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Many people may want to efficiently check the information that an application has been approved in Lab Flow. This time, we will explain how to automatically receive notifications when an application is approved by linking Collab Flow with Gmail. This automation can improve work efficiency and reduce manual errors. Especially for companies with many application tasks, it is expected that the transparency and speed of operations will be significantly improved.
We will introduce a convenient flow, so please read to the end!
When an application is approved in Collab Flow, a notification email is automatically sent via Gmail. This eliminates the need to manually create emails, reducing processing time. For example, in departments with a large number of applications, the time for applicants and approvers to move to the next step is significantly reduced, achieving overall work efficiency.
Manual notifications carry the risk of human error, but automation ensures that an email is sent via Gmail the moment approval is completed. This prevents notification omissions and misdelivery, ensuring that important information reliably reaches the relevant parties. For example, personnel who manually notified approval results no longer have to worry about misdelivery, improving the reliability of operations.
With automatic notifications sent via Gmail as soon as an application is approved, the approval flow becomes easily trackable by anyone. This allows applicants, approvers, and administrators to grasp the progress in a timely manner. For example, it becomes possible to quickly identify pending states or delayed parts, enabling swift responses when issues arise.
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This time, we will proceed with the flow in four major steps.
・Register Collab Flow and Gmail as My Apps
・Copy the template
・Set the trigger for the starting Collab Flow and the subsequent Gmail notification
・Turn on the trigger
Here is the template we will use this time.
Read the following screen display and click "OK".
1. App Trigger Settings
Click inside the red frame in the image below.
The screen "Select Linked Account and Action" will be displayed.
If there is no mistake in the account information linked with Collaboflow, click "Next".
A screen like the image below will be displayed, so proceed with the settings according to the content.
※ For the method of setting Webhooks in Collaboflow, please see this article.
Once the settings are complete, click "Test", and if "Test Successful" is displayed, click "Save".
2. Integrate with the App
Click the red-framed "Get Application Details".
Set up to retrieve application details.
Click "Next" in the red frame on the screen in the image below.
Once the input is complete, scroll down and click "Test".
If "Test Successful" is displayed, click "Save".
The "API Connection Settings" screen will be displayed, so proceed with the input according to the content.
3. Gmail Settings
Proceed with the settings to receive notifications in Gmail.
Click inside the red frame on the screen below.
The "Email Settings" screen will be displayed.
Confirm that it is the Gmail account to be linked this time.
Scroll down to edit the email content.
Clicking on the body section will display "Output", allowing you to easily set the notification content.
Once you have edited the content, click "Next".
Send a test email and confirm that the notification has arrived in Gmail.
Once confirmed, click "Save".
Finally, click "Turn on Trigger" to complete the automation settings.
Check if the flowbot is operating correctly.
① Notify Google Chat When a Request is Approved in Collaboflow
This flow notifies Google Chat when a request is approved in Collaboflow. By integrating Collaboflow with Google Chat, it is recommended for those who want to immediately check the approved content in the chat.
② Notify employees of onboarding information via Gmail once they are registered in Google Workspace
This is the flow for notifying employees of onboarding information via Gmail once they are registered in Google Workspace. It streamlines the business process. As the email is automatically sent simultaneously with the registration of new employees, it helps reduce the time HR personnel spend sending emails manually one by one.
③ Register the content of inquiry emails received in Gmail to kintone
This is a flow to register the content of inquiry emails received in Gmail to kintone. It is recommended for those who receive many inquiries using Gmail and find it cumbersome to manage them.
We introduced how to integrate Collaboflow with Gmail. By integrating Collaboflow with Gmail, the application approval process is automated, significantly improving work efficiency. It reduces manual errors and enhances the transparency of the approval flow, ensuring smooth operations across the company. By following the steps in this article, anyone can easily achieve this automation.
To implement automation with Yoom, no special skills or knowledge are required. Simply follow the instructions, and the operation is straightforward.
If you would like to experience it, please register for free from here.
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