How to integrate Airtable with Backlog to add an issue in Backlog when a specific status is reached in Airtable

If each team can collaborate more smoothly than before, it should lead to an overall increase in efficiency in operations. Therefore, this time, we introduce an app integration that connects Airtable and Backlog to enable smooth collaboration between teams. By implementing the integration of Airtable and Backlog, it should become easier to smoothly start the post-process after business negotiations. Especially in projects that require a sense of speed, this integration may offer significant benefits. Recommended for: - Companies that regularly use Airtable and Backlog - Those who want to facilitate information sharing between teams using Airtable and Backlog employed by the sales team - Teams that want to quickly start the post-process after the business negotiation phase becomes an order - Those who want to simplify routine work by implementing automation through the integration of Airtable and Backlog Benefits and Examples of Airtable and Backlog Integration Benefit 1: Time-saving With this integration, when the status of data managed in Airtable becomes "ordered," a task is automatically created in Backlog. Automating task registration will save the time previously spent on communicating with related departments and manually creating tasks. For example, after the sales team successfully closes a deal, they must report to the related department responsible for the subsequent process. The team receiving the report would then manually create a task in Backlog. Although this flow is not wasteful, introducing this automation may reduce these tasks, potentially saving time. Benefit 2: Strengthening Team Collaboration By integrating Airtable and Backlog, it should become easier to grasp when the status becomes "ordered." This may allow related teams to quickly take over the subsequent process. For example, if there was a flow where the person in charge received contact from the sales team, added a task to Backlog, and finally informed the members, this could potentially be simplified. Achieving such smooth information sharing is crucial for speeding up post-order work. Benefit 3: Reducing Workload If there is a routine work of adding a task to Backlog when the Airtable negotiation status becomes "ordered," reducing and automating these tasks may create an environment where it is easier to focus on work. For example, have you ever experienced repeatedly accessing Airtable to check changes in negotiation status or being confused by the lack of communication from the sales team? By introducing this integration, it may be possible to reduce such hassles and stress, making it easier to focus on the tasks at hand. Now, let's introduce the flow of connecting apps using Yoom. First, register with Yoom. Yoom offers a two-week trial, allowing you to experience its usability through actual operation. [What is Yoom] This time, we will automate the process of "registering a task in Backlog when a deal is closed in Airtable" using the template below.

How to Create an Integration Flow between Airtable and Backlog

The integration flow this time is broadly divided into the following processes.

・Integrate Airtable and Backlog with My Apps
・Launch Airtable and set up the "Order" operation
・Set up to send data to Backlog
・Turn on the trigger button and verify the integration operation between Airtable and Backlog

Step 1: Integrate Airtable and Backlog with My Apps

After completing the registration with Yoom, please select "My Apps" from the menu on the left.

Next, click the new connection button in the upper right corner.

Integration between Airtable and Yoom

1. Prepare Airtable

Prepare the Airtable to be used at this stage.

The fields that need to be set are as follows.

・Deal Name
・Status (Order)
・Last Modified Time

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Create a field for Last Modified Time as "Last Modified Date".
This field is necessary when launching Airtable, so be sure to prepare it.

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Next, create a status.
This time, adding a task to Backlog will occur when the status is set to Order.
Create it as shown in the image and name the field "Status".

2. Search

Once Airtable is ready, enter Airtable in the search box and click the Airtable icon.

3. Log in
First, log in to Airtable.
The Airtable sign-in screen will appear. Sign in with the account you want to integrate with Backlog.‍

4. Add a Base

After signing in, you will be taken to the screen above.

Click "Add a Base" in the red frame and select the base you want to integrate with Backlog.

5. Allow Access

Once the base is added, press "Allow Access".

Return to the Yoom screen, and if the above display appears, the integration is complete.

Integration between Backlog and Yoom

1. Search
Enter Backlog in the search box and click the Backlog icon.

2. Enter Domain

Enter the domain.
The domain = space ID, so obtain it from the login screen, etc., and enter it. Paste the part in the red frame in the image.

3. Allow

You will be taken to the screen above.
Click "Allow" in the red frame.

Return to the Yoom screen, and if the above display appears, the integration is complete.

Step 2: Copy the Template

Next, please copy the template to be used this time.

1. Click "View Details" on the top banner
2. Click "Try this template" at the bottom of the migrated screen
3. If you haven't registered with Yoom yet, please register‍

* If you have already registered, the login screen will be displayed, so please log in.

When the Flowbot template is copied to "My Projects", the above display will appear.

You will be redirected to a page like the image, so let's proceed with detailed settings.

Step 3: Launch Airtable and Set Up to Retrieve Status Data

1. Open My Projects

Open "My Projects" from the menu on the left side of the screen.

2. Open the copied template
‍Click "【Copy】Register a task in Backlog when a deal is won in Airtable".

3. Select App Trigger

Click "When a record is updated" on the Airtable icon.
Since the title and other settings are complete, press Next.

4. Set Trigger Activation Interval

Set the activation interval.
The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Please note that the shortest activation interval varies depending on the plan.

5. Enter ID

Follow the supplement at the bottom of the box and copy & paste from Airtable's URL.

6. Enter Field Name for Last Modified Time

Enter the field name for Last Modified Time set in Airtable.
In this case, it is set as "Last Updated Date" as shown in the image below.

7. Execute Test

Once the settings are complete, press the test button.
If "Test Successful" is displayed, it is complete. Click Save.

Proceed to Command Operation.

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1. Branching

Click the "Command Operation" icon with the arrow.
Scroll down.

* Branching is a feature available only in some paid plans.
* A 2-week trial is available for paid plans.

2. Set Branching Conditions

Since we are using a template, the settings are already completed as shown in the image.

In this case, as shown in the red frame, the status is set to add a task to Backlog when a deal is won.
Once confirmed, press Save and proceed to the next step.

Step 4: Set to Add to Backlog

1. Integrate with App

Click "Add Task" on the Backlog icon.
Press Next.

2. Enter Required Fields

You will be redirected to the page in the image. Enter the required fields.

The domain is the same as the space ID used during My App integration.

Enter the ID in the red frame as per the supplement at the bottom of the box.

Priority can be selected from the dropdown.

Clicking on Priority will complete the setting.

3. Enter the Subject of the Task

Set the subject of the task.

Click the Airtable icon.

Since Airtable data is displayed in a list as shown in the image, select "Deal Name" from it.
This allows you to register the deal name directly as the task name in Backlog.

4. Execute Test

Once the settings are complete, press the test button at the bottom of the page.
If "Test Successful" is displayed in blue, the setup is complete. Press Save.

5. Turn On the Trigger

When the creation of the Flowbot is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.

Flowbot template used this time
Register a task in Backlog when a deal is won in Airtable

Other Examples of Automation Using Backlog

There are many other examples of automation using Backlog in Yoom, so here are a few.

1. Register an Issue in Backlog When a Deal is Closed in Salesforce

Integration with Salesforce is also possible. It will likely enhance collaboration between the sales team and the team using Backlog.

2. Register task information recorded in Backlog to Garoon's calendar

You can also register the created tasks in Garoon's calendar. This is recommended when you want to have a detailed understanding of deadlines, such as in large-scale projects.

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3. When a file is created in Google Drive, add a task in Backlog

By linking files added to Google Drive with tasks in Backlog, it may become easier to review documents such as proposals and blueprints in PDF format.

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Summary

The integration of Airtable and Backlog should help strengthen collaboration between teams. If the subsequent processes can start quickly after receiving an order, it may reduce the time it takes to deliver products or services to customers.
Yoom allows app integration without the need for programming. Even those without programming knowledge can integrate apps intuitively, so if you've given up on automation before, feel free to give it a try!