Handling a large volume of inquiries daily can often lead to the risk of human errors like misinformation, missed tasks, typos, and etc. With the automation we’ll share in this article, you can automate the entire process from confirming inquiry details to generating response text minimizing the risks of human errors.
In this article, we’ll walk you through how to integrate Outlook with Dify and Telegram to automatically generate response content when an inquiry email is received. Best of all, this integration can be set up easily without any coding!
Meet Yoom: No-Code Automation
Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.
🌐 Connect with apps like Outlook, Telegram, Dify, and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
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.
In this guide, you'll learn the step-by-step process of how to use Yoom to automatically generate a response in Dify and send a notification to Telegram when an inquiry email is received in Outlook.
✨ Recommended for
Teams that use Outlook for handling inquiries
Those looking to implement automation tools for efficiency inquiry handling
Leaders managing inquiries across multiple team members and facing challenges in collaboration and progress tracking
Anyone using Outlook, Dify, and Telegram who wants to integrate these tools to improve work efficiency
✔️ For Those Who Want to Try It Now
Yoom offers ready-made templates for easy setup. Click the "Try it" button to get started now!
When you receive an inquiry email in Outlook, create a response in Dify and notify via Telegram.
🚀 Let’s Set Up an Automated Response Flow from Outlook to Telegram with Dify
Let's walk through how to set up a flow that automatically generates a response with Dify and shares it via Telegram when an inquiry email is received in Outlook.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to Outlook, Dify, and Telegram
If you don’t have a Yoom account yet, register now using thisregistration form!
⚠️ 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.
Step 1: Register Apps in Yoom
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
Connect Outlook
Search for "Outlook" from the app list and select it.
Log in using your Microsoft account.
Now your Outlook is connected :)
Connect Dify
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.
Dify registration is complete :)
Connect Telegram
Similarly, go to "My Apps" from the left side menu, and click the "+ Add" button.
Search for "Telegram" 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.
For the AccessToken, create a new bot on Telegram first. You can easily do this by using the BotFather. Follow the instructions here to create your bot. Once your bot is created, you’ll receive an Access Token from the BotFather. This is a unique key that allows your bot to communicate with Telegram's API.
Enter the access token you obtained from BotFather and click the “Add” button in Yoom to complete the registration process for your bot.
Now your Telegram is connected :)
Step 2: Copy the Template
Click the "Try It" button to copy the pre-built template into your project.
When you receive an inquiry email in Outlook, create a response in Dify and notify via Telegram.
Click "OK" and give the Flowbot a name to recognize.
The template will be copied to your "My Project".
Step 3: Set Up Outlook Trigger
Click on the trigger action with the Outlook icon.
The next screen is pre-configured. You can change the title if you want.
Set your trigger interval (how often you want Yoom to check Outlook for new 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.
Then select the Mail Folder ID from the displayed options.
Once entered, click “Test”. If you see the retrieved value get updated correctly, click “Save”.
Step 4: Create a Reply
Click on the action item with the Dify icon.
The next screen is pre-configured. You can change the title if you want.
Share the body with Dify. In this case, we want to create a response to the received email. So select the body from the retrieved value into the input box.
📚 Reference: For more details on retrieved values and how to set them up, see theguide here.
Then specify the user. Enter a user identifier using alphanumeric characters (e.g., user123)
Once all settings are configured, click “Test”. If everything looks correct, click “Save” to complete the setup.
Step 5: Share the Result on Telegram
Click on the action item with the Telegram icon.
The next screen is pre-configured. You can change the title if you want.
Specify the ChatID (where you want to share your result). The Chat ID can be retrieved using a Bot. To do this, follow these steps:
Use the access token (API key) obtained from BotFather.
Access the following API endpoint: https://api.telegram.org/bot<Your_Bot_Token>/getUpdates
This will return data that includes information about the group your bot is in. Look for the "chat":{"id":-123456789,...} section— the value of "id" is the group ID.
Let’s set up the message. Click inside the box and select "Response Content” from the retrieved value (previous Dify’s action). By configuring it as below, you can automatically use the AI-generated response message and share it on Telegram.
You can customize the message as needed.
When you run a test, a test message will be sent to Telegram. If the translation result is correctly sent, click “Save”.
Step 6: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow! Check if the Flowbot you set up is working properly.
That’s it! 🎉 The Flowbot is now complete!
When you receive an inquiry email in Outlook, create a response in Dify and notify via Telegram.
💡 Other Automation Examples Using Outlook, Dify, and Telegram
By using Outlook, Dify, and Telegram, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!
Automation Examples Using Outlook
Automate Email Notifications in Outlook for Asana, Zendesk, and Wix
Notify in Outlook when a ticket is created in Zendesk
■Overview When an inquiry is submitted from a form on a website created with Wix, opening Outlook for each one to manually compose and send a reply email can be a time-consuming task. There is also a risk of delayed responses or sending errors. By using this workflow, you can automatically send an email with preset content from Outlook triggered by a submission to a Wix form, enabling reliable first responses and helping improve customer satisfaction.
■Recommended for ・Those who operate a site on Wix and spend a lot of time handling inquiries from forms ・Staff who feel manual template email replies using Outlook are inefficient ・Those who want to automate the first response to leads from forms
■Notes ・Please connect Yoom with both Wix and Outlook. ・Wix outputs can be obtained via JSONPath. For retrieval methods, please see the link below. https://intercom.help/yoom/en/articles/9103858 ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail.
This is a flow to store survey results received in Outlook into Google Sheets.
■Notes ・Please connect both Outlook and Google Sheets to Yoom. ・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 may vary depending on your plan. ・Microsoft365 (formerly Office365) has home plans and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. ・AI operations are features available only in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, operations set in the flowbot will result in errors, so please be aware of that. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
This is a flow to store survey results received in Outlook in Microsoft Excel.
■Notes ・Please link both Outlook and Microsoft Excel with Yoom. ・You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・AI operation is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operation of the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan can have a free trial for 2 weeks. During the free trial, you can use restricted applications and AI features (operations). ・Microsoft365 (formerly Office365) has Home Plan and Business Plan (Microsoft365 Business). Authentication may fail if you are not subscribed to the Business Plan.
This is a flow to store the survey results received in Outlook into Salesforce.
■Notes ・Please integrate Yoom with both Outlook and Salesforce. ・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 differs depending on the plan. ・Microsoft365 (formerly Office365) has plans for both home and business (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. ・AI operations are only available with the Team Plan and Success Plan. For Free Plan and Mini Plan users, the flowbot operations will result in an error, so please be careful. ・Paid plans like Team Plan and Success Plan can be tried for free for 2 weeks. During the free trial, you can use restricted apps and AI features (operations).
■Overview Are you spending a lot of time handling inquiries on Microsoft Teams one by one? Responding to routine questions is especially time-consuming. By using this workflow, when a message is posted to Teams, Dify's AI chatbot automatically generates content and replies, reducing the burden on staff and enabling quick responses.
■Recommended for ・Those who spend a lot of time handling routine inquiries on Microsoft Teams ・Those who want to leverage AI such as Dify to streamline customer support or internal help desks ・Team leaders who want to automate manual reply tasks and create an environment that allows focus on core work
■Notes ・Please connect Yoom with both Dify and Microsoft Teams. ・Microsoft 365 (formerly Office 365) has consumer 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. ・Please refer to the following for how to connect Dify My Apps. https://intercom.help/yoom/en/articles/9618925
■Overview This is a workflow to transcribe and summarize the audio data and notify Telegram after a Google Meet meeting ends. It automates the organization and sharing of meeting content.
■Recommended for - Business people who frequently use Google Meet and want to efficiently manage meeting records - Those who spend time transcribing and summarizing audio data after meetings - Leaders or managers who want to enhance team communication using Telegram - Those who want to quickly share meeting content and prevent information leaks or communication errors - Companies that want to improve team productivity through automating business workflows
■Notes - Please integrate Yoom with Telegram, Google Meet, and Google Drive. - The AI operation to transcribe audio or perform OCR is available only in the Team Plan or Success Plan. In the case of the Free Plan or Mini Plan, the operation set for the flow bot will result in an error, so please be cautious. - Paid plans such as the Team Plan or Success Plan offer a 2-week free trial. During the trial period, you can use restricted apps and AI features (operations).
■Overview This is a business workflow that transcribes and summarizes the Zoom meeting recording after it ends and notifies via Telegram. It makes sharing and reviewing meeting content easy, contributing to workflow efficiency.
■Recommended for - Business people who frequently use Zoom and want to manage meeting content efficiently - Team leaders who want to quickly share information after meetings - Companies who want to facilitate internal communication by utilizing Telegram
■Notes - Please integrate both Telegram and Zoom with Yoom. - AI operations for OCR or transcribing audio are available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations set in the Flowbot will result in an error, so please be aware. - Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
■Overview This is a flow to "transcribe and summarize audio data from the form and notify via Telegram." Automate the process of quickly converting information collected via audio into text and sharing it with the team. Accurately transcribe and summarize audio data using AI and OCR, and smoothly notify the results through Telegram.
■Recommended for ・Business teams who want to efficiently share audio data collected via forms ・Personnel who want to automate the task of converting audio information into text to save time ・Those who want to notify the team in real-time using Telegram ・IT personnel who want to improve business processes by incorporating AI and OCR technology
■Notes ・Please integrate Telegram and Yoom. ・OCR or AI operations for transcribing audio are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
👏 Benefits and Examples of Integrating Outlook, Dify, and Telegram
Benefit 1. Faster Response Times
Responding quickly to inquiry emails is key to improving customer satisfaction. However, checking each email and creating a suitable response can take time. With this integration, Dify can automatically generate response drafts for inquiry emails received in Outlook. These drafts are then sent via Telegram, allowing the team to review and adjust the content before sending a reply. By reducing the manual tasks, the overall response time will improve, helping you respond to customers faster.
Benefit 2. Less Human Errors
Manually handling emails increases the risk of mistakes, such as missed responses, misunderstandings, or typos. With the automated response drafts generated, it ensures accurate information is provided for inquiries. With response drafts sent quickly via Telegram, teams can review and send accurate replies, helping build trust with customers.
Benefit 3. Better Team Collaboration
This automation enables your team to quickly track progress of inquiry handling. Therefore, this reduces duplicating work, or missed tasks and allows other team members to step in and assist when needed. Automated notifications help ensure no inquiries are overlooked and strengthen collaboration within the team.
📖 Summary
Integrating Outlook, Dify, and Telegram helps streamline inquiry handling and enhances team collaboration. With this automation, you can reduce human errors and your team can respond to customers more quickly, improving both business efficiency and customer satisfaction. This can be particularly beneficial for companies that handle a high volume of inquiries daily.
Yoom is designed for anyone who wants to try automation. You can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!
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.
.avif)
