How to integrate Outlook, OCR, and board to extract information received in Outlook and register it on the board

Step 1: Connect Outlook and board with My Apps

First, let's connect the apps used in this flow with Yoom.
After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu.

When the app search window appears, search for each app by name.
Connect Outlook with My Apps

Log in to your Microsoft account.

Once you enter the Microsoft account information you want to connect, it will automatically be linked with Yoom.
No complicated settings are required.

※ 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.

Connect board with My Apps

To connect board with My Apps, you need to obtain an access token.
Log in to board and obtain an API token from this page.

Click "Generate New Token" and check the items you want to operate in Yoom.

Click "Register" to display the access token.
Paste the displayed token into the Yoom screen, enter the account name, and the My Apps connection is complete.

Make sure it is added to the list.

Now the preparation is complete.
Next, move on to the detailed settings of the flow. Click "Try it" from the banner below to copy the template.

Step 2: Set App Trigger in Outlook

The initial setting is "When an email with a specific subject is received".
Set it so that the flow is activated when an email with the specified keyword in the subject is received.

On the first page, the account information of the Outlook connected with My Apps is reflected.

Make a clear title correction, check the account information, and proceed to the next step.
On the next page, set the trigger activation interval.

The trigger activation interval can be selected from 5 minutes to 60 minutes, but please note that it may not be selectable depending on the contract plan of Yoom.
Select the email folder ID from the candidates and specify the keyword included in the subject to activate the flow.

Once all inputs are made, send a test email containing the specified keyword and click "Test".

If successful, the content of the email will be reflected in the output.

You can see that the specified keyword is included in the subject.
Once confirmed, click "Save" to complete the trigger settings.

Step 3: Set to Extract Data from Text

Next is the setting for "Extract Data from Text".
Let's utilize the text obtained earlier.

This AI operation (text recognition) is available only in some paid plans. If your plan is not eligible, the operation of the flow bot you set will result in an error, so please be careful.
Paid plans offer a 2-week free trial, during which you can use the restricted AI operations.

First, let's set up the action.

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The conversion type can be selected from 3,500 characters to 30,000 characters.
The number of tasks consumed will change, so set it according to the content of the email and proceed to the next step.

From the email body obtained in the initial setting, specify the items you want to extract.
Once specified, click "Test" to extract the data.

The output was obtained according to the specified items.
If there are no issues, click "Save" to complete the data extraction settings.

Step 4: Set to Register Customers in board

The next setting is "Register Customers".
Based on the extracted data, register customers in board.

On the first page, as with Outlook, correct the title and check the account information.
Next, make detailed settings for customer registration.

Enter the API key and proceed with the input while utilizing the output for each item.
Once all inputs are made, click "Test" to check if a new customer registration is made.

The customer registration was made in board as per the content sent by email.

Once confirmed, click "Save" to complete all settings.
Finally, turn on the trigger.

Now, customer registration will be automatically made in board according to the content of the emails sent to Outlook.
The flow you set is as follows.

To Further Automate

Once you become familiar with operating Yoom, try arranging the flow to make it even more user-friendly.
It is possible to automatically register schedules from the content of sent emails and to send automatic replies to inquiries.

Refer to the following to achieve "It would be great if it were just a little more like this."

Integrate with Calendar to Prevent Task Overlook

<span class="mark-yellow">When meeting schedules are sent along with customer information in Outlook, it is possible to automatically add the schedule to the calendar.</span>
You can prevent missing important meetings or the first meetings with new customers.

By sharing the calendar with the entire team, you can also reduce information discrepancies.

Automatically Respond to Inquiries via Email

Refer to this flow to automatically create and send a reply when there is an "inquiry" in an email with a specific subject.

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You can quickly respond to inquiries from new customers, which will help in building relationships.

Other Automation Examples Using Outlook

Yoom has other flows that utilize AI features with Outlook, so here are a few examples.

Read business card images sent via Google Forms with OCR, add data to kintone, and send a thank-you email with Outlook
This flow receives business card images from Google Forms, converts them to text with OCR, registers the data in kintone, and automatically sends a thank-you email with Outlook. It reduces the hassle of managing business cards and sending thank-you emails, and is expected to speed up customer response.

It is also expected to improve the efficiency of data utilization.

Extract information received in Outlook using AI and add it to Google Sheets
This flow automatically extracts necessary information from emails received in Outlook using AI and registers it in Google Sheets. It is expected to reduce manual data entry, improving accuracy and efficiency.

It will also ease the burden of data sharing within the team.

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When an email with a specified subject arrives in Outlook, extract values from the text and register them in Google Calendar
This flow automatically extracts necessary information from the content of an email with a specified subject and registers the schedule in Google Calendar.

It is expected to improve the efficiency of schedule management and help prevent missing meetings or appointments.

Benefits of Integrating Outlook with OCR Functionality and Specific Use Cases

Benefit 1: Reduction of Manual Work and Improved Efficiency in Processing Received Email Information

By integrating Outlook with board, you can automatically extract necessary information from received emails using AI and register it in the board's database. This process reduces manual tasks such as information verification and transcription. This is particularly beneficial in work environments with a high volume of incoming emails, where processing efficiency can be expected.

For example, even during periods when new businesses are starting and new clients are increasing, you can build a flow that automatically extracts content from received emails using AI and registers the necessary data as customer information on the board.
By reducing such efforts, you can create an environment where staff can focus on other important tasks.

Benefit 2: Time Reduction in Registration Tasks and Support for Error Prevention

By using AI for automatic integration, you can reduce human errors such as data entry mistakes and registration omissions. Furthermore, compared to manual data entry, the work time is shortened, and registration tasks are streamlined. This system is particularly effective in operations that handle a lot of information.

For example, when registering customer information on the board based on the content of emails received by the sales team, there is a risk of information entry omissions with manual work, but by utilizing AI's automatic extraction and registration functions, these risks can be minimized.
Additionally, by reducing the time required for registration tasks, more time can be allocated to other tasks.

Benefit 3: Facilitating Smooth Information Sharing and Supporting Operational Efficiency

By automatically registering information received in Outlook to the board, you can create an environment where necessary information can be quickly shared with the entire team. This smoothens the overall workflow and is expected to enhance team collaboration.

For example, by building a flow where new customer information is registered on the board and can be referenced by all project members, you can prevent delays in information transmission. This allows each member to quickly check the necessary information and promptly move to the next action.

Conclusion

Why not streamline the processing of daily email information by integrating Outlook with board? With Yoom, you can easily build an automated flow without programming knowledge.

By using a system that extracts email information with AI and automatically registers it on the board, you can prevent data entry errors and significantly improve work efficiency.

Take this opportunity to register for Yoom for free and take the first step towards automation. Experience how to make your work more comfortable and efficient!

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