How to update employee information in SmartHR when an application is approved in CollaboFlow by integrating CollaboFlow with SmartHR

By integrating CollaboFlow with SmartHR, the management of employee information becomes more efficient, reducing the workload.
Automating daily application and approval processes and centralizing information makes it easier to prevent manual errors and time wastage.

Additionally, automation reduces the risk of human error, maintaining the accuracy of employee data while improving the overall operational efficiency of the company.
It will create an environment where HR personnel can focus on more strategic tasks by reducing their burden.

Recommended for

HR personnel who spend a lot of time updating and managing daily employee information
Companies using SmartHR to manage employee information
Companies that want to centrally manage employee data dispersed across multiple systems
Companies using CollaboFlow as a workflow tool

Benefits and Examples of Integrating CollaboFlow with SmartHR

Benefit 1: Reduction of Manual Workload

Integrating CollaboFlow with SmartHR will reduce the manual work involved in updating employee information.
For example, when an employee's transfer is approved, the information is automatically reflected in SmartHR, eliminating the need for HR personnel to manually enter data for each case. This not only saves time and effort but also reduces human errors associated with information updates, allowing the HR department to focus on other important tasks, thereby improving productivity. This integration is particularly beneficial for companies with a large number of employees or frequent transfers.

Benefit 2: Centralized Information Management

By integrating CollaboFlow with SmartHR, employee information is centrally managed, reducing the hassle of navigating multiple systems.
Various data such as employee work status, salary data, and social insurance enrollment information are consolidated in SmartHR, and by linking this with application information managed in CollaboFlow, necessary data can be checked at once.
For example, when an employee's department transfer or position change is approved, the information is automatically reflected in SmartHR, and salary calculation and attendance management are also centralized, enabling quick responses according to the employee's status.

Benefit 3: Improved Transparency in Applications and Approvals

Integrating CollaboFlow with SmartHR is expected to improve the transparency of the application and approval process related to employee information updates.
The application content and its approval history are automatically recorded in the system, making it easy to check who approved what changes and when.
For example, when an employee applies for a transfer or promotion, the history of who approved the application and how the content was changed is retained. This makes it easier to quickly identify causes in the event of a problem. Ensuring transparency strengthens trust within the organization and reduces the risk of fraud and errors.

[About Yoom]

How to Update SmartHR Employee Information When an Application is Approved in CollaboFlow

By integrating CollaboFlow with SmartHR, you can update SmartHR employee information when an application is approved in CollaboFlow. Generally, programming knowledge is required to achieve this, but using the no-code tool Yoom makes it easy to accomplish without programming knowledge.

Register CollaboFlow and SmartHR as My Apps
Settings when receiving a Webhook
Obtain application content by integrating with CollaboFlow
Update employee information by integrating 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 My Apps on Yoom.

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 on 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 on 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 error occurs, 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 error occurs, click "Save" at the bottom.

Step 4: Integrate with SmartHR to Update Employee Information

(1) Next, integrate with SmartHR to update employee information.
Click "Update Employee Information".

(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 "Update Employee Information" and click "Next".

(3) In the "API Connection Settings" screen, only the "Employee ID" to be updated is a required field, so please use the output to configure it.
Other fields are for setting values to be updated, so feel free to enter them.
For example, if you want to update address information due to a move, you can select from the output as shown in the image below, and the "Postal Code" will be updated with the new information.

Once the input is complete, click "Test" at the bottom, and if no error occurs, click "Save".
(4) Finally, click "Turn ON Trigger".

With this, the flowbot "Update SmartHR Employee Information When Application is Approved in CollaboFlow" is complete.

Other Automation Examples Using CollaboFlow and SmartHR

At Yoom, there are many other examples of automation using CollaboFlow and SmartHR, and we would like to introduce a few of them.

1. Register Employee Information in SmartHR When a Joining Application is Approved in CollaboFlow

When an application is approved in CollaboFlow, employee information can be automatically registered in SmartHR. By utilizing this flow, the burden on HR personnel can be reduced by eliminating the need for manual registration. This is particularly ideal for companies with a large number of employees.

2. Upload the application document PDF to Google Drive once the application is approved in CollaboFlow

By utilizing this flow, you can automatically upload application documents to Google Drive, reducing the effort of manual uploads. Since the application documents are centrally managed, it will be easier to find the necessary documents.

3. Notify Microsoft Teams when a request is approved in Collaboflow

By automatically notifying Microsoft Teams when a request is approved in Collaboflow, you can understand the details in Microsoft Teams without accessing Collaboflow. Additionally, you can discuss with stakeholders in chat, which will likely strengthen collaboration among members.

Additionally, if you would like 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 is likely to enhance operational efficiency and improve the accuracy of information management. The automation of employee information updates not only reduces manual errors but also strengthens transparency and compliance. This allows companies to save time and resources, enabling HR departments to focus more on strategic tasks. This integration is particularly effective for companies with a large number of employees or those that require frequent information updates.