When a file is received in Outlook, convert it to PDF with an online tool and save it to OneDrive
When a file is received in Outlook, convert it to PDF with an online tool and save it to OneDrive
Launch this workflow to connect
Microsoft Outlook &
Microsoft OneDrive
!
■Overview
Manually processing files received by email with an online PDF conversion tool and saving them to a folder each time can be time-consuming. These routine yet essential tasks can quickly consume valuable resources. With this workflow, files are automatically converted to PDF and saved to OneDrive whenever a specific email is received in Outlook, helping streamline the manual steps involved in online PDF conversion.
■Who should use this template
- Anyone who manually converts and saves files received by email as PDFs
- Anyone who frequently uses online PDF conversion tools
- Anyone who wants to automate file management tasks using Outlook and OneDrive
■Benefits of using this template
- Automatically runs everything from file conversion to saving when an email is received, reducing the time previously spent on manual work
- Helps prevent human errors such as forgetting to convert files or saving them to the wrong location, improving operational accuracy
■Flowbot steps
- First, connect Outlook and OneDrive to Yoom
- Next, select Outlook as the trigger and set the action to “When an email with a specific subject is received”
- Use the branching feature to set conditions for branching subsequent processes based on the information retrieved by the previous trigger
- Then, configure Outlook’s “Get information about email attachments” and “Download email attachments” actions in sequence
- Use the RPA feature to operate the browser and run the file conversion process in an online PDF conversion tool
- Format the file name using the Data Transformation feature’s “Replace data using regular expressions,” then save the converted PDF to OneDrive using the “Upload a file” action
※“Trigger”: An action that starts a flow. “Operation”: An action that performs processing within a flow after the trigger starts.
■Customization options
- For Outlook triggers and operations, you can set the target email folder, keywords included in the subject, email ID, and other criteria as needed
- With the branching feature, you can freely customize the conditions for branching subsequent operations using information retrieved earlier, such as email details
- With the RPA feature, you can configure the URL of the web page you want to operate and the target items according to your actual workflow, as well as register fixed values and variables
- With the Data Transformation feature, you can freely configure the text to replace and the replacement text using regular expressions, and use information retrieved earlier as variables
- When uploading files to OneDrive, you can set a destination folder and file name using fixed values or information retrieved earlier as variables
■Notes
- Connect both Outlook and OneDrive to Yoom.
- Microsoft 365 (formerly Office 365) offers personal and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a 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.
- Branching is an available feature (operation) on the Personal plan and above. On the Free plan, operations configured in the Flowbot 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 Pricing plans page.
- Files up to 300 MB can be downloaded. Depending on the app specifications, the limit may be less than 300 MB, so please take note.
- For details on the file size limits supported by triggers and individual operations, see File size limits.
- Operations that control a browser are available only on the Success plan. On the Free, Personal, Mini, and Team plans, operations configured in the Flowbot 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 browser control operations. For details, see the Pricing plans page.
- For instructions on configuring browser control operations, see How to configure “Control a browser”.
- Customize browser control operations to match the website you use.
- Flowbots with more than five operations can be created on the Personal plan and above. On the Free plan, the Flowbot will not run.
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Microsoft Outlook
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No-Code API Actions
Executable API actions
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
When a File Is Created or Updated in a Specific Folder
When a Folder Is Created or Updated in a Specific Folder
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
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 Group
Flowbot triggers
When a File Is Created or Updated in a Specific FolderWhen a Folder Is Created or Updated in a Specific Folder
Flowbot operations
Search Folders and FilesGet a List of Files in a Specific FolderCreate FolderDownload FileUpload FileCopy a FileCreate Excel FileGrant Permissions to Folder or FileChange Folder or File NameCreate Sharing LinkDelete File/FolderMove File to Another FolderDownload File as PDFGet Top-level Folder ListGet Subfolders of a Specific FolderMore inspiration for you
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