Send Emails from your Custom Copilot with Power Automate! 🤖

Summary

In this video, Amelia Roberts from Pragmatic Works demonstrates how to integrate Power Automate with Copilot Studio, a Microsoft tool that enables customization of copilot chatbots for various organizational needs. Through the detailed walkthrough, viewers learn how to enhance and automate interactions within a copilot by using Power Automate flows. The demonstration includes creating a flow that asks for an email address, sends a confirmation email, and generates an acknowledgment message in the copilot, showcasing how to improve efficiency and engagement in chatbot interactions.

Highlights

• Amelia Roberts demonstrates integrating Power Automate with Copilot Studio to automate chat flows. 🤖
• Seamlessly add Power Automate to existing copilot topics to enhance interactions. 🔄
• Automate email confirmations by capturing user emails in chatbot flows. 📧
• Create global email variables to use across multiple chat topics efficiently. 🌐
• Understand the importance of testing and setting permissions for email automation. 🔍

Key Takeaways

• Integrate Power Automate with Copilot Studio to enhance custom chatbots! 🤖
• Customizing chatbots can streamline communication and automate workflows. ⚙️
• Learn how to set up automatic email confirmations using Power Automate. 📧
• Global variables in Copilot help in accessing data across multiple topics. 🌐
• Testing and permissions are crucial for smooth functionality. 🔍

Overview

In a world where automation is king, Amelia Roberts from Pragmatic Works steps in to show us how to integrate Power Automate with Copilot Studio effortlessly. From start to finish, she guides us through creating a chatbot that does more than just chat—it automates follow-ups and makes your life easier. Whether you're a tech novice or a seasoned pro, this tutorial has something for you!

The video covers how to set up a copilot in the Microsoft Copilot Studio, focusing on integrating Power Automate. Amelia walks us through creating variables and nodes, and using Power Automate to get user emails and send automated confirmation emails. This is perfect for businesses looking to streamline their operations and automate regular interactions efficiently.

Testing your setup is crucial, as Amelia shows us. From granting permissions to checking email confirmations, you'll learn why these steps are essential for any successful automation project. By the end of the video, you'll not only have a functional automated chatbot but also the knowledge to troubleshoot and enhance it further. Now that’s smart work at its best!

Chapters

• 00:00 - 01:00: Introduction to Integrating Power Automate with Copilot Studio The chapter introduces the concept of integrating Power Automate with Copilot Studio. Copilot Studio is a tool by Microsoft that allows for the creation of custom copilots or chatbots tailored for businesses or organizations. Amilia Roberts discusses customization options available in this integration process, focusing on incorporating power automation.
• 01:00 - 02:00: Setting Up Co-pilot Topics in Copilot Studio In the chapter titled 'Setting Up Co-pilot Topics in Copilot Studio', the focus is on enhancing and automating organizational processes using Copilot Studio. The process involves integrating Power Automate with existing chat flows. The author describes navigating within Copilot Studio, selecting a pre-created copilot, and choosing a specific topic for integration with Power Automate.
• 02:00 - 03:00: Creating Power Automate Flow for Email Subscription The chapter focuses on creating a Power Automate flow centered around email subscription. It begins by introducing a topic, often included in co-pilot setups, specifically a 'thank you' topic. Within this topic, the user sets up an automation response for when someone expresses gratitude ('thanks' or 'thank you'), by replying with 'you're welcome'. Following this, the automation prompts for an email address. Once the email is provided, the automation is designed to send a confirmation message within the co-pilot system to the user.
• 03:00 - 04:00: Connecting Variables and Actions in Power Automate This chapter explains how to connect variables and actions in Power Automate to enhance automated workflows. It walks through an example where an automated email is sent to a user upon subscribing. A Copilot flow is configured to request the user's email address. The chapter demonstrates adding a node in the automation flow that prompts the user for their email, illustrating integration between user input and automated actions.
• 04:00 - 05:00: Configuring Output and Testing the Flow In this chapter titled 'Configuring Output and Testing the Flow', the discussion revolves around setting up an email subscription system. The speaker explains their process of adjusting variable settings, particularly focusing on identifying and modifying an email variable. They choose 'email' from a list of options, extract it as a string, and rename it for clarity, changing the name from 'ver one' to 'ver email'. This adjustment reflects their preference for clear and concise variable naming.
• 05:00 - 06:00: Completing the Setup in Copilot Studio The chapter 'Completing the Setup in Copilot Studio' emphasizes the importance of specificity when creating variables in Copilot. It advises that setting variables to Global can be beneficial as it allows use across different topics, rather than limiting them to a single topic. This flexibility is suggested as a best practice, although it remains optional for the user based on their preference.
• 06:00 - 07:00: Live Demonstration and Testing of the Setup The chapter discusses the live demonstration and testing of a setup involving the use of Power Automate, formerly known as Microsoft Flow. The focus is on collecting emails from participants and triggering a workflow using Power Automate. The demonstration includes adding a node and selecting an action to create a flow, which will automatically launch Power Automate, allowing the automation process to kick off as intended.
• 07:00 - 08:00: Final Review and Conclusion The chapter titled 'Final Review and Conclusion' covers the practical use of Copilot Studio in managing email communications. It details setting up a flow for sending confirmation emails. The process involves configuring an input, which is the email address, and linking this input to a variable in Copilot Studio. This ensures that confirmation emails are sent out accurately based on user inputs.

Send Emails from your Custom Copilot with Power Automate! 🤖 Transcription

• 00:00 - 00:30 hey everyone Amilia Roberts here and today we are talking about integrating power automate into co-pilot Studio co-pilot studio is a Microsoft tool in which you can create custom co-pilots or chatbots for your organization or your company there are various ways to customize this process and these co-pilots and one of those ways is by integrating power automation into your
• 00:30 - 01:00 chat flow to kind of efficiently enhance and automate things that are happening within your organization let's head on over to copilot studio and integrate some power automate into one of our chat flows so here I am in copilot studio and what I'm going to do is I am already in a pre-created copilot that I have made in advance and what I'm going to do is I am going to go to my topics and I'm going to choose a topic to integrate
• 01:00 - 01:30 power automate into I'm going to choose my thank you topic this is one of the topics that's already typically involved in all co-pilots that are created um and what I want to do here in this topic is when somebody says thanks or thank you I wanted to say you're welcome and then I would like it to ask for their email address and then after they provide their email address I would like it to send them not only a confirmation within my co-pilot saying thank you you for
• 01:30 - 02:00 your email address but I also wanted to send them an email immediately saying you have been subscribed to our email list whatever it may be so I'm going to add a few parts to this our power automate connection is going to be connected to a variable within our co-pilot flow so I'm going to go ahead and add a node here and I'm going to have it ask a question because I want it to ask for their email address so I'm just going to say would
• 02:00 - 02:30 you like to join our email subscription and then going to kind of create what I want from them so I'm going to choose my identify as email there are a lot of great options in here by the way um as an email right here extracted as a string and then that is going to create my email variable I'm going to change the name of this variable from ver one um to ver email because I like to be a little bit more
• 02:30 - 03:00 descriptive you'll probably make a lot of variables when you're creating your co-pilot so just being specific is really helpful along the process I'm going to come my ver email I'm also going to make it Global so that I can use it within other topics if I would like to if I left at topic then I could only use it within this topic I may want to use it somewhere else along the way so I'm just going to go ahead and put it as Global just in case that is a preference you do not have to do that so
• 03:00 - 03:30 now I'm saying you're welcome would you like to join our email asking for their email now when they respond with their email address this is when I would like to kick off a power automate flow to do this I need to use an action so I'm going to add a node and I'm going to call in action so when I do that I'm going to choose create a flow which is going to launch power automate or as it says here Microsoft flow so it is going to launch power automate for me and what I'm going to do here is it already has a
• 03:30 - 04:00 template so I just need to adjust this template accordingly I'm going to choose run a flow from copilot this is where I'm going to put my input my input is my email so I'm going to choose text and I'm going to call it email this input is what I'm going to tie to my variable once I get back into copilot studio so I have the email input now I need to add the email that is going to be sent out as a confirmation so I'm going to choose
• 04:00 - 04:30 add in action and then I'm going to go up here I'm going to type in email and I'm just going to connect mine to my outlook here because that's just what's easiest right now especially because I would like you to see when the email comes in um and so I have send an email I'm going to choose that just so you know too if you choose this there is going to be a permission section that will come up I will actually show you that when we test our cop pilot but I'm going to for the two I
• 04:30 - 05:00 need to enter a specific custom value because this is where my variable is going to be this is where whatever email address they put in our co-pilot I wanted to put it here in my two so I'm going to choose a custom and then I'm going to go to get data from the previous step and I'm going to choose my input the email because that input remember is tied to our email variable back in copilot Studio
• 05:00 - 05:30 I'm going to put a subject and a body so thank you for subscribing and in the body you are now subscribed just something simple for now to give us an idea of what this looks like so that's all I want to really put in the email I'm happy with that there are a ton of other options here by the way that you can check out I'm not going to mess with any of those right now because we're just doing a very basic understanding of this and
• 05:30 - 06:00 then what I need to do is my output so what's going to happen in the co-pilot after somebody provides their email so I'm going to add an output text I'm going to just call this confirm and this is where I want to say your email address so and so has been subscribed that's what's going to go back through the chat bot so not only are they going to get an email that says hey you've been subscribed but they're you're also going to get a message in
• 06:00 - 06:30 the co-pilot that says hey you've been subscribed so I want to say your email comma and now I want to refer to their email address so I'm going to use that input again has been subscribed and that's all I want to put nice and simple so I have my input I have the email that's being sent out and I have my output I am going to rename this really quick just um let's call
• 06:30 - 07:00 it YouTube Jacks flow because our co-pilot that I'm using is called Jax and then I'm going to save this all right my flow is ready to go we recommend you test it so you can test it here if you want to you can hit this and do test manually or even after if you have issues you can choose automatically and then it will give you the previous flows that you tried but let's go back
• 07:00 - 07:30 into our copilot Studio finish this off so that it can really run the way we want all right so now I need to call that action and we are going to see our YouTube Jacks flow show up here so I'm going to go ahead and select that now I need to tie my variables to my input and my output so my input is the email so I need to tie the variable to my email variable and then I have this confirm
• 07:30 - 08:00 string here I do need to add another message and put this variable in here so that the flow completes so I'm just going to send a message in the chat and I'm going to put my confirm variable here and then that is going to be the end of my conversation in this section so you can even put like end conversation or you can have it start from the beginning whatever it is you would like to do here I'm not going to do that it is completely up to you but
• 08:00 - 08:30 here is our complete flow they're going to say thank you you're welcome would you like to join our email list provides email and then they are going to get an email that says they confirmed and the co-pilot is going to say your email has been confirmed so let's save this and then we're going to test it by using our test co-pilot over here on the right hand side so right now it's saying what is your name I'm going to say okay
• 08:30 - 09:00 Amelia and then I'm going to put in my trigger phrase so that I can launch the um topic that I have here I'm going to put thanks all right would you like to join our email subscription provide an email I'm going to do my pragmatic Works email so that maybe we can see this in real time happening hopefully it goes all the way through but just know this is the part where you're going to make maybe have to do some permissions if you use
• 09:00 - 09:30 Outlook it will say yes review all permissions I'm going to go ahead and fix this now review all permissions I'm just have to say like it's okay if you use this I'm going to use my um YouTube Jacks flow here I'm going to go actually to the settings here and I'm just going to give a permission I just have to say submit and then it will connect officially here so now it's connected let's go back and just try this again really quick now
• 09:30 - 10:00 that we are all good to go so I am actually going to refresh hi what's your name Amelia thanks A Roberts pragmatic works.com and now that I've given it permission it should launch and work your email A Roberts pragmatic works.com has been subscribed so we did complete this entire flow it
• 10:00 - 10:30 did go all the way to the end and then if I were to check my email actually right now I was hoping it would pop up here then we would be able to see your email has been subscribed so let me actually see if I can find my email really quick and then we can bring this up and yep I have an email right here that says you have been subscribed so we have officially completed this co-pilot
• 10:30 - 11:00 it looks great I hope this demonstration was helpful and I will see you in the next video