How to update employee information in Josis when a request is approved in CollaboFlow by integrating CollaboFlow and Josis

Collaboflow is a useful tool for streamlining application and approval processes. It offers a variety of features such as conditional branching and smartphone compatibility, allowing you to focus more on core tasks. However, if you need to manually update employee information in JOSYS after approval in Collaboflow, it can lead to issues like human error and work delays. This article explains the benefits and setup methods for integrating Collaboflow with JOSYS. This article is recommended for: - Those using Collaboflow and JOSYS who find manual information updates time-consuming and cumbersome. - HR or administrative department staff who want to prevent input errors or omissions when updating employee information. - Those looking to streamline post-approval tasks and reduce the risk of human error. Benefits and Examples of Integrating Collaboflow and JOSYS Benefit 1: Streamlining Post-Approval Information Update Tasks Automating post-approval information update tasks can significantly reduce time and effort. For example, when the HR department receives an employee information change request, it usually involves manual system entry, which not only takes time for verification and transcription but also carries the risk of input errors. If employee information in JOSYS is automatically updated when a request is approved in Collaboflow, manual entry becomes completely unnecessary. Additionally, information such as address changes or department transfers is immediately and accurately reflected, eliminating the need for repeated checks by the responsible staff. Reducing the burden of update tasks allows staff to more easily adjust their workload in daily operations. Benefit 2: Reducing Human Errors Manual data entry, no matter how careful, cannot completely prevent human errors. For instance, when an HR staff member registers a department change for an employee in the system, they might accidentally input incorrect information or forget to make the change altogether. Such errors could affect payroll calculations and lead to issues with employees. By integrating Collaboflow and JOSYS, approved information is automatically reflected in JOSYS, reducing the likelihood of human errors. Additionally, minimizing correction tasks can help alleviate employee burdens and support efficient business operations. Benefit 3: Preventing Task Dependency on Specific Individuals Automating post-approval information update tasks helps avoid task dependency on specific individuals. For instance, when employee information updates are done manually, only certain staff might know the procedure. In such cases, if the responsible person is absent due to vacation or transfer, there is a risk of work delays. By integrating Collaboflow and JOSYS, information is automatically updated, ensuring consistent execution by the system. When address changes or department transfer requests are approved, the system performs the updates, reducing task variability. This creates an environment where anyone can perform tasks at a consistent level, independent of specific individuals' knowledge or skills. This article will guide you through the integration process using Yoom. If you haven't used it before, please check out "Getting Started with Yoom." Now, let's explain how to update JOSYS employee information when a request is approved in Collaboflow using the no-code tool Yoom. [About Yoom] How to Create the Integration Flow between Collaboflow and JOSYS It is possible to achieve this by receiving updates from Collaboflow using its API and updating JOSYS employee information using JOSYS's API. Generally, programming knowledge is required for this, but with the no-code tool Yoom, it can be easily achieved without programming knowledge.

The integration flow is broadly created through the following processes: - Registering Collabflow and Josys as My Apps - Setting up a trigger that activates when an application is approved in Collabflow - Configuring settings to update employee information in Josys - Testing and verification Step 1: My App Integration with Collabflow and Josys First, log in to your Yoom account. If you don't have an account, please create one on the Yoom account creation page. Click on My Apps, then click on New Connection. You can search by app name in the input field. This time, search and register Collabflow and Josys respectively. My App Registration for Collabflow Let's start by registering Collabflow. Enter "Collabflow" in the input field, and when the Collabflow icon appears, click on it. Enter your Account Name, User ID, and API Key. Click "Add" to complete the My App registration for Collabflow. My App Registration for Josys Similarly, search for Josys and click on the icon. The following screen will appear. Enter your Account Name, API User Key, and API Secret Key. Log in to the management screen from here to obtain the API User Key and API Secret Key. This concludes the My App registration for Collabflow and Josys. Once the My App registration is successful, the following screen will appear. Check if the icons for Collabflow and Josys are displayed on the My Apps screen. For more detailed information about Yoom, please check the Yoom Help Center. Selecting a Template and Preparing the Storage Location Click "Try it" from the link below.

If the following display appears, the template copy is successful.

Step 2: Setting the trigger to activate when a request is approved in CollaboFlow

1. First, click on "Receive Webhook on Route (Webhook Trigger)" at the top.

2. You can set the title freely.
Enter the account information to link with CollaboFlow.
Select "Receive Webhook on Route (Webhook Trigger)" as the trigger.
Once you have finished entering, click "Next".

3. Copy the Webhook URL and configure it in the management screen.
For instructions on setting up Webhooks in CollaboFlow, refer to here. Once the setup is complete, click "Test" and if there are no issues, click "Save".

4. Return to the flow. Next, click on the icon for "Retrieve Application Details".

5. Enter the account information to link with CollaboFlow.
Select "Retrieve Application Details" as the action.

6. Enter the instance name, application code, and document ID.
When you click on the input field, the output obtained earlier will be displayed, so make use of it.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

Step 3: Setting to update employee information in Josis

1. Finally, click on the icon for "Update Member Information".

2. Enter the account information to link with Josis.
Select "Update Member Information" as the action.
Once you have finished entering, click "Next".

3. Set each item.
Member ID is a required field, so be sure to enter it.
When you click on the input field for each item, the output obtained earlier will be displayed, so make use of it as needed.
Once the setup is complete, click "Test" and if there are no issues, click "Save".

4. With this, the flow of [Updating employee information in Josis when a request is approved in CollaboFlow] is complete.

Step 4: Testing and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn ON Trigger" button to activate the flow bot.

With Yoom, you can complete the setup intuitively without code.
Try this convenient flow from the link below.

Other Automation Examples Using Collaboflow

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

1. This is a flow where employee information is registered in Josis once the employment application is approved in Collaboflow.
In the flow introduced this time, employee information was updated, but by using this template, you can register employee information in Josis.
By quickly registering employee information, it supports the early start of work for new employees and helps smooth the overall onboarding process.

2. This is a flow to upload the application document PDF to Google Drive once the application is approved in Collabflow.
‍ By utilizing this template, you can upload the application document PDF to Google Drive when the application is approved in Collabflow.
This eliminates the need for manual upload tasks, reducing the workload.

3. This is a flow to add tasks to Notion when an action is taken in Collabflow.
It is recommended for those who want to reduce manual work and focus on important tasks.
By utilizing this template, you can automate task registration in Notion, reducing the effort of manual input.

Summary

By integrating CollaboFlow and JorSIS, employee information in JorSIS is automatically updated when a request is approved in CollaboFlow.
This reduces the burden of confirmation and correction tasks for the person in charge, making business processes smoother.
If you want to start automation but don't know where to begin, Yoom is recommended.
With a wide variety of templates available, you can easily achieve automation by simply selecting a template that suits your task.
Why not utilize Yoom to aim for more efficient business operations?