How to link freee Sign with Dropbox and upload contracts signed with freee Sign to Dropbox

In daily operations, many people find it cumbersome to organize storage locations while managing contracts. The integration of freee Sign and Dropbox using Yoom can eliminate the need for manual uploads, making it a highly useful method for companies aiming to streamline contract management. Additionally, by reducing working hours, it can alleviate the burden on staff, potentially improving the work environment. This article provides a detailed explanation of the specific settings for automating the flow of uploading contracts signed with freee Sign to Dropbox and the benefits of implementing it.

Recommended for

・Those who want to further streamline contract management using freee Sign and Dropbox
・Sales representatives who want to automate the workflow after contract signing
・Administrators of companies who want to prevent management mistakes or oversights in contract administration
・IT personnel who use Dropbox as the main tool for file management
・Project leaders who want to efficiently grasp the progress of contract operations

Benefits and Examples of Integrating freee Sign and Dropbox

1. Prevention of Oversights

When uploading contracts manually, there is a risk of human error, such as saving files in the wrong location or forgetting to upload them altogether. By adopting this automated flow using freee Sign and Dropbox, these risks can be avoided, ensuring that contracts are saved in the correct folder. For example, in the traditional process, a representative might unintentionally forget to upload an important contract, causing delays in responding to customers. Automation of the process can prevent such oversights, potentially enabling companies to achieve stable contract management as they envision.

2. Streamlining Document Management

By implementing the automated flow of freee Sign and Dropbox, contracts are automatically saved in specific folders within Dropbox, streamlining contract document management tasks. As a specific example, previously, checking the content of contracts in freee Sign and uploading them to Dropbox each time was time-consuming and labor-intensive. With the automation of document uploads, the manual task of downloading contracts after completion and uploading them to Dropbox can be eliminated. The reduction in file management work time may allow more focus on customer service and business negotiations.

3. Facilitating Internal Collaboration

With contracts automatically uploaded to Dropbox, information sharing with other representatives can be conducted smoothly. For instance, after a sales representative concludes a contract, the accounting department can prepare for invoice issuance, or the project team can immediately start preparing to provide services. These actions are likely carried out routinely. Every time a contract from freee Sign is uploaded to a specific folder in Dropbox, all related team members can quickly grasp the contract status, strengthening team collaboration, increasing response speed, and improving the quality of work.

Now, let's create a flow bot using the template for "Uploading Contracts Signed with freee Sign to Dropbox" with the no-code tool Yoom.

[About Yoom]

How to Upload Contracts Signed with freee Sign to Dropbox

The workflow to completion proceeds as follows.

・Link freee Sign and Dropbox with My Apps
・Copy the template
・Set the trigger for freee Sign, check the branching actions, and set each operation for Dropbox
・Turn the trigger ON

Now, let's proceed with the new connection of the apps to be linked.

・Link freee Sign and Dropbox with My Apps

(1) First, connect freee Sign to My Apps.
After logging into your Yoom account, click "My Apps" on the left and search for freee Sign from "New Connection".

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(2) Search for and click on the freee Sign app icon.

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(3) You will be redirected to the freee Sign login screen. Enter the "email address" and "password" of the freee Sign you want to link and log in, or log in with 'freee account'.
Once logged in, the app linkage is complete.
The first freee Sign is now connected.

(4) Next, link the Dropbox app.
Select Dropbox in the same way as registering freee Sign with My Apps.

(5) Choose the login method on the next screen.
When logging in with an email address, enter the email address and click [Continue].

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(6) As an example, the following screen shows the operation screen when you click 'Continue with Google'.
Select an account and agree/register on the next screen.

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Dropbox connection is complete.

If the settings are done correctly, you will be taken to the My Apps screen of your Yoom account with the two apps added.
Now, the two apps are connected to your Yoom account.

・Copy the Template

After confirming that the new connection of the target app to your Yoom account is complete, click the icon "Try this template" below.

The template will be copied, so click the "OK" button.

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Please move to the "My Projects" screen of your Yoom account and check the template content.

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There are four configuration flows, including branching actions.

・Setting the Trigger for freee Sign

(1) First, set the app trigger for freee Sign.

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From the "My Projects" on the left side of your Yoom account screen, click "【Copy】Upload the contract signed with freee Sign to Dropbox".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) Click on "When the document status changes" which will be the trigger.

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(3) Enter the account information for freee Sign to be linked, and click [Next].

(4) On the next screen, you need to copy the Webhook URL and configure it in the management screen.
When setting up a Webhook in freee, refer to this page for guidance.

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(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 referenced and utilized in subsequent steps, as noted in "This value can be used in other operations."

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・Checking the Branching Action

(1) The second branching action is already set.
Click "Command Operation" and check the settings.

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(2) As shown in the screen below, this template specifies "Operation: When the document status changes" → "Output: Document status" as the branching target output.

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Please set "Output" and "Branching Conditions" as needed according to the situation.
(In this case, it is set so that "if the document status is equal to the value, it is processed as concluded.")

(3) After checking or optionally changing the settings, click [Save].

・Branching is a feature (operation) available in plans above the Mini Plan. In the case of the Free Plan, the operation of the Flowbot being set will result in an error, so please be careful.
・Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
・For branching, please also check this page.

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(4) Next, click the third action "Retrieve Contract File".

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(5) Confirm that the account information for freee Sign is entered, and click [Next].

(6) On the next screen, set the "Contract ID" field.
As shown in the screen below, you can also utilize the output obtained from the first action.

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(7) After entering the information, click [Test], and if there are no issues, click [Save].

・Dropbox Settings

(1) Finally, click the fourth action "Upload File".

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(2) Enter the account information to be linked, and click [Next].

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(3) On the next screen, enter the "Folder Path" and "File Name".
As shown in the screen below, you can also utilize the output obtained from the previous step.
(As an example, the 'Document Title' obtained from the previous step is set as the "File Name".)

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(4) For "File Attachment Method", select [Use Output] this time and choose 'Retrieved File' as the obtained value.

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(5) 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" on the screen below, the Flowbot will start automatically.

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The template used this time is here

Other Automation Examples Using Dropbox

There are other examples of automation using Dropbox on Yoom, so here are a few introductions.

Upload Invoice Files to Dropbox When an Invoice is Registered in TOKIUM

Manually uploading processed invoices to Dropbox is a labor-intensive task, but by incorporating this flow, invoice files are automatically uploaded to Dropbox after being registered in TOKIUM.
This eliminates manual effort and allows you to allocate the saved time to other tasks.

Notify Slack when an invoice file is stored in Dropbox

By automating tasks, you can eliminate the hassle of manually creating files.
Since invoice files are securely stored in Dropbox, data consistency and accuracy are maintained, allowing for smooth accounting operations and information management.

Create a Folder in Dropbox When a Client is Registered in SPIRAL

This flow is recommended for those who want to automate folder creation in Dropbox.
Once a client is added to SPIRAL, a client folder can be automatically created in Dropbox, eliminating the need for manual work on the Dropbox side.

Summary

By integrating freee Sign and Dropbox as introduced in this article, you can automate the increasingly complex confirmation and upload tasks, further streamlining contract management work.
Additionally, by omitting some steps in the workflow, the burden on the person in charge is reduced, potentially improving the overall quality of accounting tasks.

It can be easily implemented without programming, so please take advantage of Yoom to experience automation through app integration.