How to automatically generate a response with Dify and notify via Telegram when an email is received in Outlook

When handling numerous inquiries daily, many people might feel that the risk of human errors, such as misinformation or typos, is inevitable. For example, one cause of misinformation is the discrepancy in understanding the inquiry content, and reducing such mistakes can be quite challenging... By utilizing the app integration introduced this time, you can automate everything from confirming inquiry details to creating response texts, which might help suppress discrepancies and differences in interpretation! You can reduce human errors and the burden of manual work, potentially improving the efficiency of daily operations. Additionally, as the accuracy of response content may improve, it could also contribute to enhancing customer satisfaction.

In this article, we will introduce how to integrate Outlook with Dify and Telegram to automatically create response content with Dify upon receiving an inquiry email and notify you via Telegram. App integration can be easily implemented without programming, so please try setting it up while referring to this article.

Recommended for

Customer support representatives who use Outlook for handling inquiries but find that confirmation tasks are time-consuming
Internal IT staff considering the introduction of automation tools for efficient inquiry handling
Team leaders who handle inquiries with multiple people and face challenges in sharing progress and collaboration within the team
Those who use Outlook, Dify, and Telegram and want to integrate them to improve work efficiency

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!

Now, I will explain how to use the no-code tool Yoom to automatically create a response with Dify when an email is received in Outlook and notify it on Telegram.

[What is Yoom]

How to Automatically Create a Response with Dify and Notify on Telegram When an Email is Received in Outlook

This can be achieved by using Outlook's API to detect when an email is received and then using Dify's API to automatically create a response to the email content with Dify. Additionally, you can notify on Telegram using Telegram'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.

We will create this in the following major processes:

Connect Outlook, Dify, and Telegram to My Apps
Copy the template
Set triggers in Outlook and actions in Dify and Telegram
Set the trigger to ON and complete the flow operation preparation

If you are registered with Yoom, please log in. If not, please register for free and proceed with the setup.

Step 1: Connect Outlook, Dify, and Telegram to My Apps

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First, connect Outlook, Dify, and Telegram to My Apps. After logging into Yoom, click "My Apps" on the left side of the screen, search for Outlook from "+ Add" and click it.

Clicking will display Microsoft's 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 if you are not subscribed to the general business plan, authentication may fail.

Next, search for Dify.

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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 all settings are complete, click "Add" to complete the My Apps connection.

Next, search for Telegram.

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Set any name for "Account Name," and set the access token issued when creating a BOT in Telegram for "Access Token." Finally, click "Add" to complete the connection.

Next, let's proceed with the setup using the flow bot template. Log in to Yoom and click "Try it" on the banner below.

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A message saying "Template has been copied!" will be displayed, so click "OK" to complete the copy.

Step 2: Set Outlook Trigger

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Set the Outlook trigger. Click "When an email with a specific subject is received".

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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".

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Configure the API connection settings.
You can select the "Trigger activation interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*Please note that the shortest activation interval varies depending on the plan.
Select the "Mail folder ID" from the options.
Once the settings are complete, click "Test" and check if the information retrieved from Outlook is displayed in the output.
If there are no issues, click "Save".

Step 3: Set Dify Action

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Next, set the Dify action. Click "Send chat message".

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Edit the title as desired and check the account information, then click "Next".

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Set the message content to be sent to Dify.
Select "Body" from the options for "query", which is the inquiry content.
For "user", enter a half-width numeric value (any identifier) as per the annotation.
Once all settings are complete, click "Test" and check the information displayed in the output.
If there are no issues, click "Save".

Step 4: Set Telegram Action

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Next, set the Telegram action. Click "Send message".

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Edit the title as desired and check the account information, then click "Next".

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For "Chat ID", refer to the annotation to select the chat group to send the message to.
The "Message content" can be edited as desired. This time, a message including the email subject and body, and Dify's response content was created.
Once the settings are complete, click "Test" and check if the message is sent to the specified chat group.
If there are no issues, click "Save".

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Click "Turn on trigger" to complete the preparation for flow operation.
Now, when an inquiry email is received in Outlook, a response is automatically created in Dify and notified to Telegram.

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Other Automation Examples Using Outlook, Dify, and Telegram

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Outlook, Dify, and Telegram.
All of them can be used with simple settings, so if there is something that interests you, please give it a try!

Automation Examples Using Outlook

Automatically reply from Outlook when a specific operation is performed

By notifying the details of the operation via email to a specified email address in Outlook, you should be able to respond promptly to customer inquiries.

Storing survey results received in Outlook

Storing survey results received in Outlook in an information management tool will make survey data management more efficient.

Automation Example Using Dify

Automatically Generate and Respond with Dify Chatbot When a Message is Posted

Dify automatically analyzes received messages and generates appropriate responses, potentially eliminating the need for manual input.

Receive Inquiry Emails in Gmail and Create Response Content with Dify for Notification

By being notified in a communication tool after a prompt response draft is created, the speed of handling inquiries can be improved.

Automation Example Using Telegram

Notify on Telegram When Information is Added or Created

When information is registered, it is automatically notified to Telegram, allowing you to immediately understand the registered information without opening another tool.

Transcribe and Summarize Audio Data and Notify via Telegram

With AI-driven transcription and summarization, you can quickly and accurately share meeting content, potentially enhancing smooth collaboration in your work.

Benefits and Examples of Integrating Outlook, Dify, and Telegram

Benefit 1: Improved Response Speed

Responding promptly to inquiry emails is essential for enhancing customer satisfaction.
However, checking the email content and crafting an appropriate response can take time...
By implementing app integration, Dify can automatically generate response drafts for emails received in Outlook.
Moreover, these response drafts are notified via Telegram, allowing staff to quickly review the content and make necessary adjustments before replying.
By reducing manual tasks, response speed is expected to improve.

Benefit 2: Reduction of Human Errors

When handling emails manually, human errors such as omissions in responses, misunderstandings, and typos are more likely to occur.
By integrating apps, Dify can automatically create appropriate responses, enabling accurate information to be provided for inquiries received in Outlook.
With response drafts promptly notified via Telegram, accurate responses can be quickly provided to customers, contributing to increased customer trust.

Benefit 3: Enhanced Internal Collaboration

By integrating Outlook, Dify, and Telegram, multiple staff members should be able to quickly grasp the progress of inquiry handling.
This can help prevent duplicate or missed guidance, and allow other staff members to step in and support when necessary.
Automated notifications reduce the risk of overlooking unanswered inquiries, enhancing team collaboration and achieving efficient business operations.
It is expected to improve the overall customer response capability of the team and strengthen collaboration among staff members.

Conclusion

Integrating Outlook, Dify, and Telegram is expected to streamline inquiry handling and strengthen team collaboration.
By reducing human errors through automation and achieving quick customer responses, business efficiency and customer satisfaction may improve.
Especially for companies handling numerous inquiries daily, this should be an extremely useful tool!

Yoom's app integration requires no programming and is easy to implement.
Take this opportunity to experience the efficiency of automation in your operations.