Aoyagi Test_How to integrate SmartHR with Notion to update the employee management ledger in Notion when employee information is updated in SmartHR

‍Step 1: Register SmartHR and Notion as My Apps

Let's register SmartHR and Notion as My Apps to connect them to Yoom.
By completing the My Apps registration first, you can set up automation smoothly.

First, let's register SmartHR as My App.
Start by accessing the My Apps menu on the left side of the Yoom screen and click the New Connection button on the right side of the screen.

Next, enter SmartHR in the search box and select "SmartHR" from the displayed options.
※ At this time, an app called SmartHR (OAuth) will also be displayed, but the basic action content is the same, so we will explain using "SmartHR" this time.

Then, access SmartHR, obtain an access token, and set the account name and access token as follows to add them.
The specific setting method is described on the Yoom Help Page, so please refer to it for registration.

Next, register Notion as My App.
Similar to the SmartHR registration, click "My Apps" → "New Connection" on the left side of the Yoom screen.
Search for Notion by "App Name" or find it from the app list.

When the following screen appears, click the red-framed "Select Page".

When the following screen appears, check the page you want to allow access to and click "Allow Access" at the bottom right.

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If SmartHR and Notion are displayed in My Apps, the registration is complete.

Step 2: Set a Trigger to Activate When Employee Information is Updated in SmartHR

To set up automation, click "Try it" on the banner below.

Read the following screen display and click "OK".

The following screen will be displayed, so check the "Title" and "Description".
If changes are needed, you can click on the relevant section to make changes.
To initially set up SmartHR, click "When employee information is updated (Webhook trigger)".
※ Please note that SmartHR is a limited app available with the team plan or higher. For a list of limited apps, please see here.

When the following screen is displayed, please check the settings.

• "Title" → Can be changed if necessary
• "Account information linked with SmartHR" → Check if the account is correct
• "Trigger Action" → When employee information is updated (Webhook trigger)
  

The following screen will be displayed, click on the red frame to copy the Webhook URL.
Move to the SmartHR screen and configure the settings.
Note that you can configure it by selecting Webhook from the external system integration in the common settings of SmartHR.

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Execute the event that triggers and "Test".
If the test is successful, click "Save".

Step 3: Set up an action to update records in Notion

Next, to set up Notion, click "Update Record".
When the following screen is displayed, please check the settings.

• "Title" → Can be changed if necessary
• "Account information linked with Notion" → Check if the account is correct
• "Execute Action" → Update Record
  

Move to the Notion screen and set up the employee management ledger for testing.
Set employee information as desired.
※ Be sure to set it in table view.
This time, it was set as follows.

Return to the Yoom screen, check the description, and set up "Database Integration".
※ If database integration does not work well, please see here.

The following screen will be displayed, set the "Condition for the record you want to update".
Here, search for the target record using a unique value.
This time, it was set as follows.

Set the "Value of the record after update".
The item names set in Notion earlier will be displayed.
This time, to update the email address information, use the SmartHR output to set the email address as follows.
Set the SmartHR output to the item you want to update.
Once the setup is complete, click "Test" → "Test Success" → "Save".
※ For output, please see here.

Step 4: Verify the automation between SmartHR and Notion

Finally, click "Turn on Trigger" to complete the automation setup.
Check if the flowbot starts correctly.

Other examples of automation using SmartHR and Notion

1. A flow that automatically registers employee information registered in SmartHR to Notion.
Since employee information can be automatically registered, transcription work is unnecessary.
This automation is especially recommended during onboarding or personnel changes.

2. This flow adds employee information registered in SmartHR to Notion and automatically notifies Google Chat.
In addition to automatically transcribing employee information, notifications to Google Chat are also possible.
With notifications, subsequent tasks can be carried out smoothly.

This is a flow that automatically updates a Google Spreadsheet by retrieving employee information from SmartHR, which is updated once every 3.1 months.
Since employee information is automatically updated every month, you can obtain the latest information. This automation is recommended for companies that need to regularly update employee information.

Summary

This time, we introduced a method to automate the update of employee information by integrating SmartHR with Notion.
With this automation, you can simplify the management of employee data and prevent errors from occurring.
This will reduce the burden on HR personnel, allowing them to focus on talent development and recruitment tasks.
It can be said to be a significant advantage, especially for companies managing employee information with limited personnel.

To implement automation with Yoom, no special skills or knowledge are required.
Simply follow the instructions and input the necessary information, making the operation easy.
If you would like to experience it, please register for free from here.