How to link freee HR Labor with Dropbox to automatically create a folder in Dropbox after registering an employee in freee HR Labor

When a new employee joins the company, there are many administrative tasks that need to be completed. If these tasks are not finished, it can delay their assignment to a department or cause issues with salary payments, so it's a task you'd ideally want to complete quickly.
However, during periods when there are many new hires, processing all the new employee information can take an enormous amount of time, right?
So this time, let's introduce an app integration that can help reduce the administrative workload when a new employee joins!
The apps to be integrated are freee HR and Dropbox. Please take a look!

Benefits of Integrating freee HR and Dropbox

Benefit 1: Reduction of Workload

With this integration, when a new employee is registered in freee HR, a dedicated folder for the new employee is automatically created in Dropbox. This eliminates the need for departments or personnel handling the new employee's administrative tasks to manually create individual folders.
Creating folders one by one can consume a significant amount of work time. Additionally, when multiple administrative tasks overlap, there is a risk of missing folder creation.
However, by automating folder creation, these issues can be resolved, making it easier to reduce the workload.

Benefit 2: Simplification of Document Management

By automatically creating a folder at the initial stage of new employee registration, it becomes easier to smoothly sort necessary documents afterward.
Documents that need to be kept by the company, such as the employment acceptance letter and documents used during training, as well as data that needs to be handed to employees, can be managed more easily.
Furthermore, by storing necessary documents in the folders created in Dropbox, it becomes easier for each person in charge to check and utilize them.

[About Yoom]

Next, we will introduce how to create a Flowbot in Yoom, which allows app integration without programming, to automate the task of "creating a folder for each employee in Dropbox when an employee is registered in freee HR." After registering with Yoom, please try creating it!

The above Flowbot template can be copied from below.

1. Click on "View Details" on the top banner
2. Click on "Try this template" at the bottom of the transitioned screen
3. Register for Yoom
* If you have already registered, the login screen will appear, so please log in.

How to Create a Workflow for Integrating freee HR and Labor with Dropbox

Step 1: Integrate freee HR and Labor with Dropbox in My Apps

Once registration with Yoom is complete, the Flowbot template will be copied to "My Projects".
When the display appears as shown in the image, please select "My Apps" from the menu on the left.

Click the new connection button at the top right.

Enter the app name to be integrated into the box.

Integration of freee HR and Labor with Yoom

1. Search
‍Enter "freee HR and Labor" in the box and select the freee HR and Labor icon.

2. Log in

The login screen will appear, so please log in to freee HR and Labor.

3. Allow

Then, the screen will transition as shown above.
Check the contents and press the "Allow" button in the red frame.‍

4. Add

The screen will switch, and if the above display appears, the integration is complete.

Integration of Dropbox with Yoom

1. Search
‍Enter "freee HR and Labor" in the box and select the freee HR and Labor icon.

2. Log in

The login screen will appear, so please log in to Dropbox.

3. Allow

Then, the screen will transition as shown above.
Check the contents and press the "Allow" button.‍

4. Add

The screen will switch, and if the above display appears, the integration is complete.

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This completes the integration of freee HR and Labor with Dropbox.
Next, we will proceed to the detailed settings of the Flowbot.
Please copy the Flowbot template from below

1. Hover over the banner and click "View Details"
2. Click "Try This Template" on the page you navigated to
3. Register for Yoom
※ If you have already registered, the login screen will be displayed, so please log in.

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Step 2: Setting to Retrieve Data in Real-Time from freee HR

1. Open My Project

Open "My Project" from the menu on the left side of the screen.

2. Open the Copied Template
‍Click on "Create a folder for each employee in Dropbox when an employee is registered in freee HR".‍

3. Select App Trigger
Select "When an employee is registered (Webhook)" from the freee HR icon.
Make sure the account information to be linked is correct.‍

3. Webhook Event Reception Settings

Set up the Webhook according to the image.
By setting up the Webhook, when employee information is registered in freee HR, a file will be created in Dropbox in real-time.

For detailed setup instructions, please see here.
‍ Also, for information on what actions in freee HR will trigger the Flowbot, please see here.

4. Execute Test

Once the Webhook setup is complete, register a test employee in freee HR.
Then return to the Yoom screen and click the test button in the image above.
If the test is successful, press save.

Step 3: Setting to Retrieve Detailed Data from freee HR

1. Link with App
Click on "Retrieve Employee Information" from the freee HR icon.
Scroll down the screen.

2. API Connection Settings

For this item, since you are using a template, the setup is already complete.
Therefore, just press the test button at the bottom.‍

3. Execute Test
After confirming the test is successful, save.

Step 4: Setting to Create a Folder in Dropbox

1. Link with App
‍Select "Create Folder" from the Dropbox icon and press next.‍

2. Enter Folder Path

Check the folder path and copy & paste it.
Please note that the display method may vary depending on your computer.‍

3. Execute Test
Once the setup is complete, press test.
After confirming the test is successful, save.‍

4. Turn ON the Trigger

When the Flowbot creation is complete, the above display will appear.
The trigger is initially set to OFF, so turn it ON.

This completes the creation of a Flowbot using freee HR and Dropbox.

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Flowbot template used this time
fCreate a folder for each employee in Dropbox when an employee is registered in freee HR

Other Automation Examples Using Dropbox

Yoom offers other automation options using Dropbox. Let's introduce a few.

1. Store documents in Dropbox once they are signed with Docusign

You can automate the storage of important contracts that need careful handling. Automation should help prevent any storage omissions.

2. Notify on Slack when an invoice file is stored in Dropbox

How about automating the detection and storage of invoices? This can be useful for expense reimbursement within the company, and it is expected to streamline document management, which can often become cluttered.

3. Create a folder for each employee in Dropbox when an employee is registered in Kaonavi

This flowbot can also be created in Kaonavi. Yoom allows integration with various apps, so let's implement automation using your preferred app.

Summary

With this integration, it is expected that the burden of administrative tasks will be reduced and the flow to subsequent processes will become smoother.
Even the elimination of a small amount of effort should lead to time savings through the automation of routine tasks.
To perform daily administrative tasks comfortably, please consider implementing automation.