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 #

1. Enter your Engini account at https://app.engini.io.
2. Navigate to Connections page by clicking on the Connections on the left sidebar or by clicking here.
3. Click on the Add connection option located at the topbar.
4. Choose Outlook option from the available applications.
   
5. Enter the following details in the “Edit Connection” form:
   1. Connection name
   2. Click on the “microsoft signin” button.
   3. Sign into your Microsoft account.
   4. 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.

1. Choose the Outlook software.
2. Click on the “Check for new emails” trigger.
3. 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.
   
4. Select the start date and time for the scheduled trigger.
5. Choose the time interval for triggering and checking emails.
6. You can specify a time frame during which the trigger will operate. For example, every 15 minutes from 8 AM to 5 PM.
7. Select a filter if necessary:
   1. Click on “Add Filter” button.
   2. To select an item from the list, click the small arrow.
   3. Choose the field on which you want to apply the filter from the drop-down.
   4. Select the condition.
   5. Choose the value for which you want the condition to be met.
      
      For example, to receive emails with attached files:
   • Choose “include attachment” from the drop-down.
   • Select the condition “equals.”
   • Click the empty field and in the pop-up window, choose “true.”

Email’s properties #

Let’s understand what the properties received are:

1. Body – The body property contains the entire message body in formal HTML format.
2. Body Preview – The body preview contains a string of the body of the email.
3. 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.
4. From – The ‘From’ property contains the email address from which the email to this mailbox was sent.
5. Importance – If the email sent specifies ‘importance’, this property will contain that value.
6. message Id – This property contains the unique identifier for the email for use in subsequent actions.
7. Received date time – The ‘Received date time’ received is in the Israeli time zone (UTC + 3) and includes both the date and time.
8. Subject – It contains the email subject.
9. 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.

Send Email #

1. 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.
2. To
   Enter the recipient’s email address.
   1. Click on the empty field, and a tooltip will appear, displaying the email fields you can use.
   2. 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 (‘).
3. Subject
   Fill in the email subject.
   1. Populate the field with Static value – number / string. when using strings, you need to surround them with single quotes (‘).
   2. You can also use property value from a previous activity (Using the tooltip that opens when clicking on the field).
4. 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.
   1. Click on the empty field next to the label “body.”
   2. 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 and/or Previous activity properties and/or static values.
   • Pictures – click on the picture icon.
   • Links – click on the picture icon.
     
5. Add field
   
   By clicking the “Add field” button, you can choose how to fill in the various fields. You can add one field to the action or more.
   1. Choose from the drop down the field you want to fill.
   2. Click on the empty field to the right of the drop down to be shown the tooltip with all the options you can use to fill the field.
   3. 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).
      • Expression – using functions and/or Previous activity properties and/or static values (Using the tooltip that opens when clicking on the field). 
   4. Repeat steps a-c for all the fields you want to populate.
6. 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.

1. 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).
2. Click on the right empty field to fill the file content.
3. 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.

Create event #

1. 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.
2. 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.
3. Subject
   Fill in the empty field the subject of the event you are creating.
4. 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).
5. 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).
6. 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.
7. Add Field
   1. Choose from the drop down the field you want to fill.
   2. Click on the empty field to the right of the drop down to be shown the tooltip with all the options you can use to fill the field.
   3. 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).
      • Expression – using functions and/or Previous activity properties and/or static values (Using the tooltip that opens when clicking on the field). 
   4. Repeat steps a-c for all the fields you want to populate.

Update Event #

1. 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.
2. 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.
3. Event id
   1. Click on the empty field and the tooltip will pop up showing the options you can choose.
   2. 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).
4. Add field
   By clicking the “Add field” button, you can choose how to fill in the various fields. You can add one field to the activity or more fields to the activity definitions.
   1. Choose from the drop down the field you want to fill.
   2. Click on the empty field to the right of the drop down to be shown the tooltip with all the options you can use to fill the field.
   3. 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).
      • Expression – using functions and/or Previous activity properties and/or static values (Using the tooltip that opens when clicking on the field). 
   4. Repeat steps a-c for all the fields you want to populate.

Add attachment to existing event #

1. 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.
2. Event id
   1. Click on the empty field and the tooltip will pop up showing the options you can choose.
   2. 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).
3. File Name
   1. 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).
4. Content
   1. 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 #

1. To use this action, you first need to initialize an array.
2. Choose the array in which you want to include the files from the drop-down.
   
3. Specify the file name.
4. Choose the content that the file will contain. Please note that the content should be in base64 format.