How to integrate Outlook with kintone to register the content of inquiry emails received in Outlook into kintone

Many people check daily inquiries through Outlook emails, don't they? By integrating Outlook with kintone, you can significantly improve your daily work efficiency. This article explains how to automatically register inquiry emails received in Outlook to kintone. It can be easily set up without any coding, so even those who are not confident in their IT skills can implement it with peace of mind. If you are looking to advance the automation of your work, please read to the end. Recommended for: - Customer support department managers who want to prevent transcription work errors and missed responses in inquiry handling. - Sales support teams considering automating email-based customer response flows to improve work efficiency. - Support personnel in companies who want to centrally manage customer interaction histories and enhance the searchability of past data. - Leaders of customer success teams who want to standardize business processes and strengthen information sharing among team members. Benefits and Examples of Integrating Outlook and kintone Benefit 1: Speeding Up Inquiry Responses By automatically registering inquiry emails received in Outlook to kintone, the speed of customer response improves dramatically. Manual transcription and communication with the person in charge are no longer necessary, allowing immediate information sharing within the team. For example, if you set it up so that new inquiries are registered in the kintone case management app and notified to the person in charge as soon as they arrive, the initial response will be faster, enabling swift customer service. This helps prevent work delays and missed responses. Benefit 2: Standardization and Efficiency of Business Flows With manual registration, processing methods vary by person in charge, leading to inconsistencies in response quality. However, automatic registration allows for the standardization of business flows. If the next actions (such as assigning a person in charge or sending a reply template) are automated based on the inquiry content registered in kintone, consistent service provision can be achieved. As a result, you can expect reduced working time and fewer response errors. Benefit 3: Centralized Information Management and Improved Searchability When information is scattered in the Outlook inbox, it takes time to find the necessary information. By automatically registering inquiry content to kintone, all information is centrally managed, and you can instantly access the necessary data with powerful search functions. For example, by searching past inquiry histories, you can quickly check response histories and solutions, speeding up trouble response. Now, let's explain how to use no-code tools to "register the content of inquiry emails received in Outlook to kintone." [Yoom Overview] How to Register Inquiry Email Content Received in Outlook to kintone It is possible to achieve this by receiving inquiries received in Outlook using Outlook's API and registering the content in a specified kintone database. Generally, programming knowledge is required to achieve this, but it can be done without programming knowledge by using the no-code tool Yoom. We will create it in four main processes: - Register Outlook and kintone in My Apps - Copy the template - Set the Outlook trigger as the starting point of the flow and the subsequent kintone operation settings - Turn on the trigger button and confirm automation If you are not using Yoom, please register for free from here. If you are already using Yoom, please log in.

Step 1. Register Outlook and kintone in My Apps

First, register Outlook in My Apps.

Click on "My Apps" and select "New Connection" on the right side of the screen.

The following screen will be displayed, so click on the Microsoft365 account linked to the Outlook you want to integrate this time.

‍

Enter the account password on the password input screen and click sign in.

‍

Next, register kintone in My Apps.
Access the My Apps menu on the left side of the Yoom screen and press the new connection button on the right side of the screen.

Next, enter kintone in the search window and select "kintone" from the displayed options.
At this time, "kintone (Guest Space)" will also be displayed, but we will use "kintone" this time.

The screen shown in the image below will be displayed, so enter the information that can be obtained with kintone.
Refer to the following help article for how to integrate services.

How to register kintone in My Apps

If an error is displayed during integration, please check the following article.

Main causes and solutions for not being able to register kintone in My Apps

Once the input is complete, click "Add".

kintone will be displayed on the My Apps screen.
This completes the registration in My Apps.

Step 2: Copy the Template‍

To set up automation, click "Try it" on the banner below.

Read the following screen display and click "OK".

‍

Step 3: Set the Outlook trigger that initiates the flow and the subsequent kintone operation settings

The following screen will be displayed, so click "When a new email arrives".

Confirm that the Outlook account you are integrating is correct, and click "Next".

The API connection settings screen for the app trigger will be displayed.
Click on the email folder section to display the email folders in the integrated Outlook, and select from the options.
It is recommended to create a dedicated inquiry email folder in Outlook beforehand.

Once the input is complete, click "Save".

‍

Next, the following screen will be displayed, so click "Register Record".

On the screen to select the linked account and action, confirm that the kintone account you are integrating is correct, and click "Next".

‍

The API connection settings screen will be displayed.
First, fill in the red-framed areas.

・Subdomain: Obtain and enter the part of the URL "https://●●●●●●●.cybozu.com/". For more information on subdomains, please check here. ・App ID: The part "/k/●●/" in the URL is the App ID. (Example: 3)

‍

Next, enter the record information.
Since the content can be confirmed in the kintone app, check and enter it in kintone.
Once the input is complete, conduct a test and click "Save".

‍

Step 4: Turn on the Trigger

‍Finally, click "Turn on Trigger" to complete the automation setup.
Check to ensure the flow bot starts correctly.

Here is the template used this time.

Other Automation Examples Using Outlook and kintone

① Create a Zoom Meeting When an Appointment is Scheduled in Outlook

This flow creates a Zoom meeting when an appointment is scheduled in Outlook. By using this flow, you can automate the creation of Zoom meetings whenever a meeting scheduled to be held on Zoom is registered in the Outlook calendar. This helps eliminate the hassle of confirmation and creation, and prevents the risk of input errors or missed registrations.

② Send a template email from kintone with one click using Outlook

This is the flow for sending a template email from kintone with one click using Outlook. By using this flow, you can manage projects in kintone to share information with everyone, making business operations smoother. Additionally, it reduces the time spent on sending emails, allowing you to allocate more time to other tasks.

③ Send Outlook Email When Application is Approved in Jobcan Expense Management & Workflow
This is a flow that sends an Outlook email when an application is approved in Jobcan Expense Management & Workflow. By implementing this flow, an email will be automatically sent via Outlook when an application is approved in Jobcan Expense Management & Workflow. This allows the person in charge to be informed of the approved application in real-time and respond promptly.

‍

まとめ‍

今回はOutlookとkintoneを連携させ、お問い合わせ内容をkintoneへの登録を自動化する方法をご紹介しました。Outlookとkintoneの連携により、業務の自動化と効率化が実現できます。手動での転記作業が不要になり、情報の一元管理が可能になるため、顧客対応のスピードと品質が向上します。ノーコードで簡単に設定できるため、ITスキルに自信がない方でも安心して導入可能です。

Yoomで自動化を導入するには、特別なスキルや知識は必要ありません。
説明に沿って入力をするだけなので、操作も簡単です。
体験してみたい方は、こちらから無料登録をしてください。