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When you receive a PDF in Outlook, convert it to an AI file using an online tool and save it to OneDrive

When you receive a PDF in Outlook, convert it to an AI file using an online tool and save it to OneDrive

Launch this workflow to connect Microsoft OneDrive & Microsoft Outlook !
■Overview
Do you find it time-consuming to manually convert design data and other PDF files into Illustrator (AI) format after receiving them? In particular, the series of steps from uploading files to a conversion tool to saving them can quietly take up valuable work time. With this workflow, when you receive an email with a specific PDF file attached in Outlook, RPA operates an online tool to automatically convert the PDF into an AI file and save it to OneDrive.
■Who is this template for?
  • Designers and production team members who regularly convert PDF data received from external sources into AI files
  • Anyone struggling to manage attachments received in Outlook or manually convert files
  • Anyone looking to automate routine PDF-to-AI file conversions and focus on core tasks
■Benefits of using this template
  • Automate everything from checking emails to converting files and saving them to a designated folder, reducing the time previously spent on manual work.
  • Prevent human errors such as selecting the wrong file, missing a conversion, or forgetting to save a file, and improve operational accuracy.
■Flow bot steps
  1. First, connect Outlook and OneDrive to Yoom.
  2. Next, select Outlook as the trigger and set the action to “When an email with a specific subject is received.”
  3. Next, configure Outlook’s “Download email attachments” action as an operation to download the PDF file.
  4. Next, configure the RPA “Operate the browser” action as an operation to upload the file to any online conversion tool and run the conversion.
  5. Finally, configure OneDrive’s “Upload a file” action as an operation to upload the converted AI file to the designated folder.
※ “Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.
■Customization options for this workflow
  • In the Outlook trigger settings, you can freely specify the folder where the email that starts the flow is received and the keywords included in the subject.
  • For the RPA (browser operation) action, you can freely customize the online conversion tool URL and the series of actions, such as uploading the file and clicking the button to run the conversion.
  • In the OneDrive file upload settings, you can specify the destination folder and file name.
■Notes
  • Connect both Outlook and OneDrive to Yoom.
  • Microsoft 365 (formerly Office 365) offers plans for home use and general business use (Microsoft 365 Business). Authentication may fail if you are not subscribed to a general business plan.
  • You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
  • Note that the shortest available trigger interval varies by plan.
  • Branches are an operation available on the Personal plan and higher. On the Free plan, operations configured in the flow bot will result in an error.
  • 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 Plans and pricing page.
  • 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.
  • The “Operate the browser” operation is available only on the Success plan. On the Free, Personal, Mini, and Team plans, operations configured in the flow bot will result in an error.
  • Paid plans such as the Success plan include a two-week free trial. During the free trial, you can use restricted apps and the “Operate the browser” operation. For details, see the Plans and pricing page. 
  • For instructions on configuring the “Operate the browser” operation, see How to configure “Operate the browser”.
  • Customize the “Operate the browser” operation to match the website you use.
  • Flow bots with more than five operations can be created on the Personal plan and higher. On the Free plan, the flow bot will not start.
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About the Apps
Microsoft OneDrive
Templates using
Microsoft OneDrive

Using Yoom's Chrome extension, you can create a OneDrive folder with a single click from any page on a Notion database and store the URL of the created folder in any property of Notion. You can create folder names using the information from the properties of the Notion database, allowing you to automatically create folders for each customer or employee. By storing the OneDrive folder URL in the Notion database, you can easily access the created folder directly from the Notion database.‍

This is a business workflow that automatically analyzes all files in OneDrive using Yoom and ChatGPT to generate Q&A. By analyzing all files in OneDrive with ChatGPT, it automatically generates Q&A that allows quick access to the necessary information.

This is a flow that automatically uploads attachments received via email to OneDrive and notifies Microsoft Teams. The files are securely stored in OneDrive, ensuring data consistency and accuracy, facilitating smooth file management and information sharing.
Microsoft Outlook
Templates using
Microsoft Outlook

This is a flow that is triggered at the end of each month to send an email in Outlook. It can be used for various purposes such as aggregation processing in Microsoft Excel or monthly invoice issuance.‍

This is a business workflow that automatically adds Outlook email content as notes to HubSpot. By utilizing Yoom's API integration and AI, it reduces manual tasks and streamlines information management.

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About the apps you use
Microsoft OneDrive
Yoom allows you to utilize OneDrive's API without any coding. For example, you can automatically upload attachments received via email to OneDrive and send notifications to Slack or Chatwork.
see details
Templates

Using Yoom's Chrome extension, you can create a OneDrive folder with a single click from any page on a Notion database and store the URL of the created folder in any property of Notion. You can create folder names using the information from the properties of the Notion database, allowing you to automatically create folders for each customer or employee. By storing the OneDrive folder URL in the Notion database, you can easily access the created folder directly from the Notion database.‍

This is a business workflow that automatically analyzes all files in OneDrive using Yoom and ChatGPT to generate Q&A. By analyzing all files in OneDrive with ChatGPT, it automatically generates Q&A that allows quick access to the necessary information.

This is a flow that automatically uploads attachments received via email to OneDrive and notifies Microsoft Teams. The files are securely stored in OneDrive, ensuring data consistency and accuracy, facilitating smooth file management and information sharing.
Microsoft Outlook
Yoom allows you to integrate with Outlook's API without any code, enabling the automation of email sending from Outlook. For example, you can automatically send contracts and invoices created in Outlook, or automatically reply to inquiries from input forms using Outlook.
see details
Templates

This is a flow that is triggered at the end of each month to send an email in Outlook. It can be used for various purposes such as aggregation processing in Microsoft Excel or monthly invoice issuance.‍

This is a business workflow that automatically adds Outlook email content as notes to HubSpot. By utilizing Yoom's API integration and AI, it reduces manual tasks and streamlines information management.

This is a business workflow that automatically creates a Salesforce case from support request emails received in Outlook. By automatically converting support emails received in Outlook into Salesforce cases, you can eliminate the need for manual input and allocate valuable time to other important tasks.
Templates
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Related apps
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No-Code API Actions
Executable API actions
Flowbot triggers
    When a File Is Created or Updated in a Specific Folder
    When a Folder Is Created or Updated in a Specific Folder
    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
    Search Folders and Files
    Get a List of Files in a Specific Folder
    Create Folder
    Download File
    Upload File
    Copy a File
    Create Excel File
    Grant Permissions to Folder or File
    Change Folder or File Name
    Create Sharing Link
    Delete File/Folder
    Move File to Another Folder
    Download File as PDF
    Get Top-level Folder List
    Get Subfolders of a Specific Folder
    Create an Event in My Calendar
    Create a Calendar
    Create an Event in a Specified User's Calendar
    Get Email Attachment Information
    Download Email Attachments
    Delete Event from a Specific User's Calendar
    Update Event in a Specific User's Calendar
    Delete Event from My Calendar
    Update Event in My Calendar
    Create Task (with Reminder Settings)
    Create a Task (Reminders Not Supported)
    Search Events in My Calendar
    Search Events in a Specific User's Calendar
    Find Meeting Times
    Get Calendar View
    Retrieve Mail Messages
    Move Message
    Retrieve a Specific Message
    Search Messages in a Specific Folder
    Update Message
    Find a Specified User's Free/busy Schedule
    Retrieve a Specified User's Calendar View
    Retrieve a Specified Group's Calendar View
    Retrieve a List of Members in a Specified Group
Flowbot triggers
    When a File Is Created or Updated in a Specific Folder
    When a Folder Is Created or Updated in a Specific Folder
Flowbot operations
    Search Folders and Files
    Get a List of Files in a Specific Folder
    Create Folder
    Download File
    Upload File
    Copy a File
    Create Excel File
    Grant Permissions to Folder or File
    Change Folder or File Name
    Create Sharing Link
    Delete File/Folder
    Move File to Another Folder
    Download File as PDF
    Get Top-level Folder List
    Get Subfolders of a Specific Folder
Flowbot triggers
    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
    Create an Event in My Calendar
    Create a Calendar
    Create an Event in a Specified User's Calendar
    Get Email Attachment Information
    Download Email Attachments
    Delete Event from a Specific User's Calendar
    Update Event in a Specific User's Calendar
    Delete Event from My Calendar
    Update Event in My Calendar
    Create Task (with Reminder Settings)
    Create a Task (Reminders Not Supported)
    Search Events in My Calendar
    Search Events in a Specific User's Calendar
    Find Meeting Times
    Get Calendar View
    Retrieve Mail Messages
    Move Message
    Retrieve a Specific Message
    Search Messages in a Specific Folder
    Update Message
    Find a Specified User's Free/busy Schedule
    Retrieve a Specified User's Calendar View
    Retrieve a Specified Group's Calendar View
    Retrieve a List of Members in a Specified Group