How to integrate Wix with Outlook to automatically reply in Outlook to messages submitted from Wix forms

You want to respond to customer inquiries as quickly as possible, right? However, when tasks pile up, don't they tend to get pushed back?
When the response time is long, customers may feel anxious. They may wonder if their message has been received and might send another inquiry. In such situations, the number of messages sent through the form unnecessarily increases, making it a hassle to check them.
<span class="mark-yellow">To avoid such situations, why not make it possible to respond quickly to inquiries? This time, we propose integrating Wix and Outlook as one of the preventive measures!</span>

Benefits of Integrating Wix and Outlook

Benefit 1: Leads to Improved Customer Satisfaction

With this integration, it becomes possible to automatically respond from Outlook to messages sent from Wix forms.
If automatic responses like "We have received your message" or "Thank you for your inquiry" are sent, customers will feel reassured.
Especially in sales or service industries, quick responses to inquiries can lead to improved customer satisfaction. This integration is very beneficial in this sense, so it is recommended if you want to enhance your customer response capabilities.

Benefit 2: Improved Work Efficiency and Cost Reduction

Without automatic responses, you have to manually respond to each message as it arrives. Even if you can respond quickly, if there are many messages, the workload becomes enormous and cannot be considered efficient.
However, if you integrate Wix and Outlook and automate responses, the workload is reduced.
Additionally, it saves resources, allowing you to smoothly handle priority tasks.
Moreover, since the content of automatic responses can be pre-set, you can prepare error-free text to prevent typos and mistakes.

[About Yoom]

From now on, we will introduce how to create a Flowbot with Yoom, which allows app integration without programming, to "automatically send an email from Outlook when a form is submitted on Wix."
After registering with Yoom, please try creating it!

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<span class="mark-yellow">【Please Confirm】</span>

・Regarding Microsoft 365 (formerly Office 365), if you are not subscribed to the general corporate plan (Microsoft 365 Business), authentication may fail.

The above Flowbot template can be copied from below.

1. Hover over the banner and press "View Details"
2. Press "Try this template" on the page you navigated to
3. Register for Yoom

*If you have already completed registration, the login screen will be displayed, so please log in.

How to Create a Wix and Outlook Integration Flow

Step 1: Integrate Wix and Outlook with My Apps

The template will be copied, and the screen will look like the one above.
Since you have navigated to the Yoom page called "My Projects", please select "My Apps" from the menu on the left side of the screen.

First, integrate Yoom with each tool. Click "New Connection" in the upper right corner.

Wix and Yoom Integration

1. Search
‍Enter "Wix" in the displayed box and click the Wix icon.‍

2. Enter Required Fields

Follow the notes at the top and enter the required fields.

An access token requires a Wix API key. For more details, please see the Wix API Key Acquisition page.
For account ID, please see the Wix Account ID Acquisition page.‍

3. Integration Complete

Once you have entered the required fields, press the add button at the bottom right.
The screen will change, and if the above display appears, the integration is complete.

Outlook and Yoom Integration

1. Log In
‍Log in to Microsoft365. Logging into Microsoft365 will allow you to complete the My Apps integration quickly.

2. Search
‍Enter Outlook in the search box and click the Outlook icon.

3. Integration Complete

The screen will change immediately. If the above display appears, the integration is complete.

Next, copy the template to My Projects and create a flow bot.
If you haven't copied it yet, please copy the flow bot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try This Template" on the redirected page
3. Register with Yoom
* If you have already registered, the login screen will appear, so please log in.

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Step 2: Setting to Retrieve Content Submitted from Wix Form

1. Open My Project

Open "My Project" from the menu on the left side of the screen.

2. Open the Copied Template
‍Click on "Automatically Reply from Outlook When a Form is Submitted in Wix".‍

3. Select App Trigger
Select "When a Form is Submitted" from the Wix icon.
The title and other fields are pre-filled, so click Next.‍

4. Webhook Settings

Let's configure the webhook settings.
By doing this, you will be able to retrieve Wix form data in real-time, and Outlook replies will be sent immediately.

For detailed instructions on how to set this up, please refer to the Wix Webhook Settings Page.

5. Send from Wix Form
Conduct a data test. Open the Wix page in another tab and send a test inquiry from the Wix form.

6. Execute the Test

Return to Yoom and press the test button.
If "Test Successful" is displayed, the trigger setup is complete. Save it.

Step 3: Setting Up Automatic Replies from Outlook

1. Select Action
‍Click on the "Send Email" icon in Outlook.
Scroll down.‍

2. Set the Recipient

Set up the message content for the automatic reply.

First, decide on the recipient.

Select the Wix icon.

The data submitted from the form will be displayed in a list.
For recipient settings, click "email".

By setting it this way, automatic replies will be sent directly to the customer's email address entered in the form.

3. Set Subject and Body

Set the subject and body.

This time, I set the subject as shown above.

The body is as shown in the image.

For the customer's name part, it is inserted from Wix data in the same way as when inserting the email address.

4. Execute the Test
‍Once the setup is complete, press the test button.
If "Test Successful" is displayed, it is complete. Click Save.

5. Turn the Trigger ON

Once the flowbot creation is complete, the above display will appear.
The trigger is initially set to OFF, so turn it ON.

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Flowbot Template Used This Time
Automatically Reply from Outlook When a Form is Submitted in Wix

Other Automation Examples Using Wix

There are many other examples of automation using Wix at Yoom, so here are a few introductions.

1. Automatically Reply with Gmail When a Form is Submitted on Wix

It is also possible to reply using Gmail. By integrating with the communication tools you regularly use, you can implement automation that is more user-friendly and practical.

2. Add to Notion when a form is submitted on Wix

How about adding it to Notion for accumulating and analyzing inquiry data? It will make sharing and editing with team members easier, which can help in improving issues.

3. Add to Sasuke when a form is submitted on Wix
‍Information obtained from forms is valuable leads. Integrate with Sasuke to store lead information. This should save time by eliminating the need for manual input.

Summary

If you want to respond quickly to customer inquiries, consider implementing an auto-reply system. Even if it's a formal guide, it can potentially improve customer satisfaction, making it a worthwhile approach to try.
If you've been replying manually until now, this can reduce your overall workflow, saving you time. Please give it a try!