When you receive an email in Outlook, use AI to identify tasks and add them to Smartsheet
When you receive an email in Outlook, use AI to identify tasks and add them to Smartsheet
Launch this workflow to connect
Microsoft Outlook &
Smartsheet
!
■Overview
Do you spend too much time manually transferring important task request emails received in Outlook to Smartsheet, or worry about missing a response? Automating these routine task management processes can improve efficiency. With this workflow, when a specific email is received in Outlook, AI determines whether it is task-related and automatically adds only the relevant information to Smartsheet. This enables accurate task management in Smartsheet and helps prevent missed responses.
■Recommended for
- Anyone who manually enters information from Outlook emails into Smartsheet and wants to streamline the process
- Managers who want to make team task management with Smartsheet more efficient
- Anyone who wants to eliminate human errors caused by missed task requests or transcription mistakes in emails
■Benefits of using this template
- Automate the entire process—from receiving emails in Outlook and determining their content to registering information in Smartsheet—to reduce the time previously spent on manual work
- Prevent human errors such as missed task request transfers and data entry mistakes, enabling more accurate task management
■Flow bot steps
- First, connect Outlook and Smartsheet to Yoom
- Next, select Outlook as the trigger and set the action to “When an email is received”
- Configure the AI feature in the operation and create instructions for determining whether the received email is a task request
- Next, configure the branching feature to route subsequent processes based on the AI’s determination
- If the email is determined to be a task request, configure the AI feature with instructions to extract information such as the task name and due date from the email body
- Finally, configure Smartsheet’s “Add a row” action in the operation and add the extracted information to the specified sheet
※“Trigger”: An action that starts the flow, “Operation”: An action that processes information within the flow after the trigger starts
■Customization options
■Customization options
- In the Outlook trigger settings, specify the ID of the email folder you want to monitor
- In the AI feature for generating text, configure a custom prompt that defines the criteria for determining whether an email is a task request
- In the AI feature for extracting text, specify the fields you want to extract from the email body
- In the branching feature, configure custom conditions to route processing based on the AI’s determination
- In Smartsheet’s “Add a row” action, specify the ID of the sheet where you want to add the row
■Notes
- Connect both Outlook and Smartsheet to Yoom.
- You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
- Please note that the shortest available trigger interval varies by plan.
- Microsoft 365 (formerly Office 365) offers plans for home use and business plans (Microsoft 365 Business). Authentication may fail if you are not subscribed to a business plan.
- Branching is an operation available on the Mini plan and above. On the Free plan, configured flow bot operations will result in errors.
- Paid plans, including the Mini plan, offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise subject to restrictions.
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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 Row Is Created
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 Row Is Created
Flowbot operations
Create FolderAdd RowSearch RowGet RowUpdate RowDelete RowShare SheetCreate SheetAttach File to SheetAttach File to RowAdd UserAdd Comment to RowGet Discussion DetailsRetrieve Discussion ID ListAdd Users to GroupRemove User from GroupDeactivate UserRemove User from OrganizationMore inspiration for you
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