How to Automatically Notify Google Chat of Approvals in CollaboFlow by Integrating CollaboFlow with Google Chat and Its Benefits

Are you spending too much time on approval reports for various applications? This article introduces a method to automate notifications after approvals by integrating CollaboFlow with Google Chat. This automation eliminates manual tasks, improves work efficiency, and strengthens collaboration in any environment, including remote work. No programming knowledge is required, and anyone can easily implement it, so please take a look. Recommended for: - Project managers using CollaboFlow but spending too much time checking approval statuses - Marketing departments wanting to enhance team collaboration using Google Chat - Finance departments needing to manage multi-step approval flows - IT staff seeking efficient approval processes and notification systems in remote work - Those using CollaboFlow and Google Chat who want to streamline operations through app integration Benefits and Examples of Integrating CollaboFlow with Google Chat Benefit 1: Streamlining the Approval Process Once approval is completed in CollaboFlow, a quick notification is sent to Google Chat, facilitating a smooth transition to the next task. This automation reduces the time spent on email checks and tracking approval statuses, thereby improving work efficiency. For example, a sales team can submit a proposal to a client via CollaboFlow and receive a notification in Google Chat after manager approval, leading to a speedy proposal submission. This system is particularly effective in situations where speed is crucial or when approvers are out of the office. Benefit 2: Rapid Information Sharing Utilizing Google Chat allows for quick sharing of CollaboFlow approvals, enhancing team-wide collaboration. For instance, when a marketing budget is approved, the notification can be shared with the entire responsible team, allowing for smooth commencement of ad creation and distribution preparations. This app integration minimizes the risk of business delays and aims to improve overall project efficiency. Benefit 3: Preventing Oversights Google Chat notifications automatically inform stakeholders of CollaboFlow approval completions, preventing oversights in the approval process. For example, after a contract is approved, an automatic notification is sent to all stakeholders via Google Chat, sharing the approval progress in real-time. This helps prevent misunderstandings or duplicate work when moving to the next step. Even in complex processes prone to oversights, timely and accurate information delivery to all stakeholders can lead to improved overall business accuracy. [About Yoom]

How to Create a Collaboration Flow and Google Chat Integration Flow

From here, we will explain the steps for app integration.
The general flow is as follows.

・Integrate Collaboration Flow and Google Chat with My Apps
・Copy the template
・Set the trigger in Collaboration Flow and set the action in Google Chat
・Set the trigger to ON and complete the preparation for flow operation

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

Step 1. Integrate Collaboration Flow and Google Chat with My Apps

First, integrate Collaboration Flow and Google Chat with My Apps.
After logging into Yoom, click "My Apps" on the left side of the screen and proceed with the settings from "+ New Connection".
Next, search for Collaboration Flow and click on it.

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

The API key required for the access token can be obtained from the Collaboration Flow settings.
Click the gear icon at the top right of the Collaboration Flow screen and click "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" to any text you like. (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 about BASE64, see here.
Enter the encoded string into the "Access Token" and click "Add" to complete the Collaboration Flow My Apps integration.

Next, search for Google Chat.
*Integration with Google Chat is only possible with Google Workspace. For details, see here.

If two apps appear in the search results, click Google Chat (OAuth).

Next, click "Sign in with Google".

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Next, enter the "Client ID" and "Client Secret" and click "Register". *The integration with Google Chat (OAuth) is explained here.
This completes the registration of Google Chat with My Apps.

Next, let's copy the Flow Bot template.
Log in to Yoom and click "Try it" on the banner below.

Step 2. Set the Trigger

Next, set up the trigger for CollaboFlow.
Click "When a webhook is received (Webhook Trigger)". (The text is abbreviated in the image)

Next, edit the title as desired and check the account information.
Ensure that the correct account is selected under "Account Information to Link with CollaboFlow".
The "Title" can be edited as desired.
However, do not change the "Trigger Action" and click "Next".

Next, copy the displayed Webhook URL and set it in CollaboFlow.
For instructions on how to set up a webhook in CollaboFlow, please see here.
After completing the setup, approve the application in CollaboFlow and click "Test".
After testing, confirm that the information obtained is displayed in the output, then click "Save".

Step 3. Set the Action

Next, set up the action for Google Chat.
Click "Send a message to space".

As before, edit the title as desired and check the account, then proceed by clicking "Next" without changing the action.

Next, set the connection details and message content for Google Chat.
Obtain the "Space ID", "Key", and "Token" from Google Chat. For more details, please see here.
The "Message Content" can be edited as desired. By clicking the field, you can reference the information obtained from CollaboFlow earlier.
Once each setting is complete, click "Test" to confirm that the message is sent.
If confirmed, click "Save".

Click "Turn ON Trigger" to complete the setup for the flow operation.
Now, when an application is approved in CollaboFlow, a notification will be automatically sent to Google Chat.

Other Automation Examples Using Collabflow

1. Update Google Spreadsheet Records When Approval is Completed in Collabflow

This is a flow that automatically updates the relevant records in Google Spreadsheets when approval is completed in Collabflow.
It reduces the hassle of manual updates while maintaining transparency of the approval status.
This is particularly effective when sharing approval status between multiple departments and helps achieve an efficient workflow.

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

This is a system that automatically adds a task to Trello when a new request is made in Collaboflow.
By using this integration, you can eliminate the manual task of adding tasks and improve data accuracy.
Furthermore, by utilizing Trello, which allows you to visually organize tasks, you can prevent oversight and delays in sharing.

3. Add a Task to Notion When a Request is Made in Collabflow

This flow automatically adds a task to the Notion database when a request is made in Collabflow.
This automation streamlines data recording and contributes to simplifying project management.
By utilizing the highly customizable Notion environment, you can achieve task management that suits your business processes.

Summary

By integrating CollaboFlow with Google Chat, you can automate post-approval notifications, which is expected to significantly improve work efficiency.
This integration offers benefits such as streamlining the approval process, speeding up information sharing, and preventing oversights, which can be advantageous even in remote work environments.

Since it requires no programming and is easy to implement, take this opportunity to utilize Yoom's app integration and experience enhanced work efficiency.

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