Automatically Notify SPIRAL Registration Information on Microsoft Teams! How to Streamline Customer Support

[What is Yoom]

Integration Process

• Register My App to Yoom (SPIRAL and Microsoft Teams)
• Copy the template
• Set app triggers and integrate apps
• Turn on the trigger button and start integration

※Notice

• Trigger activation intervals can be selected from 5, 10, 15, 30, or 60 minutes. The shortest activation interval varies depending on the plan, so please check in advance.

• A 2-week free trial is available for paid plans. During the trial period, you can use apps and AI features (operations) that have usage restrictions in the free plan.
• Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business). If you are not subscribed to the general business plan, there may be authentication issues.

＞Help: Steps and Precautions for Registering My Apps in Microsoft365 Services

How to Create an Integration Flow between SPIRAL and Microsoft Teams

Items to Prepare in Advance

Here is a summary of the items needed for integration.

SPIRAL

• SPIRAL account information (operation from the management screen is required)
• Access token
  • Log in to SPIRAL and access the management screen.
  • Proceed to "Account Issuance" > "API Agent" and create a new API agent.
  • When you create an API agent, an API key (access token) will be issued.
  • After issuance, enable the status to make it usable.
    Official site: API Agent Management

• App
  • Refers to applications within SPIRAL.
• Database to add records
  • Refers to the database within SPIRAL, which is the storage location for data managed within the application.

Microsoft Teams

• Microsoft365 login information (email, phone number, Skype ID, password)
• Chat ID
  • Right-click on the chat where you want to send notifications and select "Copy Link" from the displayed menu. You can obtain it from the copied URL.

• The part written in the format "19: ～ .space" within this link is the chat ID.

Step 1: Register My App

Here, you will set up to register the app information to be integrated into Yoom. Log in to the Yoom workspace and click ＋New Connection on the My Apps screen.

A list of apps that can be connected to Yoom and a search window will be displayed. Search for the app to be integrated this time from the search window, and then proceed to register My App.

SPIRAL

Click on the app name from the search results. A screen will be displayed to enter the values obtained from SPIRAL.

• Account Name
  • Please enter any value. It is recommended to use a value that can identify the account, such as an email address.
• Access Token
  • Enter the value obtained during preparation. Official site: API Agent Management

After entering the required fields, click the add button to complete the My App registration for SPIRAL.

Microsoft Teams

Select Microsoft Teams from the search results.

After transitioning to this screen, enter the Microsoft365 login information.

This completes the My App registration for Microsoft Teams.

Step 2: Copy Yoom's Flowbot Template to My Project

Click on this banner.

The template will be copied to My Project. You can access My Project from the left menu bar.

Step 3: App Trigger "When a Record is Created"

Click on the first step of the template.

Here, you will set up to retrieve information from the SPIRAL database.

(1/2) Select Integration Account and Action

This item is already pre-configured.

• App Trigger Title
• App
• Account Information for Integration with SPIRAL
• Trigger Action

→ Click Next.

(2/2) API Detailed Settings for App Trigger

• Trigger Activation Interval
  • Set the activation interval for the Flow Bot. You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
• App ID
  • Click the edit field to display app candidates. Selecting the relevant app will quote the ID.
• Database ID
  • Click the edit field to display database candidates. Selecting the relevant database will quote the ID.

→ Click Test. → After success, add values to the SPIRAL database fields. Click the "+ Add Value to Retrieve" button.

Clicking will display the JSONPath specification screen. Here, you will add the values retrieved from SPIRAL as output.

• SPIRAL fields will be displayed. Click the blue plus button next to the field you want to use for notifications to add it as an output. It will be available for use when setting up the notification content later.
• Added fields will be displayed on the right. After selection, click "Add" at the bottom right.

→ Click Save.

Step 4: Integrate with App "Send Message to Channel"

Click on the second step of the template.

Here, you will set up notifications for Microsoft Teams.

(1/2) Select Integration Account and Action

This is already pre-configured.

• App Trigger Title
• App
• Account Information for Integration with Microsoft Teams
• Trigger Action

→ Click Next.

(2/2) API Connection Settings

• Team ID
  • Click the edit field to open a dropdown displaying the names of the integrated Microsoft Teams spaces. Selecting the space to send the message to will quote the ID.

• Channel ID
  • Click the edit field to open a dropdown. Selecting from the channel candidates will automatically quote the ID.

• Message

• Create a template for the notification message.

• Create a template for the message to be sent. Clicking the edit field will open a dropdown displaying the outputs obtained in the previous step. Selecting the content to send to Microsoft Teams will automatically quote the embedded code. Entering the field name before the quoted code makes it easier to understand.

• In Microsoft Teams, HTML tags are supported to display notification messages in a rich and structured format. Therefore, line breaks need to be inserted with the <br/> tag.
• To set up mentions, enter the value in the box below the message editing area to link mention values. Similarly, insert values for attachment information.

→ Click Test. → Success

→ Click Save. This concludes the current step.

Step 5: Turn ON the App Trigger

Once all steps are configured, a completion screen will be displayed.

Turn ON the Trigger to activate the Flow Bot. You can toggle it on the top left of the template.

<span class="mark-yellow">The Flow Bot setup was easily completed without programming.</span> I confirmed the notification on Microsoft Teams.

The Flow Bot template used this time is here.

Make More Use! 3 Automation Examples Using SPIRAL

SPIRAL can integrate not only with Microsoft Teams but also with other apps, further expanding the scope of automation.

1. Automatically Create OneDrive Folders When Registering Clients with SPIRAL

When you register a client with SPIRAL, a folder is automatically created in OneDrive. This eliminates variations and naming rule errors when creating folders manually, allowing for consistent folder management. As a result, unified file management is achieved across the entire team.

2 Automatic Creation of Microsoft SharePoint Folders with SPIRAL Registration

When a client is registered in SPIRAL, a folder is automatically created in Microsoft SharePoint. This helps avoid naming errors and inconsistencies in management rules caused by manual operations. A consistent folder creation flow is established, enabling more efficient information sharing and management.

3 Automatically Create Google Calendar Events from SPIRAL Registration Information

Events are automatically registered in Google Calendar based on the information registered in SPIRAL. This feature eliminates the need for manual entry of events, preventing input errors and omissions. Schedule management becomes more efficient, and sharing plans within the team becomes smoother.

Summary

Up to this point, have you understood how easily SPIRAL can be integrated with Microsoft Teams? With Yoom's flowbot template, you can achieve this without any programming knowledge.
This mechanism facilitates smooth information sharing, enhancing inter-departmental collaboration and customer response efficiency. Additionally, the settings are intuitive, allowing even first-time users to start using it immediately. Please try this automation. You can find more details from the banner below!

See you again!