When an email with a specific subject is received in Outlook, analyze it with OpenAI and notify relevant stakeholders

■Overview

Reviewing the large volume of emails received in Outlook—especially important messages such as inquiries and reports—one by one, summarizing the key points, and sharing them with the relevant stakeholders can be time-consuming and tedious. With this workflow, you can automate the process of using specific emails received in Outlook as triggers, having OpenAI automatically analyze and summarize their contents, and notifying the relevant stakeholders of the results by email. Integrate OpenAI with Outlook to streamline your email management operations.

■Who Should Use This Template

• Customer support professionals who spend significant time handling initial responses to inquiries received in Outlook
• Team leaders who want to use OpenAI to automate the summarization and sharing of report emails received in Outlook
• Operations improvement professionals who want to prevent information from being missed or delayed when manually reviewing and forwarding emails

■Benefits of This Template

• Automate manual tasks such as reviewing, summarizing, and forwarding emails each time they arrive in Outlook, freeing up time for higher-priority work
• Reduce the risk of human error, such as inconsistent summaries and missed notifications, through automated analysis and notifications powered by OpenAI

■Workflow Overview

1. First, connect Outlook and OpenAI to Yoom
2. Next, select Outlook as the trigger, set the “When an email with a specific subject is received” action, and specify the subject and other criteria for the emails that should trigger the workflow
3. Then, configure OpenAI’s “Generate text (Chat completion)” action as an operation and create a prompt to analyze and summarize the email body received by the trigger
4. Finally, configure Outlook’s “Send email” action as an operation and automatically send the email to the specified recipients with the text generated by OpenAI included in the body

※“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, you can specify the folder containing the emails you want to automate and the keywords included in their subject lines
• With the OpenAI action, you can freely customize the prompt that instructs how to analyze and summarize the email content, and use the subject and body of the email retrieved by the trigger as variables
• For the Outlook action used for notifications, you can set the recipient email addresses, subject, and body to any content, and include the text generated by OpenAI in the body as a variable

■Notes

• Connect both Outlook and OpenAI to Yoom.
• Microsoft 365 (formerly Office 365) offers consumer 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.
• To run ChatGPT (OpenAI) actions, you need a paid OpenAI API plan. (You must be able to make payments when the API is used.)
  ‍https://openai.com/ja-JP/api/pricing/
• OpenAI charges for ChatGPT API usage based on the number of tokens used during API communication. If payment cannot be made when the API is used, an error will occur.
• Microsoft 365 (formerly Office 365) offers consumer and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.