Outlook

learn how to connect engini to outlook using engini’s outlook activities, you can send mails, create and update events and add attachment to existing event to get started with the outlook app, create an free account at outlook com or use your organizational office 365 mailbox getting started with outlook prerequisites an outlook account add a connection to outlook in engini enter your engini account at https //app engini io https //app engini io navigate to connections page by clicking on the connections on the left sidebar or by clicking here https //app engini io/connections click on the "new integration" option located at the top bar choose outlook option from the available applications enter the following details in the “new integration” form and press save connection name enter a unique and descriptive name for this connection this name will help you easily identify and manage your outlook connection within your system email – the email address of the outlook account that is connected and authenticated this address determines which mailbox the system will access and perform actions on, such as reading, sending, or managing emails access token a token for authorization to access microsoft services refresh token a token used to obtain a new access token when the current one expires sign in with microsotf click on the “microsoft signin” button sign into your microsoft account save settings click on the save button to save the connection trigger check for new emails the trigger monitors the mailbox, listening for new emails sent to the connected mailbox at scheduled intervals as defined mailbox choose the mailbox you want to listen to this action enables you to listen to any mailbox for which you have permission, including shared mailboxes you must choose a mailbox for which you have the appropriate permissions if you select a mailbox for which you lack the necessary permissions, the workflow will encounter errors during execution starting (utc) select the start date and time for the scheduled trigger recur every choose the time interval for triggering and checking emails add frame time you can specify a time frame during which the trigger will operate for example, every 15 minutes from 8 am to 5 pm add filter click add filter to define conditions that narrow down the data list and return only the relevant items to learn more about using filters, click here https //help engini ai/workflow editor#add filters email’s properties let’s understand what the properties received are body – the body property contains the entire message body in formal html format body preview – the body preview contains a string of the body of the email cc – the “cc” contains a string with all the emails included in the cc (carbon copy) field the emails are separated by commas within the string from – the ‘from’ property contains the email address from which the email to this mailbox was sent importance – if the email sent specifies ‘importance’, this property will contain that value message id – this property contains the unique identifier for the email for use in subsequent actions received date time – the ‘received date time’ received is in the israeli time zone (utc + 3) and includes both the date and time subject – it contains the email subject to – the ‘to’ property contains a string with all the email addresses to which the email received by this mailbox was sent if the email was only sent to this mailbox, only the email address of this mailbox will appear if the email was sent to additional email addresses, the email addresses will be separated by commas in the string actions send api request this activity allows you to send a custom api request directly to the outlook api base url – this is the root url of the api you’re sending the request to relative url – you can specify additional path segments or parameters that need to be added to the end of the automatically generated url this allows you to customize the specific request you want to perform method – select the http method (e g , get, post, put, delete, patch) body type – defines the format of the data in the body of your request commonly used values include application/json (as shown), which means the body will contain a json formatted payload body – contains any data that is being sent to the server add headers – additional metadata about the request, such as the type of data the engini can accept, the length of the request body, and authentication information add queries – the query refers to the parameters or data that are included in the url of an http request to provide additional information or instructions to the server send email from mailbox choose the mailbox you want to listen to this action enables you to listen to any mailbox for which you have permission, including shared mailboxes you must choose a mailbox for which you have the appropriate permissions if you select a mailbox for which you lack the necessary permissions, the workflow will encounter errors during execution to enter the recipient’s email address click on the empty field, and a tooltip will appear, displaying the email fields you can use from the tooltip, select the recipient’s email address, or you can use a static value when using strings, be sure to enclose them in single quotes (‘) subject fill in the email subject populate the field with static value – number / string when using strings, you need to surround them with single quotes (‘) you can also use property value from a previous activity (using the tooltip that opens when clicking on the field) body the body of an email is the main content of the message you are sending it is the section where you write the text of your message and convey the purpose or intention of your email click on the empty field next to the label “body ” a window will open where you can enter the email body you can populate the body with static value – number / string property value from a previous activity (using the tooltip that opens when clicking on the field) expression – using functions https //help engini ai/enginis functions and/or previous activity properties and/or static values pictures – click on the picture icon links – click on the picture icon add field click add field to add and populate additional fields for the selected activity to learn more about managing activity data, click here https //help engini ai/workflow editor#add fields add attachment by clicking the “add attachments” button, you can choose to include attachments with the email you can add one attachment to the email or multiple attachments click on the left empty field to choose the file name and the tooltip with all the options you can use to fill the field will be opened you can populate the field in one of the following options static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) click on the right empty field to fill the file content repeat steps a c for all the attachments you want to add note when you know the exact number of files you want to attach to each email during the workflow run, you can directly attach the files in the “send email” activity however, when you don’t know in advance how many files, you’ll need to attach to an email sent during the run and you need dynamism, you need to work with an array whose size is not predefined send a draft message this activity triggers the delivery of an email that has already been created and saved in the user's "drafts" folder it transitions a message from a "draft" state to "sent" message id the unique identifier of your draft email note you cannot send a message that doesn't exist yet you must run a "create draft" or "create message" activity before using this one create a draft message this activity prepares an email and saves it directly into your drafts folder it does not send the email yet subject fill in the email subject populate the field with static value – number / string when using strings, you need to surround them with single quotes (‘) you can also use property value from a previous activity (using the tooltip that opens when clicking on the field) body the body of an email is the main content of the message you are sending it is the section where you write the text of your message and convey the purpose or intention of your email click on the empty field next to the label “body ” a window will open where you can enter the email body you can populate the body with static value – number / string property value from a previous activity (using the tooltip that opens when clicking on the field) expression – using functions https //help engini ai/enginis functions and/or previous activity properties and/or static values pictures – click on the picture icon links – click on the picture icon add field click add field to add and populate additional fields for the selected activity to learn more about managing activity data, click here https //help engini ai/workflow editor#add fields objects array to recipients\[], cc recipients \[], reply to \[], attachments \[] to successfully use this fields, you must follow a two step process to structure your request initialize the array add an initialize variable activity append fields to the array variable, or press the add fields on the array variable you created before create event mailbox choose the mailbox you want to listen to this action enables you to listen to any mailbox for which you have permission, including shared mailboxes you must choose a mailbox for which you have the appropriate permissions if you select a mailbox for which you lack the necessary permissions, the workflow will encounter errors during execution calendar id outlook allows you to create multiple calendars within your account click on the empty field and the tooltip will pop up showing the calendar id you can use choose the id of the calendar you want to add an event to subject fill in the empty field the subject of the event you are creating start time fill in the empty field the start time of the event you are creating you can also choose to fill the field with property value from a previous activity (using the tooltip that opens when clicking on the field) end time fill in the empty field the end time of the event you are creating you can also choose to fill the field with property value from a previous activity (using the tooltip that opens when clicking on the field) time zone outlook allows you to set time zone to ensure that your appointments and meetings are accurately reflected in the correct time zone click on the empty field and the tooltip will pop up showing all the coordinated universal time (utc) you can use choose the time zone of the event from the tooltip add field click add field to add and populate additional fields for the selected activity to learn more about managing activity data, click here https //help engini ai/workflow editor#add fields update message this activity modifies an existing email it is primarily used to edit a draft (changing the subject, body, or recipients) before sending it, or to manage messages in your inbox (e g , marking as read) message id the unique identifier of your draft email add field click add field to add and populate additional fields for the selected activity to learn more about managing activity data, click here https //help engini ai/workflow editor#add fields objects array bcc recipients\[], cc recipients \[], reply to \[], categories \[] to successfully use this fields, you must follow a two step process to structure your request initialize the array add an initialize variable activity append fields to the array variable, or press the add fields on the array variable you created before update event mailbox choose the mailbox you want to listen to this action enables you to listen to any mailbox for which you have permission, including shared mailboxes you must choose a mailbox for which you have the appropriate permissions if you select a mailbox for which you lack the necessary permissions, the workflow will encounter errors during execution calendar id outlook allows you to create multiple calendars within your account click on the empty field and the tooltip will pop up showing the calendar id you can use choose the id of the calendar you want to add an event to event id click on the empty field and the tooltip will pop up showing the options you can choose you need to populate the field with the event id do it by using one of the following options static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) add field click add field to add and populate additional fields for the selected activity to learn more about managing activity data, click here https //help engini ai/workflow editor#add fields delete message this activity moves the message to the deleted items folder (soft delete) the message can still be recovered by the user until that folder is emptied message id the “message id” required here is the unique message id you want to delete permanent delete this activity removes the message completely from the mailbox, bypassing deleted items it’s not recoverable by the end user users id specify the mailbox that contains the message to be permanently deleted message id specify the unique identifier of the email message to be permanently deleted from the user’s mailbox get attachment the get attachment activity retrieves the content and properties of a specific attachment from a single email message message id this is the unique identifier for the email you want to retrieve its purpose is to locate the specific message in the source folder attachment id the unique identifier for the specific attachment on that message its purpose is to select the exact file to retrieve from the message note content bytes (base64) this field contains the actual content of the file encoded as a base64 string this encoding converts binary data (like images or documents) into a text format, ensuring the file can be safely transmitted and processed across different systems via api get attachments the get attachments activity retrieves a list of all attachments associated with a specific email message message id the unique identifier of the email message that contains the attachments, used to locate the specific message within the mailbox top n you can set the maximum number of records engini will return for the object you chose (default = all records) add filter click add filter to define conditions that narrow down the data list and return only the relevant items to learn more about using filters, click here https //help engini ai/workflow editor#add filters download an attachment this activity retrieves the contents of a specific file attached to an email message id the unique identifier of the email message that contains the attachments, used to locate the specific message within the mailbox attachment id the unique identifier for the specific attachment on that message its purpose is to select the exact file to retrieve from the message forward a message this activity takes an existing email from your mailbox and sends it to new recipients message id the unique id of the specific email you want to forward add field click add field to add and populate additional fields for the selected activity to learn more about managing activity data, click here https //help engini ai/workflow editor#add fields objects array to recipients\[] to successfully use this fields, you must follow a two step process to structure your request initialize the array add an initialize variable activity append fields to the array variable, or press the add fields on the array variable you created before move message move a message to another folder within the specified user’s mailbox this creates a new copy of the message in the destination folder and removes the original message message id this is the unique identifier for the email you want to move its purpose is to locate the specific message in the source folder destination id this is the unique identifier for the target folder where the email should be placed its purpose is to specify the final location for the message reply comment to a message this activity sends a response directly to the original sender of an email message id the unique id of the email you want to respond to add field click add field to add and populate additional fields for the selected activity to learn more about managing activity data, click here https //help engini ai/workflow editor#add fields add attachment to existing event calendar id click on the empty field and the tooltip will pop up showing the calendar id you can use choose the calendar you want to add an event to event id click on the empty field and the tooltip will pop up showing the options you can choose you need to populate the field with the event id do it by using one of the following options static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) file name you need to populate the field with name of the event you want to update do it by using one of the following options static value – number / string when using strings, you need to surround them with single quotes (‘) property value from a previous activity (using the tooltip that opens when clicking on the field) content click on the empty field to fill the file content the file content must be in base64 format initialize attachment array to create multiple files that will be sent in the email, you need to initialize an array for the files choose this action to initialize the array, and give it a name note when you know the exact number of files you want to attach to each email during the workflow run, you can directly attach the files in the “send email” activity however, when you don’t know in advance how many files, you’ll need to attach to an email sent during the run and you need dynamism, you need to work with an array whose size is not predefined append to attachments array variable to use this action, you first need to initialize an array choose the array in which you want to include the files from the drop down file name specify the file name content choose the content that the file will contain please note that the content should be in base64 format