How to automatically update an employee's bank account in freee HR when a request is approved in CollaboFlow by integrating CollaboFlow with freee HR

Are you looking to streamline the data update tasks that arise in your daily operations?
This article introduces an automation that updates employee data in freee HR when a request in CollaboFlow is approved.
This eliminates the need for manual work, significantly reducing work time.
Additionally, it prevents human errors, allowing for accurate data updates.

Recommended for:

Those who have implemented CollaboFlow and freee HR and want to reduce manual tasks
Those who want to prevent human errors in employee information update tasks
Those who want to manage employee data accurately

Benefits and Examples of Integrating CollaboFlow and freee HR

Benefit 1: Reduce Manual Tasks

Updating data manually is a time-consuming and labor-intensive task, but these issues can be resolved by implementing automation.
For example, after a request is approved in CollaboFlow, employee information in freee HR is automatically updated, eliminating the need to update it again.
This allows HR personnel to allocate the time spent on data entry to recruitment or employee development tasks.
This automation is especially recommended during busy periods like the end of the month.

Benefit 2: Prevent Human Errors

Human errors in data updates can affect correction tasks and subsequent operations.
By integrating CollaboFlow and freee HR and implementing automation to update employee data, updates can be made accurately, reducing human errors.
For example, when a salary transfer request is submitted and approved in CollaboFlow, the bank account in freee HR can be automatically updated, ensuring salaries are paid to the correct account.
This allows for smooth operations even if employees change their bank accounts.

Benefit 3: Centralize Employee Information Updates

By integrating CollaboFlow and freee HR, employee information updates can be centralized.
Once a request in CollaboFlow is approved, the employee's bank account in freee HR is automatically updated, eliminating the need for manual updates.
This means there is no need to enter the same data multiple times, eliminating the need for duplicate management.
This is particularly important when handling financial information, as it is crucial to add data accurately.

Now, let's explain how to use the no-code tool Yoom to "update employee information in freee HR when a request is approved in CollaboFlow."

[What is Yoom]

How to Create an Integration Flow between CollaboFlow and freee HR

Automation can be achieved by receiving CollaboFlow request approvals via API and updating employee account information through the freee HR API.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

The integration flow is created in the following main processes:

Register CollaboFlow and freee HR as My Apps
Copy the template
Set the trigger in CollaboFlow that initiates the flow and the subsequent operation settings in freee HR
Turn on the trigger button and verify the integration operation between CollaboFlow and freee HR

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

Step 1: Register CollaboFlow and freee HR Management as My Apps

Please register CollaboFlow and freee HR Management as My Apps to connect them to Yoom.
Registering My Apps in advance allows for smoother automation settings.

First, let's register CollaboFlow as a My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.

When the following screen appears, search for CollaboFlow from the app list or use the search bar.

The following screen will appear, so set the "Account Name".

Move to the CollaboFlow screen and click in the following order: "Settings Icon" at the top right → "System Management Area" → "Environment Settings" → "REST API" → "Register" → "Issue API Key".
Return to the Yoom screen, enter the string in the format "{User ID}/apikey:(API Key)", encode it in BASE64, and set the access token.
Check here for more information on BASE64 encoding.

Next, proceed to register freee HR Management as a My App.
Similarly, search for freee HR Management from the list or use the search bar.
The freee HR Management screen titled "Start App Integration" will appear, scroll down and click "Allow".

Once the registration of CollaboFlow and freee HR Management as My Apps is complete, they will be displayed in My Apps.

Step 2: Copy the Template

To set up automation, click "Try it" on the banner below.

Please read the following screen display and click "OK".
When the following screen is displayed, check the "Title" and "Description".
If you want to make changes, click on the relevant section to modify it.
Start by setting up the CollaboFlow, and click "Receive Webhook for Route (Webhook Trigger)".
Step 3: Setting the Trigger for CollaboFlow, which is the starting point of the flow, and the subsequent freee HR operations. When the following screen is displayed, check the settings. "Title" → Can be changed as you like "Account Information for CollaboFlow Integration" → Check if the account is in use "Trigger Action" → Receive Webhook for Route (Webhook Trigger)
When the following screen is displayed, click the red frame and copy the Webhook URL.
The method for setting up the Webhook is described here, so please check it. Click in the order of "App Settings" → "Route Settings" → "Select the Relevant Route" → "Webhook" → "New Registration". When the following screen is displayed, make the settings. "Webhook Name" → Set as desired "Webhook URL for Notification" → Paste the copied URL "Notification Condition" → Check upon approval After setting, click "Save".
Send a Webhook event or execute the trigger event, and click "Test" → "Test Success" → "Save" on the Yoom screen.
Next, set up to retrieve the data applied in CollaboFlow, and click "Get Details of Application". When the following screen is displayed, check the settings. "Title" → Can be changed as you like "Account Information for CollaboFlow Integration" → Check if the account is in use "Action" → Get Details of Application
When the following screen is displayed, set the "Instance Name" and "Application Code" as described.
Scroll down and set the "Document ID".
Use the output from "Receive Webhook for Route" to set it, so click the arrow in the red frame.
The output will be displayed, so select the Document ID.
After setting, click "Test" → "Test Success" → "Save".
Next, set up freee HR, and click "Update Employee Bank Account Information". When the following screen is displayed, check the settings. "Title" → Can be changed as you like "Account Information for freee HR Integration" → Check if the account is in use "Action" → Update Employee Bank Account Information
When the following screen is displayed, set the "Office ID" from the candidates.
Candidates will be displayed when you click within the frame, so select the relevant ID.
Next, use the output from CollaboFlow to set the "Employee ID".
*The setting is based on the assumption that employee information, bank account, and the target update month are listed in the CollaboFlow application form.
Click the arrow in the red frame to display the output.
Select the Employee ID from the output.
Use the output to set other items as well.
After setting, click "Test" → "Test Success" → "Save".
Step 4: Turn on the Trigger Button and Check the Integration Operation between CollaboFlow and freee HR Finally, click "Turn on Trigger" to complete the automation settings.
Check if the flow bot starts correctly.
The template used this time is here.

Other Automation Examples Using CollaboFlow and freee HR

1. This is a flow where once an employment application is approved in CollaboFlow, employee information is automatically registered in freee HR.
By automating the registration of employee information, manual input is no longer necessary.
This prevents human error and ensures correct data registration.

2. This is a flow that automatically adds tasks to Microsoft Excel when an application is submitted in Collaboflow.
Since tasks are automatically added to Microsoft Excel, it saves the effort of manually adding tasks.
With tasks being automatically added, you should be able to proceed with your work smoothly.

3. This is a flow where, once an application is approved in Collaboflow, the application document PDF is automatically uploaded to Google Drive.
Since you can save the application documents from Collaboflow as PDFs in Google Drive, file management will likely become easier.
Uploading to Google Drive makes it easier to share within the team.

Summary

This time, we introduced a flow that automatically updates the bank account of employees in freee HR when an application in CollaboFlow is approved.
With this automation, time and effort are reduced, alleviating the burden on the person in charge.
Additionally, manual work is no longer necessary, preventing input errors.
This automation is especially recommended during busy periods, such as the end of the month or peak seasons, when tasks are concentrated.
Let's utilize the template introduced this time to streamline your work.