When a JPG file is received in Outlook, convert it to a PDF using an online tool and share it in Microsoft Teams
When a JPG file is received in Outlook, convert it to a PDF using an online tool and share it in Microsoft Teams
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Microsoft Teams &
Microsoft Outlook
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■Overview
Do you spend too much time manually converting JPG invoices, application forms, and other files received in your daily operations to PDF and sharing them? Manual file conversion and sharing are not only time-consuming but also carry the risk of overlooked files and missed sharing. This workflow automates everything from converting JPG files to PDF to sharing them in Microsoft Teams, triggered by receiving an email in Outlook, helping streamline these routine tasks.
■Who Should Use This Template
- Anyone who manually converts JPG files received in Outlook to PDF each time
- Anyone who wants to eliminate mistakes in file conversion and sharing and improve operational accuracy
- Anyone who wants to automate routine file-processing tasks and focus on more important work
■Benefits of Using This Template
- Automate the process from receiving emails in Outlook to sharing files, reducing the time spent manually converting JPG files to PDF.
- Prevent human errors such as file conversion mistakes and missed sharing, improving the reliability of your business processes.
■Workflow
- First, connect Outlook, OneDrive, and Microsoft Teams to Yoom.
- Select Outlook as the trigger and set the action to “When an email with a specific subject is received.”
- Next, use the branching feature to set conditions based on whether an attachment is included and other criteria.
- Then, save the JPG file using Outlook’s “Download email attachment” action.
- Use the RPA feature (browser operation) to convert the file to PDF with an online tool, then format the file name using the data transformation feature.
- Upload the converted file to OneDrive and extract relevant information using the AI feature.
- Finally, use Microsoft Teams’ “Send a message to a channel” action to notify recipients with the PDF file and extracted information.
※ “Trigger”: An action that starts the workflow. “Operation”: An action that processes data within the workflow after the trigger starts.
■Customization Options
- In the Outlook trigger settings, specify the subject of the emails that should start the workflow and the folder to monitor.
- For the RPA feature (browser operation) that converts JPG files to PDF, freely configure the URL of the online conversion tool you want to use and the steps for uploading, downloading, and other actions.
- In the OneDrive file upload settings, customize the destination folder and file name as needed.
- In the Microsoft Teams notification settings, specify the channel where messages should be sent, and embed fixed text or information retrieved in previous steps as variables in the message body.
■Notes
- Connect each of Outlook, OneDrive, and Microsoft Teams to Yoom.
- Microsoft 365 (formerly Office 365) offers plans for home users and general businesses (Microsoft 365 Business). Authentication may fail if you are not subscribed to a general business plan.
- Branching is an operation available on the Personal plan and higher. On the Free plan, operations configured in the workflow will result in errors.
- Paid plans such as the Personal plan include a two-week free trial. During the free trial, you can use restricted apps and features (operations). For details, see the “Pricing Plans.”
- Browser operation features are available only on the Success plan. On the Free, Personal, Mini, and Team plans, operations configured in the workflow will result in errors.
- Paid plans such as the Success plan include a two-week free trial. During the free trial, you can use restricted apps and browser operations. For details, see the “Pricing Plans.”
- For instructions on configuring browser operations, see “How to Configure Browser Operations.”
- Customize browser operations to match the website you use.
- You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. The shortest available trigger interval varies by plan.
- Workflows with more than five operations can be created on the Personal plan and higher. On the Free plan, the workflow will not run.
- The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
- For details on the file size limits for triggers and individual operations, see “File Size Limits.”
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No-Code API Actions
Executable API actions
Flowbot triggers
When a Message Is Sent to a Channel
When a Message Is Sent to a Chat
When an Event Is Added to the Calendar
When a Message with a File Is Sent to the Channel
When a Reply Is Posted in a Specific Message Thread
When a Specific Subject Email Is Received
When an Email Is Received
When an Event Is Registered in the Calendar
When a Calendar Event Is Added or Updated
When a Task Is Created
When an Email Is Received
Flowbot operations
Get Teams
Get Team Members
Get Channel List
Post a Message to a Channel
Send Message to Chat
Retrieve a List of Chats
Create Channel
Post a Message to a Channel (Mention a Channel)
Get User Presence
Reply to a Message Posted to a Channel
Create a Calendar Event
Get Folder Information
Download File
Add Member to Team
Get Replies to a Specific Message
Get Messages in a Specific Channel
Get User Information
Update Calendar Event
Flowbot triggers
When a Message Is Sent to a ChannelWhen a Message Is Sent to a ChatWhen an Event Is Added to the CalendarWhen a Message with a File Is Sent to the ChannelWhen a Reply Is Posted in a Specific Message Thread
Flowbot operations
Get TeamsGet Team MembersGet Channel ListPost a Message to a ChannelSend Message to ChatRetrieve a List of ChatsCreate ChannelPost a Message to a Channel (Mention a Channel)Get User PresenceReply to a Message Posted to a ChannelCreate a Calendar EventGet Folder InformationDownload FileAdd Member to TeamGet Replies to a Specific MessageGet Messages in a Specific ChannelGet User InformationUpdate Calendar EventGet Events[For Next Page Link] Get EventsCreate a TeamDownload Meeting Recording DataGet Meeting InformationGet Meeting Recording ListRequest ApprovalGet Approval ListCancel ApprovalRetrieve a Message in a Specific Channel
Flowbot triggers
When a Specific Subject Email Is ReceivedWhen an Email Is ReceivedWhen an Event Is Registered in the CalendarWhen a Calendar Event Is Added or UpdatedWhen a Task Is CreatedWhen an Email Is Received
Flowbot operations
Create an Event in My CalendarCreate a CalendarCreate an Event in a Specified User's CalendarGet Email Attachment InformationDownload Email AttachmentsDelete Event from a Specific User's CalendarUpdate Event in a Specific User's CalendarDelete Event from My CalendarUpdate Event in My CalendarCreate Task (with Reminder Settings)Create a Task (Reminders Not Supported)Search Events in My CalendarSearch Events in a Specific User's CalendarFind Meeting TimesGet Calendar ViewRetrieve Mail MessagesMove MessageRetrieve a Specific MessageSearch Messages in a Specific FolderUpdate MessageFind a Specified User's Free/busy ScheduleRetrieve a Specified User's Calendar ViewRetrieve a Specified Group's Calendar ViewRetrieve a List of Members in a Specified GroupMore inspiration for you
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