How to integrate Collaboflow with Airtable to create a record in Airtable when a request is approved in Collaboflow.

Do you ever feel challenged by the task of manually registering approved application details from Collaboflow into Airtable?
Manual registration can be time-consuming, and omissions or delays in registration can hinder efficient operations.
By integrating Collaboflow with Airtable, you can register information in real-time as applications are approved.
This will result in improved operational efficiency and increased accuracy of information.
This article introduces a method to integrate Collaboflow with Airtable without coding.
It's easy to implement even without specialized knowledge, so consider it as a reference when introducing automation.

Recommended for

Those who use Collaboflow and Airtable
Those who find it cumbersome to record data in Airtable after approval in Collaboflow
Those who want to reduce human errors when registering in Airtable after approval in Collaboflow
Those who want to achieve real-time information sharing by integrating Collaboflow and Airtable

Benefits and Examples of Integrating Collaboflow and Airtable

Benefit 1: Reduce Manual Registration Tasks

Registering approved content from Collaboflow into Airtable is time-consuming.
The work time for the person in charge increases in proportion to the number of application items.
By integrating the tools, you can reduce the manual registration tasks of approved content from Collaboflow, improving operational efficiency.
For example, when using Collaboflow and Airtable for purchasing and managing supplies, you need to manually register various items such as product names, quantities, prices, suppliers, and delivery dates.
As the number of applications increases, registration tasks can overwhelm you, stalling the progress of other tasks.
However, with this integration, the application content is automatically registered in Airtable, allowing the person in charge to focus on other important tasks.

Benefit 2: Prevent Human Errors

When manually registering approved content from Collaboflow into Airtable, there is a risk of human error.
Omissions or duplicate registrations may occur.
By integrating the two tools, you can prevent human errors when registering in Airtable, enabling accurate information management.
For example, when using Collaboflow for new customer registration applications and registering approved customer data in Airtable, you might forget to copy some customer information during manual registration.
Such mistakes can affect trust with customers, so preventing human errors through automation allows for trustworthy data management.

Benefit 3: Real-Time Information Sharing

When manually registering post-approval data into Airtable, there can be a time lag.
If multiple departments use the post-approval data, the time lag can hinder business progress.
By integrating Collaboflow and Airtable, information is registered in real-time according to approval, preventing time lags.
For example, if the sales department registers newly applied customer data in Airtable, the marketing department can immediately use the same data.
By incorporating automation in this way, smooth information sharing within the company is possible.

Now, let's introduce the method to "create a record in Airtable when an application is approved in Collaboflow" using the no-code tool Yoom.

[What is Yoom]

How to Create a Record in Airtable When an Application is Approved in Collaboflow

This method can be achieved by receiving approval notifications from Collaboflow using its API and creating records using Airtable's API.
Generally, programming knowledge is required to achieve this, but using the no-code tool Yoom makes it easy to implement without programming knowledge.

We will create it broadly in the following processes.

Register Collaboflow and Airtable as My Apps
Copy the template
Set the trigger for Collaboflow, which is the starting point of the flow, followed by Airtable settings
Turn on the trigger button and verify the integration operation between Collaboflow and Airtable

If you are not using Yoom, please register for free from here.
If you are already using Yoom, please log in.

Step 1: Integrate Collabflow and Airtable with My Apps

First, register Collabflow and Airtable with My Apps to integrate them with Yoom.

1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".

2. On the following screen, search for Collabflow and Airtable respectively and proceed to the next screen.

＜For Collabflow＞

・Enter the account name, user ID, and API key as instructed, and click "Add" to complete the registration in My Apps.

＜For Airtable＞

・Log in and select the base or workspace you want to integrate from "+Add a base" on the screen below.
Click "Grant access" to complete the registration in My Apps.

3. Copy the template for integrating Collabflow and Airtable.

・Open the link below.

・Click "Try this template" to complete the copy.

Step 2: Setting up the trigger for the CollaboFlow

Set up the trigger action that initiates the flow.
This flow is triggered when a request is approved in CollaboFlow.

1. Select "My Projects" in the Yoom management screen and click "Create a record in Airtable when a request is approved in CollaboFlow [Copy]".
*You can change the template title on the next screen.

2. Click "App Trigger Receive Webhook on Route (Webhook Trigger)".

3. Confirm the account linked with CollaboFlow and click "Next".
*Other items are set to default.

4. Copy the Webhook URL, set it in CollaboFlow, and perform a test.
*For instructions on setting the Webhook URL in CollaboFlow, please check here.

5. Save it once the test is successful.

Step 3: Setting to Retrieve Details of the Request from CollaboFlow

1. Click "Integrate with App Retrieve Request Details".

2. Confirm the account linked with CollaboFlow and click "Next".
*Other items are set to default.

3. Set the instance name, application code, and document ID, then perform a test.
*Select the document ID from the output displayed when you click the frame under "Receive Webhook on Route (Webhook Trigger)". (Values are displayed in double brackets)

4. Once the test is successful, the values retrieved from the CollaboFlow document will be displayed in the output.
Change the names like "Item 1", "Item 2" to the corresponding field names in Airtable and save.
*For instructions on changing the display of "Item 1", "Item 2" in the output, refer to step 3 of the settings here.

Step 4: Setting to Add Records to Airtable

1. Click "Integrate with App Create Record".

2. Confirm the account linked with Airtable and click "Next".
*Other items are set to default.

3. Set the base ID, table ID or name, and field information.
*For field information, enter the field names registered in Airtable. For values, select the corresponding item from "Retrieve Request Details" in the output displayed when you click the frame. (Values are displayed in double brackets) This allows dynamic reflection of content that changes with each request.
*Add field information for each item to be registered in Airtable by clicking "+ Add Field Information".

4. After completing the above settings, perform a test and save it once successful.

5. Once the trigger is turned ON, a record will be automatically created in Airtable each time a request is approved in CollaboFlow.

If you have any questions about the flow introduced, please check the help page here.

Other Automation Examples Using Collaboflow

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

1. Notify Slack When an Application is Completed in Collaboflow

You can notify Slack in real-time when an application is approved in Collaboflow.
This integration allows for quick notification of application approvals, preventing notification omissions, and is expected to strengthen collaboration with stakeholders.

2. Upload the application document PDF to OneDrive when the application is approved in Collaboflow

You can automatically save the approved PDF file from Collaboflow to OneDrive.
This integration will reduce the working time of the person in charge and prevent human errors during file saving, enabling efficient and accurate file storage.

3. Send the contract via CloudSign once the application is approved in CollaboFlow

Once the application is approved in CollaboFlow, you can automate the process of sending the contract via CloudSign.
This integration allows you to send the contract in line with the approval, enabling swift contract conclusion.

Summary

By integrating Collaboflow with Airtable, you can automate data registration after approval. This automation reduces the registration workload for staff and prevents human errors, thereby improving operational efficiency. Additionally, since information is registered in Airtable in real-time, it facilitates smooth information sharing and strengthens collaboration between teams. The integration of Collaboflow and Airtable can be achieved without coding by using Yoom. You can implement it simply by following the steps outlined in this article, so take this opportunity to automate your operations.