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Are you spending a lot of time on customer support inquiries?
Wouldn't it be great if you could streamline your responses, improving both work efficiency and customer satisfaction?
Quick, accurate responses are key to customer service, but they can get overwhelming, especially during busy periods.
In this article, we'll show you how you can use Dify to automatically generate responses for inquiry emails received in Outlook using Yoom! By automating this process, you can reduce errors, lighten your workload, and enhance your customer service experience!
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You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
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In this guide, you'll learn the step-by-step process of how to use Yoom to create a Flowbot that automatically creates a response with Dify for inquiry emails received in Outlook.
Yoom offers ready-made templates for easy setup in creating automatic email support using Outlook and Dify. Click the "Try it" button to get started now!
We'll also walk you through the step-by-step process of creating this automation flow in the following section of this article.
Let's walk through how to set up a flow that automatically creates a response in Dify when an inquiry email is received in Outlook.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
⚠️ Note: "Microsoft 365 (formerly Office 365)" includes both personal and business plans. If you’re using a personal plan, Yoom’s authentication may not work properly. We recommend using a Microsoft 365 Business account for a stable connection.
Go to "My Apps" from the left side menu, and click the "+ Add" button.
Search for "Outlook" from the app list and select it.
Select the account you want to connect to.
Enter your password and click "Sign In".
Similarly, go to "My Apps" from the left side menu, and click the "+ Add" button.
Search for "Dify" from the app list and select it.
Enter the account name.
Use a name that's easy to recognize, such as your company name or the person responsible for the account.
To get the access token, refer to this guide for the detailed steps.
Once all the required fields are filled in, click "Add" to complete registration.
Click the "Try It" button to copy the pre-built template into your project.
Click "Try this template".
Click "OK" and give the Flowbot a name to recognize.
This template will be copied to your “My Project”.
Select the trigger action labeled "When an email with a specific subject is received".
Give your trigger a title (anything you like) and select your Microsoft account.
Then click "Next".
Set your trigger interval (frequency of sync) on how frequently Yoom checks Outlook for updates. It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
We recommend setting the trigger to the shortest activation interval available for your plan.
⚠️ Note: The trigger interval varies depending on your Yoom plan. Be sure to check your current plan’s limit.
For this example, we're using "query" as the keyword.
The Flowbot will be triggered when an email with a subject containing this keyword is received.
Then send a test email with the keyword you specified in the subject.
Return to Yoom and click "Test".
If successful, your retrieved value section should get updated as below.
Make sure you hit "Save".
Next, click on the action labeled "Send Chat message".
Give your action a title (anything you like), and select your account.
Click "Next".
Click inside the query box, and select 'body' from the retrieved value of the previous action.
Verify that the body box gets updated as shown below.
Set the user.
Entering a new value like 'user123' will start a chat as a new user, while entering an existing user's ID will allow you to continue the chat with that user's history.
Next, click on the action labeled "Send email".
Set up the To, CC, BCC fields.
You can enter the information manually or use the retrieved values from the previous steps.
Set up the subject and the body.
Click inside the body box and select items from the retrieved values. Verify that the body box updates as shown in the image below. This ensures Outlook will automatically use the retrieved values from previous steps, so you don't need to set them manually each time.
Customize the message as needed.
📚 Reference: For more details on retrieved values and how to set it up, see the guide here.
Once the setup is complete, click "Next".
Check to make sure there are no mistakes.
Since it's a sample, the fields using the retrieved value are blank, but when the data is retrieved, it will be reflected here.
Then click "Test", and check if the email gets sent.
Then hit "Save".
Toggle the "Trigger On" button to activate your flow!
Check if the Flowbot you set up is working properly.
That’s it!
Your Flowbot is complete!
Using Dify with Outlook can automate email responses, significantly reducing the time spent on each inquiry. Instead of manually reviewing questions and writing the replies, Dify generates responses based on your past data. For example, when a product usage question is received, Dify can quickly suggest relevant responses, allowing the team to act faster and send them out. The speed in response time can improve customer service and satisfaction.
Dify analyzes inquiry content received in Outlook and proposes responses based on the past learned data and preset rules - reducing the risk of miscommunication or mistakes. By using Dify, responses are consistent and based on the latest available information. For example, when a question about pricing plans is asked, Dify generates an accurate response using the most up-to-date pricing information. This helps reduce the manual effort to search through documents for information, ensuring more accurate and timely responses.
Whether during a busy period or a sudden spike in inquiries, Dify can support to give stable, uninterrupted customer support. During peak times, like year-end sales or post-launch periods, Dify can apply a consistent, unified response to common questions, easing the workload for customer support teams. For example, when there's a large volume of inquiries about return policies, Dify can quickly provide responses ensuring smooth service delivery without compromising the quality.
You can also try out more automations by utilizing Outlook and Dify with Yoom. Here are some more examples you can explore for your next automation!
When an inquiry email is received in Outlook, Dify automatically generates a response, then is notified through Microsoft Teams. Ideal for sharing response examples with your team, improving collaboration, and speeding up the response process.
When a message is posted on Slack, Dify's chatbot flow automatically generates a response. Perfect for handling frequently asked questions and reducing the workload on your team.
Now you know how to integrate Gify and Outlook to automatically create responses to customer support emails using Yoom. By integrating these two powerful apps, you can provide stable, quick, and consistent responses - ensuring stable customer support even during peak periods. Best of all, no special knowledge is needed, and anyone can easily set it up!
Ready to simplify your workflows? Sign up for Yoom and try it today!
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