To integrate Collaboflow with Google Drive and upload the application documents as a PDF to Google Drive once the application is approved in Collaboflow.

As the digitization of business operations progresses, there is a growing demand for systems that streamline daily application and approval processes.
In particular, document storage and management tasks tend to become complicated, leading to increased workload and potential human errors.
Therefore, this time we will introduce a method to automatically upload application documents as PDFs to Google Drive when an application is approved by integrating CollaboFlow with Google Drive.
This automation is expected to improve operational efficiency and reduce human errors.
We will also explain how to set up this integration without coding, so please use it as a reference.

Recommended for

Those who are using Google Drive as an information sharing tool but are considering automating document storage
Those who are aiming to streamline the approval process and are reviewing the entire business flow
Those who want to reduce human errors and improve the accuracy of information

Benefits and Examples of Integrating CollaboFlow with Google Drive

Benefit 1: Streamlining the Approval Process

By automating application approvals in CollaboFlow, manual tasks for the person in charge are reduced, and smooth business operations can be expected.
Since the PDF upload after approval is also automated, it eliminates duplicate work and the hassle of file management, allowing subsequent business flows to proceed smoothly.
For example, when a business trip application is approved, the PDF of the expense report is automatically saved to Google Drive, allowing the person in charge to focus on verifying the application content, which can also improve the speed of accounting processing.

Benefit 2: Centralized Information Management

By automatically uploading application documents to Google Drive, information is centralized in one place.
This allows for quick search and reference of necessary documents, avoiding the risk of dispersion like with paper media.
For example, after a contract is approved, the PDF is automatically saved in the contract management folder, allowing for quick verification during contract renewals or audits, leading to improved business efficiency.

Benefit 3: Reduction of Human Errors

With automatic uploads, there is no need for manual input, reducing the likelihood of mistakes.
This improves the accuracy of operations and is expected to reduce the time spent on correction tasks.
For example, when a purchase application is approved, the estimate PDF is automatically saved in the appropriate folder, preventing incorrect storage locations and overlooked files.

From here, we will set up using the Yoom template 【Upload application documents as PDFs to Google Drive when an application is approved in CollaboFlow】.

[About Yoom]

How to Upload Application Documents as PDFs to Google Drive When an Application is Approved in CollaboFlow

The steps for this integration flow are broadly as follows.

Integrate CollaboFlow and Google Drive with My Apps
Copy the template
Set triggers and actions
Finally, check if the trigger is activated

Preparation
1) First, access the official Yoom website and create an account.
Yoom Account Registration Page
If you already have an account, please log in.

2) An access token is required to register your app in Collabflow.
First, log in to Collabflow and obtain an API key.
After logging in, select "System Environment Area" from the settings.

Select "Environment Settings".

Enter the required information in the "REST API" section at the bottom of the screen and obtain an API key.
Enter any client name, select "HTTP Header Authentication" as the authentication type, and click the "Issue API Key" button to obtain the API key.

Combine the obtained API key with the user ID in the format "{user ID}/apikey:{API key}" and encode it in BASE64.
What is Base64 Encoding | Yoom Help Center

Step 1: Link Collabflow and Google Drive to My Apps

1) After logging into your Yoom account, register the app you will use next.
Click "My Apps" and select "New Connection".

2) A list of apps that can be connected with Yoom will be displayed. Search for the two apps you will use this time, "Collabflow" and "Google Drive", one by one from the search window at the top.

Once you have selected Collabflow, enter the account name you will use and the pre-prepared access token, and click "Add".

Similarly, select Google Drive and log in with your Google account.

3) Once registration is complete, an icon will be displayed in My Apps.
Check if the icon of the registered app is displayed.

Step 2: Copy the Template

Click this banner.

1) Click the "Try this template" icon.

2) A display like the one below will appear, click "OK".

If it is displayed as below, the copy is complete.

The title and details can be edited by clicking, so please change them as needed.
Click the icons with "!" displayed on the right in order from the top to set the operations.
Also, the template is saved in My Projects.
Therefore, the copied template can also be opened from My Projects.

Step 3: Set the Trigger

Click "App Trigger When Webhook is Received (Webhook Start)".

Step 4: Set the Collaboflow Action

1) Select the action "When Webhook is Received (Webhook Start)" and click "Next".

2) Copy the Webhook URL and configure it in the management screen of the target app.
Send the Webhook event or execute the event that triggers it, and click "Test" after completion.
For details on how to set up Collaboflow, please refer to the following.
Route Webhook Settings – Collaboflow Support

3) After a successful test, click "+Add Output Value" under the output to add the output information needed for the next step.
For more details, please refer to the following.
How to Set Up the "Download Attachment" Action in Collaboflow | Yoom Help Center

4) After adding the output information, click "Save".

Step 5: Set the Collaboflow Action

1) Return to the flow and click the "Integrate with App Download Attachment" icon.

2) Select the action "Download Attachment" and click "Next".

3) Enter the required fields.
You can enter using the output information from Collaboflow obtained earlier.
Select from the options and click "Save" once the input is complete.

Step 6: Set the Google Drive Action

1) Return to the flow and click the "Integrate with App Download Attachment" icon.

2) Select the action "Download Attachment" and click "Next".

3) Enter the required fields.
If the app is integrated, you can select the folder ID from the options.

Additionally, you can enter the file name using the output information from Collaboflow.
Select from the options as needed and click "Save" once the input is complete.

This completes the flow of 【Uploading the Application Document PDF to Google Drive when the Application is Approved in Collaboflow】.

Step 7: Test and Verify

Once the setup is complete, a display like the one below will appear, click "Turn ON Trigger".
Start the flow bot and verify that it operates correctly.

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The template used this time is here

Other Automation Examples Using Collaboflow and Google Drive

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

1. Send an Email with Outlook When a Request is Approved in Collaboflow
This template allows for automatic notifications via Outlook after a request is approved in Collaboflow.
For example, you can set up an automatic notification via Outlook to the General Affairs Department when a contract request is approved by the Sales Department.
This helps prevent communication oversights, speeds up procedures, and improves operational efficiency.
Additionally, it can help prevent errors due to reduced manual work and lessen the burden on employees.

2. Add a task to kintone when a request is made in CollaboFlow
This template allows you to automatically add a task to kintone when a request is made in CollaboFlow.
For example, it is possible to set up an automatic notification via Outlook to the General Affairs Department when a contract request approved by the Sales Department is made.
This helps prevent communication oversights, speeds up procedures, and improves operational efficiency.
Furthermore, it facilitates smooth collaboration between teams, leading to overall operational efficiency.

3. Once approval is completed in CollaboFlow, update the Google Spreadsheet record
This template allows for the automatic update of Google Spreadsheet records once approval is completed in CollaboFlow.
For example, when a recruitment application is approved by the HR department, the recruiter's information is automatically reflected in the General Affairs department's spreadsheet.
This automation is expected to reduce manual input and improve data accuracy.
Furthermore, it enables real-time information sharing, which can enhance work speed and improve collaboration efficiency.

Summary

In this blog, we introduced a method to integrate CollaboFlow with Google Drive, allowing for the automatic saving of application documents as PDFs to Google Drive when an application is approved.
This system eliminates the need for manual file saving tasks, thereby improving document management efficiency.
Additionally, automation helps prevent human errors and ensures the secure management of important application documents, which is a significant advantage.
This system should particularly help reduce the workload for companies or teams that process numerous applications daily.
Furthermore, by using a no-code tool called Yoom to set up the integration, even beginners can easily achieve automation.
If you aim to improve operational efficiency and save time, take this opportunity to try automating your operations using CollaboFlow and Google Drive.