Responding to customer inquiry emails is a crucial task for many companies as it directly impacts customer satisfaction, but it also consumes a lot of time and effort. Particularly, the process from checking emails to drafting responses can be time-consuming, and during times of high inquiry volume, human errors may increase. Therefore, this article introduces a method to automate the response generation for inquiry emails received in Outlook using Dify, and notify the inquiry content and Dify's response proposal to Slack. This automation should reduce the effort and time spent on customer responses, leading to improved response speed and quality compared to traditional methods! Moreover, this integration can be easily implemented without programming, so please give it a try.
Recommended for
Team leaders who use Outlook as the main tool for customer support and want to make inquiry responses more efficient than before
Quality management personnel facing challenges in improving response accuracy and reducing human errors during inquiry responses
Customer support staff who use Slack as a team communication tool and want to smoothly share the progress of response cases
Project managers who spend a lot of time on email response tasks and want to allocate resources to more value-added tasks
Internal IT personnel interested in automation tools and API integration, and who want to utilize Dify's API
For those who want to try it immediately
This article introduces the integration method using the no-code tool "Yoom". No complicated settings or operations are required, and even non-engineers can easily achieve it. You can also start immediately from the template below, so please give it a try!
When you receive an inquiry email in Outlook, create a response in Dify and notify in Slack.
How to Create a Response with Dify and Notify via Slack When Receiving Inquiry Emails in Outlook
It is possible to achieve this by using Outlook's API to receive inquiry emails and automatically creating a response with Dify using Dify's API. Additionally, you can notify Slack with the inquiry details and Dify's response using Slack's API. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.
This time, we will create it through the following major processes:
Connect Outlook, Dify, and Slack to My Apps
Copy the template
Set triggers in Outlook and actions in Dify and Slack
Set the trigger to ON and complete the flow operation preparation
If you are registered with Yoom, please log in. If you are not registered, please proceed with the settings after registering for free.
Step 1: Connect Outlook, Dify, and Slack to My Apps
First, connect Outlook, Dify, and Slack to My Apps. After logging into Yoom, click "My Apps" on the left side of the screen, search for Outlook from "+ New Connection," and click it.
Clicking will display the Microsoft sign-in page. Enter the information of the account you want to use and click "Next." This completes the Outlook My Apps connection. Note: Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
Next, search for Dify.
For detailed instructions on connecting Dify to My Apps, please check here. Set any name for "Account Name." Set the API key issued by Dify for "Access Token." Once the settings are complete, click "Add" to complete the My Apps connection.
Next, search for Slack.
If you are already signed in to Slack, a page like the image will be displayed. If you are not signed in yet, perform the sign-in operation on the "Sign in to your workspace" screen. If you want to specify another workspace, select "Add another workspace" at the top right of the screen and set it up. After signing in, select the channel to be notified from "Search for a channel" at the bottom of the screen and click "Allow" to complete the Slack My Apps connection.
Next, let's copy the Flowbot template. Log in to Yoom and click "Try it" on the banner below.
When you receive an inquiry email in Outlook, create a response in Dify and notify in Slack.
When the message "Template has been copied!" appears, click "OK" to complete the copy.
Step 2: Set the Trigger
Next, set the trigger in Outlook. Click "When an email with a specific subject is received".
Next, check the "Account information to integrate with Outlook". You can freely edit the title, but do not change the trigger action, and click "Next".
You can select the "Trigger interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. *Please note that the shortest trigger interval varies depending on the plan. Select the "Email folder ID" from the displayed options. Once the setup is complete, click "Test". Check if the information retrieved from Outlook is displayed in the output, and if there are no issues, click "Save".
Step 3: Set the Action
Next, set the action for Dify. Click "Send a chat message".
Edit the title as desired and check the account information, then click "Next".
Set the message content to be sent to Dify. For "query", click the field and select "Body" from Outlook from the displayed options. For "user", enter a half-width numeric value (any identifier) as noted. Once all settings are complete, click "Test" and check the information output by Dify. If there are no issues, click "Save".
Step 4: Set the Action
Next, set the action for Slack. Click "Send a message to a channel".
Edit the title as desired and check the account information, then click "Next".
For "Channel ID to post to", click the field and select the channel where Yoom was added from the displayed options. The "Message content" can be edited as desired. This time, we set a message including the subject and body of the inquiry email and Dify's response content. Once the setup is complete, click "Test" to check if the message set in Slack is sent. If there are no issues, click "Save".
Click "Turn on Trigger" to complete the preparation for the flow operation. With this, when an inquiry email is received in Outlook, the response content is automatically created by Dify, and the inquiry content and Dify's response proposal are notified in Slack.
When you receive an inquiry email in Outlook, create a response in Dify and notify in Slack.
Other Automation Examples Using Outlook, Dify, and Slack
In addition to the integrations introduced today, it is possible to achieve various automations by utilizing the APIs of Outlook, Dify, and Slack.
If there's anything that interests you, please give it a try!
Automation Examples Integrating Outlook and Slack
You can set up notifications in Slack when a message is received in Outlook, or share files in Slack when an email with attachments is received in Outlook. Additionally, it is possible to send files posted in Slack through the integrated Outlook.
■Overview In this flow, resumes received in Outlook can be automatically processed by OCR and smoothly added to Notion. This automation will make recruitment management faster and more accurate. By using Yoom, you can easily connect applications without programming.
■Recommended for ・HR personnel managing recruiting using Outlook and Notion ・Team leaders handling a lot of applicant information, spending time on manual entries ・Executives aiming for standardization and error prevention in the recruitment process ・IT personnel looking to smartly utilize AI and OCR technology for their tasks
■Notes ・Please connect Notion and Outlook with Yoom. ・OCR function is available on Team Plan and Success Plan only. In Free Plan or Mini Plan, operations of the Flowbot set will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use limited apps and AI functions (operations).
This is a flow to read business card images received in Outlook using OCR and register them as Salesforce contacts.
■Notes ・Please link Yoom with both Salesforce and Outlook. ・Branches are available in the Mini Plan or higher, and Salesforce and AI operations are only available in the Team Plan and Success Plan. Operations of flow bots set in other plans will result in errors, so please be careful. ・Paid plans such as the Mini Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations). ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・OCR data may not be readable if it exceeds 6,500 characters or if the characters are small, so please be careful.
■Overview The "Summarize Outlook emails with AI and add them to Microsoft Excel" workflow is an automated process to efficiently organize and convert received emails into data. You can maintain business speed while reducing the effort of data management.
■Recommended for ・Business persons who want to efficiently manage a large number of Outlook emails ・Those who handle a vast amount of emails daily and face challenges in preventing important information from being overlooked and in improving data organization ・Team leaders who want to automate data management with Microsoft Excel ・Those who want to reduce the hassle of manually entering data into Microsoft Excel for team sharing ・IT staff promoting business automation ・Those who aim to automate from email summarization to data addition, improving work efficiency and accuracy
■Notes ・Please link both Outlook and Microsoft Excel with Yoom. ・Microsoft365 (formerly Office365) has both home and general corporate plans (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail. ・The trigger intervals can be set to 5, 10, 15, 30, or 60 minutes. ・Note that the minimum activation interval varies by plan. ・For settings related to operations manipulating Microsoft Excel databases, please refer to the following. https://intercom.help/yoom/ja/articles/9003081
■Overview Do you find document management for invoices, quotes, and other files you receive in Outlook to be a hassle? Although routine, the series of tasks—opening the attachment to check its contents, renaming the file, and storing it in a specific folder—takes time. By using this workflow, you can automate the entire process: when an email is received in Outlook, the attached document is read by OCR, its file name is automatically updated based on the content, and it is stored in Dropbox.
■Recommended for ・Accounting and general affairs staff who feel that managing documents such as invoices received in Outlook is burdensome ・Those who face challenges with manual file renaming and storage when managing files with Dropbox ・Those who want to build an environment that allows them to focus on core tasks by automating document-related operations
■Notes ・Please connect Yoom with both Outlook and Dropbox. ・Branching is available on the Mini plan or higher, and AI Operations are available only on the Team and Success plans. On other plans, the configured operations will result in errors. ・Yoom paid plans come with a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted. ・Microsoft 365 (formerly Office 365) has Home plans and business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please be aware.
This flow uploads received attachments in Outlook to Microsoft SharePoint.
■Notes ・Please connect Yoom with both Outlook and Microsoft SharePoint. ・There are personal and business plans in Microsoft365 (formerly Office365), and if you're not subscribed to the business plan, the authentication may fail. ・Branching is a feature (operation) available in Mini Plan or above. If you are on the Free Plan, the flow bot operations set will return an error, so please be careful. ・Paid plans such as Mini Plan offer a 2-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
■Overview This is a flow to create a response in Dify and notify Slack when there is an inquiry in the form. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who utilize inquiry forms ・Those who receive and handle customer inquiries through forms ・Those who take time to check inquiry contents and create responses
2. Companies that have introduced Dify ・Those who use Dify for business efficiency ・Those who want to quickly generate response content by linking inquiry forms with Dify
■Notes ・Please link each of Dify and Slack with Yoom. ・Please refer to the following for how to link Dify's My Apps. https://intercom.help/yoom/ja/articles/9618925
■Overview The "Summarize meeting content and post to Slack after Google Meet ends" flow is a business workflow that streamlines the recording and sharing of online meetings. When a meeting on Google Meet ends, Yoom automatically transcribes the meeting audio into text, generates a summary using AI, and automatically posts the content to a designated Slack channel. This allows the meeting content to be easily shared with the entire team, preventing information leaks and duplication.
■Recommended for ・Business professionals who frequently use Google Meet and find it cumbersome to share meeting content ・Managers who want to facilitate smooth information sharing within the team using Slack ・Employees who do not want to spend time creating minutes after meetings ・Companies looking to improve communication efficiency in a remote work environment ・Those who want to achieve centralized information management and enhance team productivity
■Notes ・Please integrate Yoom with both Google Meet and Slack. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・The AI operations for OCR or transcribing audio are available only in the Team Plan and Success Plan. For Free Plan and Mini Plan, the operations set in the flow bot will result in an error, so please be aware. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
Benefits and Examples of Integrating Outlook, Dify, and Slack
Benefit 1: Enhancing Customer Satisfaction through Faster Email Responses
For customer support staff and team leaders, promptly responding to inquiry emails is essential for improving customer satisfaction. However, manually checking emails and crafting individual responses can be time-consuming and labor-intensive. By integrating Outlook, Dify, and Slack, response suggestions based on the content of received emails can be automatically generated by Dify and notified via Slack. This allows representatives to provide quick and appropriate responses, preventing any missed communications. For example, inquiries received outside business hours can be automatically processed, enabling immediate response at the start of the next business day.
Benefit 2: Reducing Human Errors and Improving Response Quality
For quality control personnel and team leaders, avoiding human errors that often occur during support staff's inquiry responses is a critical issue. However, manually creating responses poses risks of typos and missing information. By utilizing Dify, consistent and accurate responses can be prepared in a short time. Moreover, if notifications are sent to the entire team via Slack, sharing and verifying with other members becomes easier, allowing for double-checking. For instance, by having the team review the response content, important information omissions can be prevented. This minimizes human errors and leads to improved quality in customer interactions.
Benefit 3: Streamlining Business Processes and Optimizing Resources
For companies spending a significant amount of time on email responses, streamlining business processes is a crucial challenge. By integrating Outlook, Dify, and Slack, response suggestions based on inquiry content can be automatically generated by Dify and notified via Slack. This simplifies the routine initial response process, allowing representatives to allocate resources to more value-added tasks. For example, by simply adding necessary information to the response suggestion generated by Dify, the response can be completed, and the response status can be shared in real-time via Slack. As a result, it leads to improved overall team efficiency and smooth progress management.
Conclusion
Integrating Outlook, Dify, and Slack is expected to streamline inquiry response tasks, reducing effort while enabling high-quality customer interactions. The introduction of automation offers numerous benefits, such as reducing manual work involved in creating response suggestions, preventing human errors, and streamlining customer response processes.
Yoom's app integration can be easily implemented without programming, so take this opportunity to experience the efficiency gains from automation!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
With approximately five years of experience in the customer success industry at a foreign company, I share valuable content daily based on the challenges faced in various roles, from operators to management. By utilizing Yoom, I aim to provide you with actionable insights to enhance customer experience and deliver practical content that can be applied in the field.
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