To integrate CollaboFlow with Office Station, here's how to register employee information in Office Station when a new hire application is approved in CollaboFlow.
How to Integrate Applications
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2024/12/17
To integrate CollaboFlow with Office Station, here's how to register employee information in Office Station when a new hire application is approved in CollaboFlow.
k.ueno
When the time comes for many new employees to join, HR and labor department personnel may need to spend a lot of time entering employee information into daily use tools, and this tedious work might be a burden for employees. By utilizing Yoom to integrate the apps of CollaboFlow and Office Station, the automation of registration tasks can be achieved, leading to improved speed and accuracy of operations. This can be very beneficial for HR and labor managers at companies aiming to streamline the onboarding process, as it is expected to reduce work time and prevent manual errors. This article explains how to set up an automated flow that automatically registers employee information in Office Station after an onboarding application is approved in CollaboFlow, and the benefits of implementing it.
Recommended for:
- Those using CollaboFlow and Office Station
- HR and labor managers who want to streamline onboarding tasks
- Those who want to reduce the burden of registering employee information and labor procedures
- Team leaders who want to improve the accuracy of data management at the time of onboarding
- Information system personnel considering the automation of labor procedures
Benefits and Examples of Integrating CollaboFlow and Office Station:
1. Reduction of Input Errors
By automatically reflecting information in Office Station after approval in CollaboFlow, human errors due to manual input can be prevented. For example, the content of the onboarding application on the CollaboFlow side is directly reflected in Office Station, maintaining the accuracy of employee information. It is expected to avoid double data entry and transcription errors, reducing the effort of duplicate checks.
2. Streamlining Work Processes
With the introduction of an automated flow, employee information is automatically registered after onboarding application approval, eliminating the need for manual data entry and shortening the working time of the person in charge. For instance, necessary information is quickly registered in Office Station at the same time as the approval of the onboarding application, allowing the onboarding process to proceed swiftly. HR and labor personnel may be able to focus on other tasks with the time saved.
3. Speeding Up the Onboarding Process
Since employee information is automatically registered in Office Station after onboarding application approval in CollaboFlow, various procedures can be smoothly advanced. For example, the registration process of personal information at the time of onboarding is carried out quickly, shortening the time until the start of training for new employees. It may reduce the waiting time for training personnel and allow for sufficient training, which could positively impact the future growth of new employees.
Now, let's create a flow bot using the template "Register employee information in Office Station when an onboarding application is approved in CollaboFlow."
[About Yoom]
How to Register Employee Information in Office Station When an Onboarding Application is Approved in CollaboFlow:
This can be achieved by receiving information via the CollaboFlow API after approving an onboarding application in CollaboFlow and automatically registering that employee information in Office Station using the Office Station API. Generally, programming knowledge is required to achieve this, but it can be easily realized without programming knowledge by using the no-code tool Yoom.
The work until the completion of the flow will proceed as follows:
- Integrate CollaboFlow and Office Station with My Apps
- Copy the template
- Set triggers in CollaboFlow and configure Office Station
- Turn the trigger ON
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・Integrate CollaboFlow and Office Station with My Apps
(1) First, connect CollaboFlow to My Apps. After logging into your Yoom account, click on "My Apps" in the left column and search for CollaboFlow from "New Connection".
(2) The app icon for CollaboFlow will appear, click on it.
(3) Enter the "Account Name" and "Access Token", then click [Add]. This completes the connection to CollaboFlow.
(4) Next, connect Office Station. Search for and click on the Office Station app icon using the same steps as before.
(5) Enter the "Account Name", "Station ID", "Login ID", and "Password", then click [Add].
・Office Station is an app available only with the Team Plan and Success Plan. For Free Plan and Mini Plan, operations and data connections set in FlowBot will result in errors, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
After clicking, you will be taken to the My Apps screen of your Yoom account with the two apps added. This completes the connection of the two apps to your Yoom account.
・Copy the Template
After confirming that the new connection of the target app to your Yoom account is complete, click on the icon for "Try this template" below.
The template will be copied, so click the "OK" button.
Move to the "My Projects" screen of your Yoom account and check the template content.
There are three setup flows.
・Collabo Flow Trigger Settings
(1) First, set the app trigger for the Collabo Flow.
From "My Projects" on the left side of the Yoom account screen, click "【Copy】Register employee information in Office Station when the application for joining is approved in Collabo Flow".
After clicking, the template content will be displayed as shown in the screen below.
(2) First, click the trigger "Receive Webhook from Route (Webhook Activation)". (3) Enter the account information to be linked with Collabo Flow and click [Next].
(4) In the next screen, you need to copy the Webhook URL and configure it in the management screen. For how to set up Webhooks in Collabo Flow, please see this article.
(5) After sending the Webhook event or executing the trigger event, click [Test] and if there are no issues, click [Save]. In this step, you can obtain information as output as shown below. The output information can be quoted and utilized in the subsequent steps as noted, "This value can be used in other operations."
(6) Next, click the second action "Get Application Details".
(7) Confirm that the account information to be linked is entered and click [Next].
(8) In the next screen, enter information such as "Instance Name" and "Application Code". By clicking the input bar, you can also set it by quoting the output obtained in the previous step, as shown in the image below.
(9) After entering the information, click [Test] and if there are no issues, click [Save].
・Office Station Settings
(1) Finally, click the third action "Register Employee Ledger".
(2) Enter the account information to be linked and click [Next].
(3) In the next screen, enter information in fields such as "Employee Number" and "Affiliated Office". By clicking the input bar, you can quote the output obtained from the previous step as shown in the image below.
(4) In fields where you enter dates such as "Date of Joining", you can enter information in the appropriate format from 'Date'. Below is an example where the input bar is clicked → 'Date' → the right arrow of the first day of this month is clicked, and information is selected and set in the "YYYY-MM-DD" format.
(5) Enter information in other necessary fields as well. Feel free to utilize the obtained output.
(6) After entering the information, click [Test] and if there are no issues, click [Save]. This completes the setup.
・Turn ON the Trigger
By clicking the red frame part "Turn ON the Trigger" in the screen below, the flow bot will start automatically.
Here is the template used this time
Other Automation Examples Using CollaboFlow and Office Station
There are other examples of automation using CollaboFlow and Office Station on Yoom, so here are a few introductions.
Update Employee Information in Office Station When a Request is Approved in CollaboFlow
After a request is approved in CollaboFlow, you can automatically update employee information in Office Station, eliminating the need for manual information updates. This reduces the effort required for updating tasks, saving time and improving work efficiency.
Register employee information in Google Workspace when the onboarding application is approved in CollaboFlow
By automating the onboarding process, human errors are reduced, allowing for accurate data management. Since manual data entry is no longer necessary, it can save time and effort, allowing you to focus on other important tasks.
Register employee information in freee HR when a hiring request is approved in CollaboFlow
By automating the process, onboarding procedures can be consolidated into a single application, eliminating the need for duplicate entries. This enables centralized management of information, improving the efficiency of administrative tasks.
Summary
By utilizing the automation flow introduced this time, the efficiency of the onboarding process can be realized. Reducing manual tasks is expected to speed up the onboarding process, allowing the responsible team to focus on strategic tasks. Preventing human errors in advance can also improve the accuracy of the work.
Please take advantage of Yoom to experience automation through app integration.
The person who wrote this article
k.ueno
Until now, as customer support, we have made efforts to resolve users' questions and concerns.
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