How to integrate CloudSign with Google Workspace and register in Google Workspace once an employment contract is completed in CloudSign

Step 1: Connect CloudSign and Google Workspace to My Apps

Let's register My Apps to connect CloudSign and Google Workspace to Yoom.
By completing the My Apps registration first, you can smoothly proceed with the automation settings.

1. Click on My Apps on the left side of the Yoom page and select "New Connection".
Enter "CloudSign" in the search box at the top right and select CloudSign from the search results.

2. Enter the account name and client ID on the CloudSign registration screen and click "Add".
※ For details on how to register CloudSign with My Apps, please check this page.

This completes the integration with CloudSign.

3. Next, register Google Workspace with My Apps.
Similar to the CloudSign registration, click on My Apps on the left side of the Yoom page and select "New Connection".
Enter "Google Workspace" in the search box and select Google Workspace from the search results, then click "Sign in with Google" on the next screen.
Select an account on the account selection screen, and if there are no issues after logging in, click "Continue" on the displayed screen.

If CloudSign and Google Workspace are displayed in My Apps, the registration is complete.

Step 2: Copy the Template

Open the template page below and click 'Try this template'.

The template will be automatically copied to your workspace. On the next screen, please click "OK".

Step 3: Set up the CloudSign trigger that initiates the flow and the subsequent Google Workspace operations

1. Click "OK" on the previous screen, then click the app trigger "When the document signing is completed" on the displayed screen.
※ This screen appears when you click "Register with Google Workspace when employment contract is completed with CloudSign [Copy]" in the Flowbot under "My Projects" on the left side of the Yoom page.

2. Enter the required fields on the displayed screen and click "Next".

3. Configure the details on the displayed screen. Select the "Trigger Interval".
※ Triggers can be set to intervals of 5, 10, 15, 30, or 60 minutes. Please note that the shortest trigger interval varies depending on the plan.

4. Once the input is complete, execute "Test" and if successful, click "Save".
The displayed output can be used in the next settings as indicated by "This value can be used in other operations."

5. Click "Retrieve list of files attached to the document" to integrate with the app, and the following screen will be displayed. Proceed with the settings below.
After entering, click "Next".

6. Set up the API connection.
The output for each previously set item will be retrieved. Click the input field to display output options and select the necessary items.
※ Please set up the API connection for "Retrieve attached files from the document" in the same manner.
‍In the "File ID" input field, set the list of "File IDs" from the output "Retrieve list of files attached to the document".

After completing the input, execute "Test" and if successful, click "Save".

7. Click "Read text from images/PDFs" and the following screen will be displayed. Proceed with the settings below.
After entering, click "Next".

8. Use AI to read the information from the contract. Set the method of file attachment and any additional items you wish to extract.
In the left box of "File Attachment Method", set the image to be read. In the right box, select items from the output.
For "Additional Items to Extract", enter the items you will later set in Google Workspace.
※ In this case, it was set as shown in the image below.

Once the settings are complete, click "Test" and then click the "Save" button.

9. Let's set up Google Workspace.
Click "Add a new user" to integrate with the app, and the following screen will be displayed. Proceed with the settings below.
After entering, click "Next".

10. Set up the API connection. The output for each configured item will be retrieved. Click the input field to display output options and enter each one.
After completing the input, execute "Test" and if successful, click "Save".

Step 4: Turn on the trigger button and verify the operation of the integration flow between CloudSign and Google Workspace

Click the "Turn on Trigger" button in the red frame on the screen below to automatically start the Flowbot.

The contents of the template used this time are as follows.

Other Automation Examples Using CloudSign and Google Workspace

Additionally, Yoom offers templates that use CloudSign and Google Workspace, so here are a few examples.

1. Notify via LINE when a contract is completed in CloudSign
This flow sends a notification via LINE when a contract is completed in CloudSign. By utilizing this flow, you can eliminate the hassle of checking the CloudSign management screen and avoid missing important contracts, allowing you to immediately know when a contract is completed.

2. Update Google Spreadsheet Information When a Contract is Completed with CloudSign
This flow updates Google Spreadsheet information when a contract is completed with CloudSign. By utilizing this flow, the document signing date is automatically added to the Google Spreadsheet and the data is updated after the contract is completed with CloudSign. This eliminates the need for manual entry, helping to prevent human errors such as input mistakes and omissions.

3. Update Google Workspace Employee Information When Department Information is Changed in SmartHR
This is a flow to update Google Workspace employee information when department information is changed in SmartHR. By utilizing this flow, you can automatically update Google Workspace employee information when department information is changed in SmartHR. This helps prevent manual input errors and omissions in Google Workspace, thereby improving the efficiency of administrative tasks.

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Summary

This time, we introduced a method to register with Google Workspace once an employment contract is completed using CloudSign by integrating CloudSign with Google Workspace. By linking CloudSign and Google Workspace, it becomes possible to centralize and automate the process from employment contracts to account management.
This can lead to improved operational efficiency for HR and IT departments, thorough legal compliance, and enhanced security.
No special skills or knowledge are required to implement automation with Yoom. You can easily operate it by simply following the instructions.
Please refer to this article and try integrating CloudSign with Google Workspace.