How to integrate Backlog with kintone and add a record to kintone when a task is added in Backlog

The integration flow is broadly created through the following processes.

• Register Backlog and kintone as My Apps
• Set a trigger to activate when an issue is added in Backlog
• Set up to add a record in kintone
• Test and verify

Step 1: My App Integration with Backlog and kintone

First, log in to your Yoom account.
If you do not have an account, please create one on the Yoom account creation page.

1. Click on My Apps and then click on New Connection.

2. You can search by app name in the input field.
This time, search for Backlog and kintone respectively and register them.

Register Backlog as My App

First, let's register from Backlog. Enter Backlog in the input field, and the Backlog icon will appear, so click on the icon.

1. The following screen will be displayed.
Enter the domain. If the app integration fails, please refer to the following link. Checkpoints if Backlog app integration fails

Register kintone as My App

Similarly, search for kintone and click on the icon.

1. The following screen will appear.
Enter the subdomain, Client ID, and Client Secret.
For detailed instructions on registering kintone as My App, please refer to here.
If you encounter issues registering kintone as My App, please refer to the following link.
Main causes and solutions for failing to register kintone as My App
After entering, click "Add" to complete the registration of kintone as My App.

This concludes the registration of Backlog and kintone as My Apps.

Once the registration of My Apps is successful, the following screen will be displayed.
Please check if the icons for Backlog and kintone are displayed on the My Apps screen.

For more detailed information about Yoom, please check the Yoom Help Center.

Select a Template

Click "Try it" from the link below.

If the following message appears, the template copy was successful.
The copied template will be stored in My Projects.

Step 2: Setting the Trigger to Activate When a New Issue is Added in Backlog

1. First, click on "When a new issue is added" at the top.

2. You can set the title freely.
Enter the account information to link with Backlog.
Select "When a new issue is added" as the trigger.
Once you have finished entering, click "Next".

3. Set the trigger activation interval, domain, and project ID.
The trigger activation time can be set 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.
For the project ID, click the input field and select from the displayed options.
Once the settings are complete, click "Test", and if there are no issues, click "Save".

Step 3: Setting to Add a Record in kintone

1. Finally, click the icon for "Add a Record".

2. Enter the account information to link with kintone.
Select "Add a Record" as the action.

3. Enter the database linkage.
Click the input field for the app ID, and select the appropriate option from the displayed candidates.
Once the settings are complete, click "Next".

4. Set the values for the record to be added.
When you click on each input field, the information obtained from Backlog earlier will be displayed.
For example, in the screen below, the issue key is inserted by referencing the information from Backlog.
Once the settings are complete, click "Test", and if there are no issues, click "Save".

5. With this, the flow of [Add a Record in kintone When an Issue is Added in Backlog] is complete.

Step 4: Testing and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn ON Trigger" button to activate the flow bot.

With Yoom, you can start using it immediately without programming.
Try this convenient flow from the link below.

Other Automation Examples Using Backlog and kintone

There are many other examples of automation using Backlog and kintone in Yoom, so let me introduce a few.

1. A flow to register issues in Backlog with one click from kintone.
By utilizing this template, you can register issues in Backlog with one click from the record detail page in kintone.
This eliminates the need for manual transcription every time you register a new task, especially when managing client information or project progress in kintone.

2. This is a flow that notifies Slack when a task is added to the Backlog.
‍ By using this template, tasks added in Backlog will be automatically added to Slack.
This will allow you to quickly grasp the issues occurring in Backlog, facilitating smooth information sharing with team members.

3. This is a flow to create a folder in Google Drive when a task is added to Backlog.
By using this template, a folder will be automatically created in Google Drive whenever a task is added to Backlog.
This eliminates the need for manual folder creation, allowing team members to quickly access the necessary information.

Benefits and Examples of Integrating Backlog and kintone

Benefit 1: Reduction of Human Errors

Manual data entry inherently carries the risk of input errors.
Especially when the same data needs to be entered multiple times across different systems, the likelihood of typing errors or omissions increases.
Such mistakes can potentially lead to significant problems later on.
For instance, when transferring defect information recorded in Backlog by the quality control department to kintone used by the development department, there may be a need to manually input issue IDs, issue names, defect severity, and reporters.
However, manual input cannot completely avoid the possibility of typos or missing information.
This is particularly true when entering detailed information for a large number of defects, where input errors are more likely to occur.
By automating the process, records are automatically added to kintone when issues are added in Backlog, reducing human errors.
This leads to a decrease in information discrepancies due to human error, enabling quick responses based on accurate information.

Benefit 2: Reduction of Workload for Personnel

Manual data entry can be a significant burden for personnel, potentially encroaching on time that should be devoted to their primary tasks.
This burden increases when the same data needs to be entered into multiple systems.
For example, when the PR team records the progress of press release creation in Backlog and shares it with other departments using kintone, they may need to manually input data one by one. Such tasks can be time-consuming and labor-intensive, potentially impacting other important work.
Especially when managing multiple releases simultaneously, personnel may find it challenging to allocate sufficient time to their primary tasks of information dissemination and media relations due to being overwhelmed by data entry.
When issues are updated in Backlog, the necessary information is automatically reflected in kintone, freeing personnel from data entry tasks.
This allows, for example, PR personnel to allocate the time previously spent on information sharing to high-value tasks such as media strategy planning and post-release effectiveness measurement.
As a result, it helps create an environment where personnel can focus on their primary tasks, improving overall organizational efficiency.

Benefit 3: Reduction of Information Sharing Time Lag

Manual data entry can result in a time lag in information sharing.
For instance, when reflecting the progress of recruitment candidates managed by the HR department in Backlog to the recruitment management ledger in kintone used by selection personnel, it can take time.
If the information of applicants who passed the document screening is delayed in being reflected in kintone, it may hinder the scheduling of interviews.
By integrating Backlog and kintone, the time lag in information sharing can be eliminated, improving operational efficiency.
Automation enhances the speed of information sharing, preventing discrepancies in understanding among stakeholders.
Since issues are immediately reflected in kintone, tasks that need attention become quickly visible.
Furthermore, being able to promptly grasp the latest information creates an environment where other stakeholders can respond appropriately.
As a result, personnel can always check the latest information, enabling quick responses.

Conclusion

By integrating Backlog and kintone, records can now be automatically added to kintone when issues are added in Backlog.
This will further streamline the management of project progress and tasks, making it easier for the entire team to share priorities.
Even if you feel that automation is a high hurdle, you can easily start with Yoom.
For example, repetitive tasks that consume time, such as daily invoice management, email sorting, and report creation, can be automated using Yoom's template functions.
Why not experience the convenience of automation with Yoom?