Integrate CollaboFlow with OneDrive to upload application documents in PDF format to OneDrive when an application is approved in CollaboFlow.

You may have considered streamlining the manual process of downloading PDF files submitted via CollaboFlow and saving them to OneDrive.
Such manual routine tasks are difficult to streamline and carry the risk of human error.
Therefore, for teams with a high volume of applications in CollaboFlow, implementing automation can be a significant advantage.
This article introduces a method to automatically upload application documents to OneDrive when an application is approved by linking CollaboFlow and OneDrive.
Consider this as a reference when implementing automation.

Recommended for

Companies using CollaboFlow and OneDrive
Those using CollaboFlow and OneDrive but facing challenges in document management
Those who want to link CollaboFlow and OneDrive to reduce human error
Those who want to link CollaboFlow and OneDrive to reduce costs

Benefits and Examples of Linking CollaboFlow and OneDrive

Benefit 1: Time Reduction in File Saving Tasks

Saving PDF files submitted via CollaboFlow to OneDrive each time can be challenging when there are many applications.
By linking the two tools, you can automatically save the submitted PDF files, thus reducing manual time.
For example, even companies that cannot allocate many personnel to administrative tasks can use this automation to allow staff to allocate the time previously spent on manual tasks to other duties.
As a result, the time spent on each application can be reduced, and an improvement in work efficiency can be expected.

Benefit 2: Reduction of Human Errors in File Saving

When manually saving approved PDF files, there is a risk of missing files or saving them in the wrong folder.
Such human errors can be prevented by linking CollaboFlow and OneDrive.
For example, if there are expense applications with similar names, the similarity in file names may lead to saving them in the wrong location.
If the storage location is incorrect, unnecessary work will arise when checking stored documents during financial closing, etc.
By reducing human errors related to file saving through tool integration, responses during financial closing, etc., can be carried out smoothly.

Benefit 3: Reduction of Labor Costs

The task of downloading and saving submitted PDF files does not vary significantly depending on who performs it.
Such manual tasks can be automated to allocate human resources to more important tasks.
For example, even companies that cannot allocate many personnel to administrative tasks can reduce the time staff spend manually organizing and uploading documents, allowing that time to be allocated to other high-value tasks.
By automating tasks that are the same no matter who performs them, labor costs can be reduced.

Now, let's introduce the method of using the no-code tool Yoom to "upload the PDF of the application document to OneDrive when the application is approved in CollaboFlow".

[What is Yoom]

How to Upload the PDF of the Application Document to OneDrive When the Application is Approved in CollaboFlow

This method can be realized by receiving the approval of an application in CollaboFlow using CollaboFlow's API and saving the file to OneDrive using the API provided by OneDrive.
Generally, programming knowledge is required to achieve this, but it can be easily realized without programming knowledge by using the no-code tool Yoom.

We will create it in the following major processes.

Register CollaboFlow and OneDrive as My Apps
Copy the template
Set the trigger for CollaboFlow, which is the starting point of the flow, followed by the settings for OneDrive
Turn on the trigger button and check the linkage operation between CollaboFlow and OneDrive

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 OneDrive with My Apps

First, register Collabflow and OneDrive 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 OneDrive respectively and proceed to the next screen.

For Collabflow:

・Enter the account name, user ID, and API key according to the instructions, and click "Add" to complete the registration with My Apps.

For OneDrive:
Note: Microsoft365 (formerly Office365) has a personal plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.

・Enter the account above and sign in on the following screen to complete the registration with My Apps.

3. Copy the template for integrating Collabflow and OneDrive.

・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 starts the flow.
This flow is triggered when a request is approved in CollaboFlow.

1. Select "My Projects" in the Yoom management screen and click "Upload the application document PDF to OneDrive when the request is approved in CollaboFlow [Copy]".
* The template title can be changed on the next screen.

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

3. Confirm the account linked with CollaboFlow and click "Next".
* Other items are set by 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. If the test is successful, information obtained from CollaboFlow will be displayed in the output.
Add the file ID to the output and save it.
* For instructions on adding a file ID, please refer to the help page here under "2. Obtain the file ID using JSONPath".

Step 3: Setting to Download Documents from CollaboFlow

Next, set up to download PDF files from CollaboFlow.

1. Click "Download Attached Files to Integrate with Apps".

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

3. Set the instance name and file ID, and perform a test.
* The file ID is set from the output displayed when you click the frame in "When Webhook is Received (Webhook Trigger)" from Step 2. (Values are displayed in double brackets) This allows dynamic reflection of IDs that change per file.

4. Save if the test is successful.

Step 4: Setting to Save in OneDrive

Finally, set up to save the PDF file downloaded from CollaboFlow to OneDrive.

1. Click "Upload File to Integrate with Apps".

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

3. Set the settings for saving the PDF file and perform a test.
* The drive ID and item ID of the destination folder can be selected from the "Candidates" displayed when you click the frame.
* The file name can be directly entered as a fixed phrase. It can also be set from the output displayed when you click the frame in "When Webhook is Received (Webhook Trigger)". This allows dynamic reflection of values that change per application in the file name.

4. Save if the test is successful.
* If the test is successful, the PDF file downloaded in Step 3 will be saved in the specified folder.

5. When the trigger is turned ON, the approved PDF file will be automatically saved to OneDrive whenever 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 Microsoft Teams When a Request is Approved in Collaboflow

Even if a request is approved in Collaboflow, if it takes time for the person in charge to notice, a time lag in work may occur.
By using this integration, the approval will be notified to Microsoft Teams, allowing the person in charge to proceed with their work smoothly.

2. Add a Task to Microsoft Excel When a Request is Made in Collaboflow

When using Collaboflow and Microsoft Excel for task requests and management, there is a need to manually register tasks.
By using this automation, approved task information is automatically added to Microsoft Excel, which can improve work efficiency.

3. Register expenses in freee Accounting when they are applied for in CollaboFlow

Manually registering approved expenses in CollaboFlow can be a significant burden on the person in charge, especially as the number of expense applications increases.
By using this integration, transactions can be automatically registered, reducing the burden on the person in charge and enabling accurate transaction registration.

Summary

By integrating CollaboFlow with OneDrive, you can automate the storage of application documents.
This reduces the time staff spend manually downloading and saving files, prevents human errors during file storage, and allows human resources to be allocated to more important tasks.
As a result, a reduction in personnel costs associated with administrative tasks can be expected.
The integration of CollaboFlow and OneDrive can be achieved without coding by using Yoom.
By following the steps in this article, you can easily implement it, so take this opportunity to improve your operational efficiency.