How to integrate CollaboFlow with SmartHR to register employee information in SmartHR when a new hire application is approved in CollaboFlow

As companies grow, many HR personnel may find themselves troubled by the complexity of onboarding procedures. After the approval of an employment application, the manual entry of employee information into another system can pose a risk of errors and consume valuable time. This is where the integration of "CollaboFlow" and "SmartHR" comes highly recommended. Once an employment application is approved in CollaboFlow, employee information is automatically registered in SmartHR, which can lead to improved operational efficiency. It also helps prevent input errors and serves as a convenient tool to address labor management challenges. This article provides a detailed explanation of the specific benefits and integration methods of this collaboration. Recommended for: - HR and general affairs personnel who want to reduce the workload and streamline the onboarding process and labor management. - Companies with a large number of onboarding procedures aiming for centralized data management. - Business owners who want to introduce a system to prevent procedural errors and support compliance with laws and regulations. Benefits and Examples of CollaboFlow and SmartHR Integration Benefit 1: Reduction of Manual Input Effort and Operational Efficiency When an employment application is approved in CollaboFlow, employee information is automatically registered in SmartHR, eliminating the need for manual input. HR personnel no longer need to spend time on duplicate data entry and can focus on other important tasks. For example, HR personnel used to log into SmartHR each time an employment application was approved to enter basic information, start date, and employment type. However, with automatic integration, this information only needs to be entered once, allowing for time-saving and efficient labor management. For companies with a large number of onboarding procedures, speeding up processes and improving accuracy are significant benefits. Benefit 2: Prevention of Human Errors Isn't one of the most common challenges in onboarding procedures input errors? Incorrect personal information can lead to serious issues such as payroll discrepancies or lack of social insurance coverage. By implementing automatic integration from CollaboFlow to SmartHR, transcription errors in employee information are less likely to occur, maintaining data accuracy. For example, automating critical fields like name kanji, address details, and start date can reduce the likelihood of inconsistencies. Benefit 3: Centralized Management of Employee Data For companies using multiple systems, information can easily become scattered, making it time-consuming to find necessary data. The integration of CollaboFlow and SmartHR allows for centralized management of employee data related to onboarding, enhancing operational transparency. For instance, if start dates, employment types, and salary information are all consolidated in SmartHR, HR personnel can avoid the hassle of opening individual systems, and data updates and confirmations become smoother. Additionally, inter-departmental information sharing becomes easier, enabling accurate decision-making in recruitment planning and personnel allocation. [About Yoom] How to Register Employee Information in SmartHR When an Employment Application is Approved in CollaboFlow By integrating CollaboFlow and SmartHR, employee information is automatically reflected in SmartHR when an employment application is approved. Generally, programming knowledge is required to achieve this, but using the no-code tool Yoom allows for easy implementation without programming knowledge. - Register CollaboFlow and SmartHR as My Apps - Set up when receiving a Webhook - Retrieve application content in collaboration with CollaboFlow - Register employees in collaboration with SmartHR If you are not using Yoom, please register for free from here. If you are already using Yoom, please log in.

Step 1: Connect CollaboFlow and SmartHR to My Apps

(1) After logging into Yoom, select "My Apps" from the left column and click "+ New Connection".

(2) From the list of new connections in My Apps, click on CollaboFlow.
(3) On the "New Registration for CollaboFlow" screen, check the red line, enter your account name, user ID, and API key, and click "Add".

(4) Next, connect SmartHR. Similarly, from the list of new connections in Yoom, click on SmartHR (OAuth).
(5) On the "New Registration for SmartHR (OAuth)" screen, check the red line, enter the subdomain, and click "Add".

Once the connection is complete, CollaboFlow and SmartHR will be registered in Yoom's My Apps.

This completes the My Apps registration.
Next, let's set up the trigger using a template!

Step 2: Settings for Receiving Webhooks

(1) We will use the template introduced earlier. Click "Try it" on the banner below to copy it.

Click on "Receive Webhook from Route (Webhook Trigger)" in the App Trigger.

(2) From the "Select Integration Account and Action" screen in CollaboFlow, check if there are any errors in the account information linked with CollaboFlow, keep the trigger action as "Receive Webhook from Route (Webhook Trigger)" and click "Next".

(3) From the "App Trigger Webhook Event Reception Settings" screen, copy the Webhook URL and configure it in the CollaboFlow management screen.
Once the setup is complete, click "Test" and if no errors occur, click "Save" at the bottom.

Step 3: Integrate with CollaboFlow to Retrieve Application Details

(1) Next, integrate with CollaboFlow to retrieve application details.
Click "Retrieve Application Details".

(2) From the "Select Integration Account and Action" screen in CollaboFlow, check if there are any errors in the account information linked with CollaboFlow, keep the action as "Retrieve Application Details" and click "Next".

(3) From the "API Connection Settings" screen, check the red line and enter the instance name and application code.

Select the document ID from the output.

Once the input is complete, click "Test" and if no errors occur, click "Save" at the bottom.

Step 4: Integrate with SmartHR to Register Employees

(1) Next, integrate with SmartHR to register employees.
Click "Register Employee".

(2) From the "Select Integration Account and Action" screen in SmartHR, check if there are any errors in the account information linked with SmartHR (OAuth), keep the action as "Register Employee" and click "Next".

(3) From the "API Connection Settings" screen, enter the necessary fields.
Select the office ID, employment type ID, salary payment type ID, and custom field template ID from the options.
Other fields can be entered directly or selected from the output.

Once the input is complete, click "Test" at the bottom and if no errors occur, click "Save".
(4) Finally, click "Turn on Trigger".

This completes the Flowbot for "Registering Employee Information in SmartHR when the Joining Application is Approved in CollaboFlow".

Other Automation Examples Using CollaboFlow and SmartHR

At Yoom, there are many other examples of automation using CollaboFlow and SmartHR, so we will introduce a few.

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

When a request is approved in CollaboFlow, the employee information in SmartHR can be automatically updated. This is expected to reduce the burden of double data entry and transcription work. Additionally, automation can help prevent any missed updates.

2. Send an email with Gmail when a request is approved in Collabflow

This flow is recommended for HR personnel who need to notify about the approval of requests via Gmail. By automating this process, you can eliminate the hassle of sending emails, make it easier for applicants to quickly check the approval status, and improve the efficiency of the approval process.

3. Upload the application document PDF to Microsoft SharePoint once the application is approved in Collabflow

By utilizing this flow, you can automatically upload application documents to Microsoft SharePoint, reducing the effort of manual uploads. Since the application documents are centrally managed, it becomes easier to find the necessary documents.

For those who want to check templates using CollaboFlow or SmartHR, please visit the following site.

List of Flowbot Templates Using CollaboFlow

List of Flowbot Templates Using SmartHR

Summary

The integration of CollaboFlow and SmartHR seems to be an optimal solution for streamlining onboarding processes! It eliminates the hassle of manual input, prevents human errors, and allows centralized management of employee information. These benefits are expected to reduce the workload of HR and general affairs personnel and improve the operational efficiency of the entire company. Speeding up the onboarding process is also necessary for new employees to start their work smoothly. To enhance the accuracy of personnel management and support organizational growth, consider implementing CollaboFlow and SmartHR!