How to automatically add records to Google Sheets when a request is approved in CollaboFlow by integrating CollaboFlow with Google Sheets

In the business field, efficient information sharing and automation of tasks are becoming increasingly important.
For example, in various application processes involving multiple approvers, many companies are likely to use tools that digitize workflow operations, such as CollaboFlow, to improve efficiency.
However, compiling approval results into another system can be time-consuming and labor-intensive.
In this article, we will introduce a method to link CollaboFlow with Google Sheets to automatically add records upon application approval.
If records can be automatically added to Google Sheets when an application is approved in CollaboFlow, it will reduce manual work and support accurate data management.
This app integration can be easily implemented without programming. Please refer to this article and give it a try.

Recommended for

Companies that regularly use CollaboFlow and Google Sheets
Those who find it cumbersome to transfer data approved in CollaboFlow to Google Sheets
Project managers who want to efficiently share approval information from CollaboFlow in Google Sheets
Those who want to simplify data collection for report creation after workflow approval using Google Sheets

Benefits and Examples of Integrating CollaboFlow and Google Sheets

Benefit 1: Improved Operational Efficiency

By building a system that automatically adds data to Google Sheets when an application is approved in CollaboFlow, manual input tasks become unnecessary, and operational efficiency is expected to improve.
Manual data entry not only takes time but also poses the risk of human errors such as typos and omissions.
However, by implementing this app integration, transcription is automated, allowing for reduced work time while maintaining data accuracy.
For example, when registering expense reimbursement application details in Google Sheets, administrators can focus solely on data verification, freeing them from input tasks and reducing the time spent on rechecking and correcting input errors.
This is particularly effective in projects with a high volume of applications or situations requiring collaboration across multiple departments.

Benefit 2: Enhanced Information Sharing through Centralized Data Management

By automatically reflecting approved applications in Google Sheets, information is centrally managed in Google Sheets, facilitating quick information sharing across the entire team.
For instance, in projects involving multiple teams, an environment where each member can immediately grasp the latest application status is essential.
By using app integration to automatically add application data to Google Sheets, the hassle of checking each time is eliminated, allowing all stakeholders to proceed with tasks based on the same data.
This helps prevent discrepancies or misunderstandings regarding applications and supports efficient communication.

Benefit 3: Reduced Report Creation Time

Automation may reduce the time required for report creation by accumulating approved data from CollaboFlow in Google Sheets.
When collecting application data manually, finding the necessary information and verifying data can be time-consuming.
However, by linking CollaboFlow with Google Sheets, all approval histories are recorded in an organized manner, enabling quick preparation of necessary data.
Since the latest approval status is automatically reflected, report creation proceeds smoothly, achieving time and effort savings.

From here, we will explain how to use the no-code tool Yoom to automatically add records to Google Sheets when an application is approved in CollaboFlow.

[What is Yoom]

How to Automatically Add Records to Google Sheets When an Application is Approved in CollaboFlow

First, receive the approval notification from CollaboFlow using CollaboFlow's API.
Then, use the API provided by Google Sheets to receive the application data from CollaboFlow and add it to Google Sheets. This enables automation.

We will create it through the following major processes:

Integrate CollaboFlow and Google Sheets with My Apps
Copy the template
Set up a webhook in CollaboFlow, read the data, and add it to Google Sheets
Turn on the trigger to complete the preparation for flow operation

If you are registered with Yoom, please log in. If not, please register for free and proceed with the setup.

Step 1. Integrate Collabflow and Google Sheets with My Apps

First, integrate Collabflow and Google Sheets with My Apps.
After logging into Yoom, click "My Apps" on the left side of the screen and search for Collabflow from "+New Connection".

Enter the "Account Name" and "Access Token".

The API key required for the access token can be obtained from the Collabflow settings.
Click the gear icon at the top right of the Collabflow screen and select "System Management Area".

Next, click "Environment Settings".

Scroll down the screen and you can issue an API key from "Registration" under "REST API".
Set the "Client Name" text as desired. (Example: For Yoom Integration)
Use the issued API key to create the string "{User ID}/apikey:{API Key}" and encode it in BASE64.
*For more information on BASE64, see here.
Enter the encoded string into the "Access Token" and click "Add" to complete the integration of Collabflow with My Apps.

Next, search for Google Sheets from "+New Connection".

Click "Sign in with Google" and proceed with the sign-in operation.

By granting access, the integration of Google Sheets with My Apps is complete.
Next, let's proceed with the setup using the template. Log in to Yoom and click "Try it" on the banner below.

"Template has been copied!" will be displayed, so click "OK" to complete the copy.

Step 2. Set up Webhook in CollaboFlow

Set up the Webhook to retrieve information in CollaboFlow.
Click "Receive Webhook from Route (Webhook Trigger)".

On the next page, check the "Account Information to Integrate with CollaboFlow".
The title can be edited, but do not change the trigger action and click "Next".

Next, copy the displayed Webhook URL and configure it within CollaboFlow.
For detailed instructions on how to set up a Webhook in CollaboFlow, please refer to here.
Once the setup is complete, perform the approval operation in CollaboFlow and click "Test".

Check the method obtained from CollaboFlow in the output and click "Save".

Step 3. Retrieve Data from CollaboFlow

Next, set up to retrieve application data from CollaboFlow.
Click "Retrieve Application Details".

Edit the title as desired and check the account information, then click "Next".

Configure the API connection settings.
Refer to the annotations for "Instance Name" and "Application Code" and quote from the URL.
For "Document ID", click the input field and select the document ID from the displayed options.
Once the setup is complete, click "Test".

To add data to Google Sheets, I created a sheet like the image based on the output items.
Once you have completed the preparation up to this point, click "Save".

Step 4. Add Data to Google Sheets

Next, set up to add data to Google Sheets.
Click "Add Record".

Edit the title as desired and check the account information.

In "Database Integration", set the Spreadsheet ID and the tab name of the spreadsheet.

Click the input field to display options, select the relevant item, and click "Next".

In "Values of Records to Add", configure the data to be added.
Click the input field and select the data to be added from the options.
After adding, click "Test".

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Once you confirm that the data has been automatically added to the specified Google Sheets, click "Save".

Click "Turn on Trigger" to complete the setup for the flow operation. Now, when an application is approved in CollaboFlow, a record will be automatically added to Google Sheets.

Other Automation Examples Using Collabflow and Google Sheets

There are many other examples of automation using Collabflow and Google Sheets in Yoom, so here are a few to introduce.

1. Register in Collabflow When User Information is Added to Google Sheets

You can build a system where new registrations are made in Collabflow based on user information in Google Sheets. This eliminates the need for manual input and is expected to improve operational efficiency.

2. Send an Email via Gmail When a Request is Approved in Collaboflow

A process is supported to send notifications via Gmail based on the approved request details in Collaboflow. This ensures an environment where approval results are accurately shared among stakeholders.

3. Add a Todo to Salesforce when a request is approved in Collabflow

A Todo is created in Salesforce based on the approved request details in Collabflow, which is expected to improve task management and follow-up operations. It supports the acceleration of business processes utilizing request information.

Summary

By integrating CollaboFlow with Google Sheets, data management after application approval is automated, which is expected to improve operational efficiency and information sharing.
It also helps prevent the hassle and errors of manual data entry, reducing the preparation time for report creation.
Companies already using CollaboFlow can establish a more efficient and accurate data management system by implementing this app integration.
Yoom's app integration requires no programming and can be easily implemented. Take this opportunity to experience improved operational efficiency.

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