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

Are you looking for a way to respond to customer inquiries quickly and accurately?
Many companies face challenges such as delays in processing inquiry emails, inconsistent responses, and reliance on individual employees.
In such cases, you can create response drafts for inquiry emails received in Outlook using the AI tool Dify and notify the entire team via Microsoft Teams. By implementing this system, you can expect improvements in speed, accuracy, and team collaboration.
This article introduces the specific benefits and methods of this integration.

Recommended for

Companies that prioritize speed in responding to inquiries from Outlook
Those who want to maintain quality through a final human check, even if there are variations in Dify's responses
Customer support teams that want to quickly share information about inquiry responses with the entire team using Microsoft Teams

Benefits and Examples of Integrating Outlook and Microsoft Teams

Benefit 1: Improved Response Speed

The biggest advantage of utilizing AI is the ease of quickly responding to customers.
By having Dify immediately create response drafts for inquiry emails received in Outlook, you can reduce the workload on staff. This can shorten the average time required for handling inquiries and improve response speed.
For example, for questions about product availability or delivery times, Dify automatically generates response drafts based on past inquiry data. The staff can review and make minor adjustments as needed, allowing for efficient use of human resources.

Benefit 2: Ability to Manage Response Quality

While speed is a strength of AI-generated responses, there can be inconsistencies in content.
This system incorporates a flow where Dify's response drafts are reviewed on Microsoft Teams, and a human performs the final check, enabling accurate responses.
For example, incorrect answers to questions about "warranty details" or "technical specifications" can risk customer distrust. By having staff review and revise the initial drafts created by AI, it becomes easier to provide reliable responses.
Combining automation with human verification can thus improve accuracy.

Benefit 3: Smooth Information Sharing Within the Team

Automatic notifications to Microsoft Teams allow for timely sharing of inquiry content and response drafts with the entire team, which is a significant advantage. This system enables not only individual staff but the entire team to immediately grasp the same information.
For instance, even if a specific staff member is busy and cannot respond, other members can check the notification on Microsoft Teams and take over the response. Additionally, complex inquiries can be discussed by multiple people to quickly determine the best response.
Such transparency in information contributes to the smooth progress of operations.

[About Yoom]

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

When an inquiry email is received in Outlook, you can automatically create response content with Dify and notify Microsoft Teams. Generally, programming knowledge is required to achieve this, but using the no-code tool Yoom allows you to do it easily without programming knowledge.

The integration flow is broadly created through the following processes:

Register Outlook, Dify, and Microsoft Teams as My Apps
Set up to receive emails in conjunction with Outlook
Send chat messages in conjunction with Dify
Send messages to channels in conjunction with Microsoft Teams

If you are not using Yoom, please register for free here.

If you are already using Yoom, please log in.

Step 1: Connect Outlook, Dify, and Microsoft Teams to My Apps

(1) After logging into Yoom, select "My Apps" from the left menu and click "+ New Connection."

(2) From the list of new connections in My Apps, click on Outlook.
Note: 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.
(3) Log in with your account on the sign-in screen.

(4) Next, register Dify to My Apps. Similarly, click on Dify from the list of new connections in Yoom.
(5) On the "New Dify Registration" screen, check the red box, enter the account name and access token, and click "Add."
For details on how to connect Dify to My Apps, please refer to here.

(6) Next, register Microsoft Teams to My Apps. Similarly, click on Microsoft Teams from the list of new connections in Yoom.
Since you have already logged in during the Outlook My Apps registration, simply clicking on Microsoft Teams will automatically log you in and register it to My Apps.
Once the connection is complete, Outlook, Dify, and Microsoft Teams will be registered in Yoom's My Apps.

This completes the My Apps registration.
Next, let's set up triggers using templates!

Step 2: Set up for Receiving Emails with Outlook Integration

(1) We will use the templates introduced earlier. Click "Try it" on the banner below to copy it.

Click on "Receive an email with a specific subject" in the app trigger.

(2) From the "Select Linked Account and Action" screen in Outlook, check if there are any errors in the account information linked with Outlook, keep the trigger action as "Receive an email," and click "Next."

(3) From the "App Trigger API Connection Settings" screen, select the trigger activation interval.
Select the trigger activation interval from the dropdown menu with options of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger activation interval varies depending on the plan.

Scroll down and select the email folder ID from the options.

Once the input is complete, click "Test" at the bottom, and if no errors occur, click "Save."

Step 3: Send a Chat Message by Integrating with Dify

(1) Next, integrate with Dify to create a response draft using AI and send a chat message.
Click "Send Chat Message."

(2) From the "Select Linked Account and Action" screen in Dify, check if there are any errors in the account information linked with Dify, keep the action as "Send Chat Message," and click "Next."

(3) From the "API Connection Settings" screen, select the query from the output. By selecting from the output, you can reference Outlook information.
Set an arbitrary identifier for the user using alphanumeric characters.

Other fields are not mandatory, but utilizing them allows for more flexible and efficient prompt and notification settings.
Once the input is complete, click "Test" at the bottom, and if no errors occur, click "Save."

Step 4: Send a Message to a Channel by Integrating with Microsoft Teams

(1) Next, integrate with Microsoft Teams to send a message to a channel.
Click "Send Message to Channel."

(2) From the "Select Linked Account and Action" screen in Microsoft Teams, check if there are any errors in the account information linked with Microsoft Teams, keep the action as "Send Message to Channel," and click "Next."

(3) From the "API Connection Settings" screen, select the team ID and channel ID from the options.
The content entered in the message will be notified in Microsoft Teams.

Other fields are not mandatory. Please enter the necessary fields.
Once the input is complete, click "Test," and if no errors occur, click "Save" at the bottom.
(4) Finally, click "Turn ON Trigger."

This completes the flow bot that "creates a response in Dify when an inquiry email is received in Outlook and notifies Microsoft Teams."

Other Automation Examples Using Dify and Microsoft Teams

At Yoom, there are other examples of automation using Dify and Microsoft Teams, and we would like to introduce a few of them.

1. When there is an inquiry via Google Forms, create a response with Dify and notify Microsoft Teams

By integrating with Google Forms, when there is an inquiry from Google Forms, the response content is automatically created with Dify and notified to Microsoft Teams. This series of actions is automated, allowing you to respond to customers smoothly.

2. When a message is posted on Microsoft Teams, automatically generate a response with Dify's chatbot

By utilizing this flow, the chatbot can immediately respond to customer inquiries, allowing for prompt customer service without keeping them waiting. Additionally, automation is expected to reduce the burden on staff.

3. When you receive an inquiry email in Gmail, create a response in Dify and notify Microsoft Teams

This flow is recommended for those who use Gmail to handle customer inquiries. By automating the process, you can expect to reduce the response time to inquiries. Additionally, notifying Microsoft Teams will facilitate smooth information sharing among team members.

Additionally, if you would like to check templates using Outlook, Dify, and Microsoft Teams, please visit the following site.

List of Flowbot Templates Using Outlook

List of Flowbot Templates Using Dify

List of Flowbot Templates Using Microsoft Teams

Summary

By integrating Outlook, Dify, and Microsoft Teams, it seems possible to streamline inquiry response tasks while achieving quick and accurate customer service!
This system not only improves response speed by generating answer suggestions with AI but also ensures quality by incorporating final checks by humans, thereby strengthening the collaboration of the entire team. Additionally, by maintaining consistency through standardized responses, it is expected to enhance customer trust.
Please consider implementing this as a first step towards improving business efficiency.