How to integrate Garoon with Microsoft Teams to retrieve pending approval request data from Garoon daily and notify Microsoft Teams

Approval tasks that arise in daily operations. Are you looking for a way to efficiently handle them, especially when dealing with multiple application data?
We recommend integrating Garoon with Microsoft Teams. By utilizing this system, you can immediately notify Microsoft Teams of pending approval data, ensuring a smooth workflow.
This reduces the hassle of emails and individual confirmations, and minimizes the risk of application errors or delays. Furthermore, sharing progress with the entire team can enhance transparency.
This article clearly explains the benefits and integration methods of connecting Garoon with Microsoft Teams, using specific examples.

Recommended for

・Managers and personnel who have many approval tasks and want to improve efficiency

・Those who frequently experience application or approval oversights and are troubled by it

・Companies that want to make the approval flow transparent for the entire team

Benefits and Examples of Integrating Garoon with Microsoft Teams

Benefit 1: Streamlining the Approval Process

By automatically retrieving pending approval data from Garoon and notifying Microsoft Teams, you can expect to streamline the approval process.
For example, approval personnel previously needed to log into Garoon and navigate through multiple pages to find application data, but the notification feature can eliminate this hassle. Additionally, once the notification is checked in Microsoft Teams, you can access Garoon with a single click, saving time and clearly understanding "when to process approvals," reducing the risk of postponement.

Benefit 2: Preventing Information Oversight

The notification integration between Garoon and Microsoft Teams can be an effective means to prevent overlooking approval data.
Especially for personnel handling multiple tasks, forgetting approval tasks is not uncommon. However, receiving notifications in Microsoft Teams allows you to immediately recognize important pending approval data.
For instance, in companies where managers frequently miss applications due to meetings or business trips, introducing notification integration can reduce missed responses.

Benefit 3: Enhancing Team Transparency

By integrating Garoon with Microsoft Teams and sharing application status with the entire team, you can expect to enhance operational transparency. This prevents situations where specific personnel are overwhelmed with tasks, and if approval tasks are stalled, team members can understand the situation and provide flexible support.
For example, in cases where busy supervisors frequently cannot approve for extended periods, utilizing the proxy approval feature allows other members to take over approvals as needed, creating a system for smooth operations. This transparency is expected to enhance team cohesion.

[About Yoom]

How to Create an Integration Flow between Garoon and Microsoft Teams

Let's create a flow together using a template to "retrieve pending approval application data from Garoon daily and notify Microsoft Teams"!

The template we will use can be copied by clicking "Try it" on the banner below.

Before Getting Started

If you do not have a Yoom account, please create one from the "Yoom Account Issuance Page" below.
For basic operations of Yoom, please check "First Time with Yoom".

Yoom Account Issuance Page

First Time with Yoom

Now, let's get started together!

Step 1: Integrate Garoon and Microsoft Teams with 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 Garoon.
(3) On the "New Garoon Registration" screen, enter your account name, login name, and password, then click "Add".

(4) Next, integrate Microsoft Teams. Similarly, click on Microsoft Teams from the list of new connections in Yoom.
※ Microsoft365 (formerly Office365) has both personal and business plans (Microsoft365 Business), and if you are not subscribed to the business plan, authentication may fail.
(5) From the Microsoft Teams sign-in screen, enter your account and log in.

Once the integration is complete, Garoon and Microsoft Teams will be registered in Yoom's My Apps.

This completes the My Apps registration.
Next, let's set up triggers using templates!

Step 2: Schedule Settings

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

Click on "When the specified schedule is reached" for the schedule trigger. From the "Specify Execution Time" screen, set the date and time to notify Chatwork. This time, we specified 9 AM on weekdays. Once the settings are complete, click "Save" at the bottom. Step 3: Integrate with Garoon to Retrieve a List of Application Data Next, integrate with Garoon to retrieve a list of pending approval application data. Click on "Retrieve a list of pending approval application data [Workflow]". From the Garoon "Select Integration Account and Action" screen, check for any errors in the account information integrated with Garoon, keep the action as "Retrieve a list of pending approval application data [Workflow]", and click "Next". From the "API Connection Settings" screen, check the red line, and enter the subdomain and application form ID. Once the input is complete, click "Test" and then click "Save" at the bottom. Step 4: Integrate with Microsoft Teams to Send a Message to the Channel Next, integrate with Microsoft Teams to send a message to the channel. Click on "Send a message to the channel". From the Microsoft Teams "Select Integration Account and Action" screen, check for any errors in the account information integrated with Microsoft Teams, keep the action as "Send a message to the channel", and click "Next". From the "API Connection Settings" screen, select the team ID and channel ID from the options. Scroll down, and the content entered in the message will be notified to Microsoft Teams. By selecting from the output, you can quote information from Garoon. Other fields are not mandatory. Please enter the necessary fields. Once the input is complete, click "Test" at the bottom, and if no errors occur, click "Save". Finally, click "Turn ON Trigger". This completes the flow bot that "retrieves pending approval application data from Garoon daily and notifies Microsoft Teams".

Other Automation Examples Using Garoon and Microsoft Teams

At Yoom, we have many other examples of automation using Garoon and Microsoft Teams, so let us introduce a few.

1. Notify Microsoft Teams when a workflow is approved in Garoon

By utilizing this flow, you can immediately grasp the approval status and proceed to the next task. Furthermore, by leveraging Microsoft Teams' Google Chat and meeting features, you can expect to enhance communication.

2. When a schedule is registered in Garoon, link it to the Microsoft Teams calendar

By automatically reflecting Garoon's schedule in Microsoft Teams, you can save the effort of manual transcription and prevent input errors and omissions. This is recommended for those considering improving the efficiency of schedule management.

3. Notify Microsoft Teams when a schedule is registered in Garoon

By checking notifications in Microsoft Teams, you can keep track of information from Garoon and prevent any oversights. Additionally, automatic notifications will allow the entire team to stay informed, making it easier to follow up.

For those who want to check templates using Garoon and Microsoft Teams, please visit the following site.

List of Flowbot Templates Using Garoon

List of Flowbot Templates Using Microsoft Teams

Summary

By integrating Garoon and Microsoft Teams, you can gain various benefits such as streamlining approval processes, preventing oversights, and enhancing transparency within the team. Especially by utilizing the notification feature, you can quickly grasp important application data, potentially preventing workflow stagnation. Additionally, you can maximize the use of existing systems without introducing new tools, which can lead to cost savings and smooth operation post-implementation. Such integration not only enhances work efficiency but also contributes to improving team productivity.
We highly recommend this integration for those looking to review their approval processes or for companies aiming to improve operational efficiency.