a lot of time on customer support, wouldn't you like to streamline your inquiry responses?
While speedy and accurate responses enhance customer satisfaction, they can also be a burden on the staff.
This article introduces how to use Dify to automatically create response content for inquiry emails received in Outlook and send it to Outlook.
Why not achieve both operational efficiency and improved customer satisfaction with this automation?

Recommended for

Staff who use Outlook for customer support and are considering improving the efficiency of response creation
Those who feel overwhelmed by inquiries during busy periods
Those who find it easy to make mistakes during manual inquiry responses
Managers who want to improve the consistency of customer support but also need to reduce operational burdens
Business owners aiming to improve business processes using APIs and automation tools

Benefits and Examples of Integrating Outlook and Dify

Benefit 1: Significant Reduction in Customer Support Time

By using Dify to automatically generate responses to inquiry emails, you can significantly reduce the time required for responses.
Typically, the process of creating a response to an inquiry involves steps such as confirming the question and selecting an appropriate response, but this flow can automate these steps.
For example, if a question about product usage is received, Dify can immediately generate the optimal content from past responses or learned data.
Once the response proposal is sent in Outlook, the staff can quickly reply after confirmation and adjustment.
As a result, not only is work time reduced, but it also becomes possible to provide speedy responses to customers.

Benefit 2: Reduction of Errors

Since Dify can automatically propose responses according to the content of inquiries received in Outlook, it can reduce misunderstandings and ambiguous expressions associated with manual responses.
Traditionally, when staff individually created responses, there was a risk of sending responses without fully understanding the inquiry content or sending responses for different inquiries.
However, in this flow, Dify analyzes the inquiry content and generates responses based on pre-set response rules and past data.
For example, if there is a question about pricing plans, Dify will present a response proposal based on the latest pricing information it has learned.
This can prevent inconsistencies in response content and is expected to improve reliability with customers.
Additionally, the automated response process does not depend on the individual skills of the staff, allowing for consistent response quality.

Benefit 3: Achieving Stable Customer Support

By utilizing this flow, stable customer support can be achieved even during busy periods or sudden increases in inquiries.
During year-end sales or right after a new product launch, more inquiries than usual are expected, but with the introduction of this flow, quick and accurate responses can continue.
For example, if there is a flood of inquiries about the return policy, Dify can quickly apply a unified response, reducing the burden on staff and preventing response delays.
As a result, customer support can proceed without interruption, and smooth service delivery is expected.

Now, let's explain how to use the no-code tool Yoom to create response content with Dify and notify Outlook when an inquiry email is received in Outlook.

[What is Yoom]

How to Create Response Content with Dify and Notify Outlook When Receiving Inquiry Emails in Outlook

By using Outlook's API to receive the content of inquiry emails,
and using the API provided by Dify to create automatic responses to inquiries and send them to the staff via email, this can be achieved.

Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily achieved without programming knowledge.

This time, the process is as follows.
Let's set it up together!

Integrate Outlook and Dify with My Apps.
Copy the template.
Set the trigger for Outlook as the starting point of the flow and configure the subsequent Dify operations.
Turn on the trigger button and verify the operation of the Outlook and Dify integration flow.

Step 1: Connect My App

Connecting My App first will make the subsequent settings proceed smoothly.
First, let's connect your current Outlook with Yoom.
Select My App → New Connection from the left side of the Yoom page.

When the sign-in screen appears, enter your email address and password.
※Microsoft 365 (formerly Office 365) has a home plan and a general business plan (Microsoft 365 Business), and there is a possibility of authentication failure if you are not subscribed to the general business plan.

Next, connect with Dify.
Set the displayed items.
For more details, please refer to here for input.

Once Outlook and Dify are connected to My App, you're all set.

Step 2: Set Triggers and Actions

Open the template page and click 'Try this template'.

If you are using Yoom, please log in, and if you are new, please register.
If you proceed as is, a template will be automatically copied to your workspace.
Please change the template name as needed.
Click on My Projects on the left to display the template you just copied.
Click the ellipsis (...) on the right and select Edit.

Now, let's set up the app trigger.
Select "When an email with a specific subject is received".
Please change the title as desired.
After confirming the account information to be linked, proceed to the next step.

Trigger activation interval: You can choose from intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ The selection of activation intervals varies depending on the plan.
Keyword: Query

Here, send a test email as follows.

Return to the flow bot and test it.
If the email content is reflected in the output, save it.

Next, click "Send a chat message".
Please also confirm the account information to be linked.
Proceed to the next step and set up the items.
Select from the output for the query.

Please also set the user according to the precautions.

Test this as well, and if successful, save it.

Next, click "Send an email".
Set up the email content.

Create the body using the output.

Once the creation is complete, proceed to the next step.

Check here to make sure there are no mistakes in the content to be sent.
Since this is a sample, the parts using the output are blank, but if obtained, the application content is reflected here.

Test this as well, and if successful, save it.
Finally, turn on the app trigger to complete.
Thank you for your hard work.
Even I, who am not familiar with programming, was able to proceed easily.

Here is the flow bot used this time ↓

Other Automation Examples Using Outlook and Dify

In addition, Yoom offers templates using Outlook and Dify, so let me introduce a few!

1.A flow where when an inquiry email is received in Outlook, the response content is created in Dify and notified in Microsoft Teams.

This allows you to notify the Dify response in Microsoft Teams.
By notifying in Microsoft Teams, you can share response examples with team members.

2.When a message is posted on Slack, it is automatically generated and responded to by Dify's chatbot flow.

This is useful for initial responses to inquiries.
By automating frequently asked questions, it is expected to reduce the burden on the person in charge.

3.This is a flow where when there is an inquiry on HubSpot, the response is created in Dify and notified to LINE WORKS.

Even inquiries from the website can be streamlined.
Once the response is created, it will be sent to the customer, allowing you to focus on other tasks.

Summary

This time, we introduced a flow bot that "creates a response in Dify when an inquiry email is received in Outlook and notifies Outlook".
By integrating Outlook and Dify, you can expect to reduce response time, minimize errors, and achieve stable customer support.
Additionally, improving work efficiency can enhance customer satisfaction.

Please refer to this article and try integrating Outlook and Dify.