How to integrate Airtable with TOKIUM to automatically register employee information in TOKIUM when it is registered in Airtable

The integration flow is broadly divided into the following processes.

• Register Airtable and TOKIUM as My Apps
• Copy the template
• Set the trigger in Airtable as the starting point of the flow and configure the subsequent operations in TOKIUM
• Turn on the trigger button and verify the integration between Airtable and TOKIUM

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Step 1: Register Airtable and TOKIUM as My Apps

Let's register Airtable and TOKIUM as My Apps in Yoom.
Completing the My App registration first makes automation settings easier.

Please register Airtable as a My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.

When the following screen is displayed, search for Airtable from "Search by App Name" or find it from the app list.

Yoom's Help Page describes how to register My Apps, so please refer to it for registration.

Next, proceed to register TOKIUM as a My App.
Similarly, search for TOKIUM from "Search by App Name" or find it from the app list.

When the following screen is displayed, set the "Account Name" and "Access Token".

If Airtable and TOKIUM are displayed in My Apps, the registration is complete.

Step 2: Copy the Template

To set up automation, click "Try it" on the banner below.

Read the screen display below and click "OK".

The following screen will be displayed, so check the "Title" and "Description".
If you want to make changes, click on the relevant section to modify it.
To proceed with the Airtable settings, click "When a record is registered".

Step 3: Airtable Trigger Settings as the Starting Point of the Flow and Subsequent TOKIUM Operation Settings

When the following screen is displayed, check the settings.

• "Title" → Editable
• "Account Information Linked with Airtable (OAuth)" → Confirm if it's the account you are using
• "Trigger Action" → When a record is registered
  

Check the following setup method.
For information on how to retrieve field information, please check here.

When the following screen is displayed, configure the settings.

• "Trigger Interval" → Choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, 60 minutes
  ※ The trigger interval varies depending on the plan, so please be careful.
• "Base ID", "Table ID" → Select from part of the URL
• "Created Time Field Name" → Set optionally

Once configured, click "Test" and "Test Successful" will be displayed.
Refer to here to set the output.
When setting up TOKIUM, the output will be needed, so set it up first.
Once configured, click "Save".

Next, to set up TOKIUM, click "Register Employee".
The following screen will be displayed, so check the settings.

• "Title" → Editable
• "Account Information Linked with TOKIUM" → Confirm if it's the account you are using
• "Action" → Register Employee
  

When the following screen is displayed, set the "Employee Name".
Use the Airtable output set earlier to configure it.
The output will be displayed by clicking the arrow within the red frame.
The values set in Airtable will be displayed as output, so set the corresponding values.

Set other items in the same way as before.
Once configured, click "Test" → "Test Successful" → "Save".

Next, to set up updating Airtable records, click "Update Record".
The following screen will be displayed, so check the settings.

• "Title" → Editable
• "Account Information Linked with Airtable (OAuth)" → Confirm if it's the account you are using
• "Action" → Update Record
  

Check the following precautions.

Scroll and select "Base ID" and "Table ID or Name" from the URL.

Next, set the "Record ID".
Select from the Airtable output.

Scroll and set the "Field Information".

• "Field Name" → Set optionally
• "Value" → Job ID
  Select from the TOKIUM output.

Once configured, click "Test" → "Test Successful" → "Save".

Step 4: Turn ON the Trigger Button and Verify the Integration Operation between Airtable and TOKIUM

Finally, click "Turn ON Trigger" to complete the automation setup.
Verify that the flow bot starts up correctly.

The template used this time is here.

Other Automation Examples Using TOKIUM

1. This is a flow where invoice files are automatically uploaded to Google Drive when an invoice is registered in TOKIUM.
It is recommended for those who manage invoices digitally, as it saves the trouble of manually saving them.
By automatically saving invoices, it prevents the loss of files.

2. This is a flow where an automatic notification is sent to Microsoft Teams when an expense is registered in TOKIUM.
It is an automation recommended for accounting personnel who want to process expenses quickly.
It eliminates the hassle of manually communicating the completion of expense registration, and can be expected to improve work efficiency.

3. This is a flow that automatically registers a client in TOKIUM when a row is added to a Google Spreadsheet.
It is recommended for those who register client information in Google Spreadsheets.
It saves the effort of manually transferring client information.

Summary

The integration of Airtable and TOKIUM can streamline the management of employee data and contribute to improved accuracy in operations.
This may eliminate the need for manual input, saving effort and time.

Enhance operational efficiency by implementing Yoom, which can be easily registered without any code.
Please refer to this blog and try integrating TOKIUM with Airtable.