How to integrate CollaboFlow and Kaonavi to register employee information in Kaonavi when a new hire application is approved in CollaboFlow.

To welcome new employees, it is sometimes necessary to conduct recruitment interviews as well as handle paperwork such as employment applications. By carrying out applications and approvals, the flow of document procedures becomes clear while obtaining permission from the person in charge or responsible party, making it an indispensable and important task for companies. However, these document procedures must be followed step by step, and sometimes they can take time. In this context, we introduce the integration of CollaboFlow and Kaonavi to automate the registration of employee information in the onboarding process and simplify administrative tasks as much as possible. If you are considering the introduction of automation, please take advantage of this opportunity! Recommended for: - Companies utilizing CollaboFlow and Kaonavi - Those who want to expedite employee registration in Kaonavi after employment applications are approved in CollaboFlow - Those who want to streamline post-approval processes in CollaboFlow - Those looking to strengthen coordination with the departments where new employees are assigned Benefits and Examples of Integrating CollaboFlow and Kaonavi Benefit 1: Improved Efficiency in Registration Tasks By integrating these applications, once a new employee's employment application is approved in CollaboFlow, the employee registration in Kaonavi will also be done automatically. This is expected to improve the efficiency of registration tasks in Kaonavi. For example, normally, it would be necessary to manually register employee information in Kaonavi. Automating this process should save time spent on data entry, potentially leading to improved work efficiency. Benefit 2: Maintaining Up-to-Date Information Since employee registration in Kaonavi is done automatically once the employment application is approved in CollaboFlow, it becomes easier to keep Kaonavi's data up-to-date. For instance, if there is a delay between the approval of the employment application and the registration in Kaonavi, the employee information in Kaonavi cannot be considered up-to-date. By introducing this app integration, employee registration in Kaonavi will be done quickly upon approval, making it easier to maintain up-to-date information. Benefit 3: Smoother Interdepartmental Coordination The introduction of automation between CollaboFlow and Kaonavi is expected to facilitate smoother interdepartmental coordination. For example, if the HR department submits an employment application in CollaboFlow and it is approved by management, followed by the general affairs department registering the employee in Kaonavi and providing detailed information to the assigned department, this automation can potentially expedite communication among the HR department, management, general affairs department, and assigned department. As a result, interdepartmental coordination is expected to become smoother. With the post-approval processes proceeding without delay, it is likely that each department will find it easier to work. Now, let's explain how to use the no-code tool Yoom to "register employee information in Kaonavi when an employment application is approved in CollaboFlow." [Yoom Overview] Registering Employee Information in Kaonavi When an Employment Application is Approved in CollaboFlow First, upon approval in CollaboFlow, it is received in real-time as a Webhook event. Then, employee data is retrieved using CollaboFlow's API. Subsequently, it is possible to receive and automatically register employee data using Kaonavi's API. Generally, implementing such integration requires programming knowledge, but with the no-code tool Yoom, it can be easily achieved without programming knowledge. The integration flow is broadly divided into the following processes: - Integrate CollaboFlow and Kaonavi with My Apps - Set up to retrieve employee data by launching CollaboFlow - Set up for registration in Kaonavi - Turn on the trigger button and verify the integration operation between CollaboFlow and Kaonavi First, register with Yoom. Yoom offers a 2-week trial, allowing you to experience its operation firsthand.

Step 1: Integrate Collabflow and Kaonavi with My Apps

After completing the registration for Yoom, please select "My Apps" from the menu on the left.

Next, click the new connection button at the top right.

Integration of Collabflow and Yoom

1. Search

Click the Collabflow icon.

2. Enter Required Fields

Let's enter each required field.
First, set the account name. This can be anything you like. It's recommended to use something easy to understand, like the company name or the name of the person in charge.

Next is the user ID.
This will be the same as the ID used to log in to Collabflow.

Finally, set the API key.
Log in to Collabflow.

Press the gear icon on the top right of the screen and select the system management area.

Click on the environment settings from the tab.

Scroll down the screen, set the REST API client name to anything you like, and press issue API key.
Copy the issued API key, return to the previous Yoom screen, and paste it into the box.
3. Integration Complete

Once all required fields are set, click Add.
If the above display appears after the screen changes, the integration is complete.

Integration of Kaonavi and Yoom

1. Search

Enter Kaonavi in the search box and click the Kaonavi icon.

2. Enter Required Fields

Obtain and enter the API token as per the content in the red frame.
First, log in to Kaonavi.

Click the administrator menu at the top of the screen.

Next, press "Public API v2 Information" at the bottom right.

Select authentication information from the tab on the left of the screen, and the Consumer Key and Consumer Secret will be displayed. Encode these in Base64.
Please check here for Base64 encoding.

3. Add

Once the required fields are entered, click Add at the bottom right.

If the above display appears, the integration is complete.

Step 2: Copy the Template

Next, please copy the template to be used this time.

1. Click "View Details" on the top banner
2. Click "Try this template" at the bottom of the transitioned screen
3. If you haven't registered with Yoom yet, please register
※ If you have already completed registration, the login screen will be displayed, so please log in. When the Flowbot template is copied to "My Projects", the above display will appear. You will transition to a page like the image, so let's proceed with detailed settings. Step 3: Launch CollaboFlow and set up to retrieve employee data 1. Open My Projects Open "My Projects" from the menu on the left side of the screen. 2. Open the copied template Click "Register employee information in Kaonavi when the onboarding application is approved in CollaboFlow". 3. Select App Trigger Click "Receive Webhook from Route (Webhook Trigger)" on the CollaboFlow icon. Since the title and other settings are complete, press Next. 4. Webhook Event Reception Settings First, set up the Webhook event reception. For more details, please check "How to set up Webhook in CollaboFlow" in the red frame. 5. Perform Test Application and Approval Perform a test application and approval in CollaboFlow. After that, click the test button in the red frame. If "Test Successful" is displayed in blue, it is complete. Press Save. Next, proceed with the settings to retrieve employee data from CollaboFlow. 1. Integrate with the App Click "Get Application Details" on the CollaboFlow icon. Since the title and other settings are complete, press Next. 2. Set Required Fields Set the instance name and application code as per the supplement at the bottom of the box. Next is the document ID, but since you are using a template, it is already inserted. Therefore, there is no need to make any changes. 3. Execute Test Once the settings are complete, press the test button. If "Test Successful" is displayed, it is complete. Click Save. Step 4: Set up to Register in Kaonavi 1. Integrate with the App Click "Register Member" on the Kaonavi icon. Click Next. 2. Set Required Fields Enter the required fields. Click the box. To reuse the employee data obtained earlier, select the red frame. Select and insert data that matches the item name of the box. In the case of the image, since the box name is "Employee Number", select "Employee Number" from the data. Once inserted, it will look like the image. Please insert the data for the name in the same way. The settings for other items are optional, so register as needed. 3. Execute Test Once the settings are complete, press the test button. If "Test Successful" is displayed, the settings are complete. Press Save. 4. Turn ON the Trigger When the creation of the Flowbot is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON. This completes the app integration. Flowbot template used this time: Register employee information in Kaonavi when the onboarding application is approved in CollaboFlow.

Other Automation Examples Using CollaboFlow and Kaonavi

There are many other examples of automation using CollaboFlow and Kaonavi, as well as other templates available on Yoom, so here are a few introductions.

1. Update Employee Information in Kaonavi When a Request is Approved in CollaboFlow

It also supports updating employee information. Using it in conjunction with this flow bot will enhance convenience.

2. Send the contract via DocuSign once the application is approved in the collaboration flow

It is also possible to automate the sending of contracts. This can shorten the time from approval to sending the contract, which is expected to facilitate smoother subsequent processes.

3. Add a task to Wrike when a request is made in Collabflow

A task is created in Wrike simultaneously with the request. This makes it easier to understand who is requesting what, and by continuing to create tasks after approval, task management may become easier.

Summary

The automation through the collaboration between CollaboFlow and Kaonavi is expected to reduce the burden of manual data entry tasks and improve operational efficiency in human resource management.
Additionally, it is anticipated that inter-departmental collaboration will become easier, potentially leading to smoother operations.
By incorporating automation, time can be saved, and tasks that previously required effort may be completed quickly. Please take this opportunity to review your workflow and enhance efficiency.