How to integrate Garoon with Discord to notify Discord daily about pending approval data from specific forms in Garoon

Don't you find that the task of checking and approving each application one by one can be time-consuming and somewhat tedious when there are many? Especially when the number to be checked is enormous, there might be instances where something is overlooked.
In such cases, we recommend integrating Garoon with Discord to create an app integration that allows you to check only the pending approval data daily.
If the pending approval data is notified daily on Discord, it might reduce oversights. This app integration will be a strong ally, especially if there are many applications that need to be checked daily.

Recommended for:

・Companies utilizing Garoon and Discord
・Those looking to streamline the approval process in Garoon
・Those prone to overlooking workflows applied in Garoon
・Companies using Discord as their main communication tool and wanting to make effective use of it

Benefits and Examples of Integrating Garoon and Discord

Benefit 1: Prevent Approval Oversights

By implementing this integration, you can obtain workflow data applied from specific forms in Garoon daily at a specific time and send it to Discord if there are any pending approvals. This increases the likelihood of preventing approval oversights.
For instance, the more employees there are, the more applications there will be. Therefore, checking everything without missing anything requires considerable effort, and sometimes things might be overlooked.
However, if pending workflows are sent at the same time every day, it should be easier to prevent oversights.

Benefit 2: Easier Handling of Important Applications

Integrating Garoon and Discord might make it easier to handle important applications.
For example, by implementing this automation for specific forms of high-priority workflows, such as employee recruitment applications due to sudden staff shortages or accident reports that need immediate attention, it is expected to facilitate appropriate responses smoothly.
Notifying important applications with direct mentions to the relevant parties might also eliminate waste in the approval process.

Benefit 3: Easier Sharing with Members

By integrating this, you can send notifications to specific channels in Discord, making it easier to share with members within the channel.
For example, if you want to check pending applications but have other urgent matters and cannot confirm them, creating a thread on the notified content and asking members for cooperation might result in someone checking it on your behalf.
Even if you cannot handle it yourself, it becomes easier to request cooperation from members, thus strengthening team collaboration.

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Now, let's introduce the flow of integrating apps using Yoom.
First, register with Yoom.
Yoom offers a 2-week trial. You can actually operate it to check the usability.

[What is Yoom]

This time, we will automate "obtaining pending approval application data from Garoon daily and notifying it on Discord" using the following template.

How to Create a Garoon and Discord Integration Flow

This integration flow is broadly divided into the following processes.

・Integrate Garoon and Discord with My Apps
・Set up a schedule trigger to retrieve data from Garoon
・Set up to send data to Discord
・Turn on the trigger button and confirm the integration operation between Garoon and Discord

Step 1: Integrate Garoon and Discord with My Apps

After completing the registration with Yoom, please select "My Apps" from the menu on the left.

Next, click the new connection button at the top right.

Integration between Garoon and Yoom

1. Search

Click the Garoon icon.

2. Enter Required Fields

Enter the required fields using Base64 encoding as shown in the red frame.
For more details, please check here about Base64 encoding.
The account name can be anything you like. Something easy to understand, such as a company name or contact person, is recommended.

3. Add Once the required fields are entered, click Add at the bottom right.

If the above display appears, the integration is complete.

Integration between Discord and Yoom

1. Search

Select the Discord icon.

2. Enter Required Fields

Discord Developer Portal to obtain a Bot token and enter it in the access token.
For more details, please check the page on Discord My Apps Integration.

3. Add
‍ Once the required fields are entered, click Add at the bottom right.

If the above display appears, the integration is complete.

Step 2: Copy the Template

Next, please copy the template to be used this time.

1. Click "View Details" on the top banner
2. Click "Try this template" at the bottom of the transitioned screen
3. If you haven't registered with Yoom yet, please register * If you have already registered, the login screen will be displayed, so please log in. When the Flowbot template is copied to "My Projects", the above display will appear. Let's proceed with detailed settings as you transition to a page like the image. Step 3: Set up to activate the schedule trigger and retrieve data from Garoon 1. Open My Projects Open "My Projects" from the menu on the left side of the screen. 2. Open the copied template Click on "【Copy】Retrieve pending approval data from Garoon daily and notify Discord". 3. Schedule Trigger Select "When the specified schedule is reached" from the calendar icon. Scroll down the screen. 4. Specify the Schedule Set the day of the week and time to retrieve pending approval data from Garoon. This time, it is set to retrieve data from Monday to Sunday at 9 AM, so please check if it matches the image. If you want to change the day or time of retrieval, you can change the settings as desired. Press save and proceed to Garoon settings. 5. Integrate with the App Select "【Workflow】Retrieve list of pending approval data" from the Garoon icon. Press next. 6. Set Required Fields Enter the subdomain as instructed at the bottom of the box. Continue to set the application form ID. Since this automation is set to "retrieve pending approval data from a specific form," you need to decide on a specific form at this stage. The method to check the form ID is as follows. Open the workflow tab on the Garoon page and click apply. Select any category from the menu on the left side of the screen. Select a subcategory. Select any form. The application form will be displayed. The numbers in the red frame within the URL are the form ID. 4. Execute Test Send a test transmission of the pending approval data from the specified form. Press the test button, and if "Test Successful" is displayed in blue, press save. Step 4: Set up notifications to Discord 1. Integrate with the App Select "Send Message" from the Discord icon. Press next. 2. Enter Channel ID First, set the channel ID where you want to notify about the pending workflow. Enter as instructed at the bottom of the box. 3. Confirm Message Set the content of the message you want to notify to Discord. This time, since the Garoon data is already inserted and set as in the image, there is no problem if there are no changes. If you want to change it, please make corrections. 4. Execute Test Once the message settings are complete, press the test button at the bottom. If "Test Successful" is displayed in blue, the settings are complete. Press save. 5. Turn ON the Trigger When the creation of the Flowbot is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON. Flowbot template used this time: Retrieve pending approval data from Garoon daily and notify Discord

Other Automation Examples Using Garoon and Discord

Yoom has other examples of automation using Garoon and Discord, so here are a few introductions.

1. Notify Discord when a workflow is approved in Garoon

When a workflow is approved, a message is sent to Discord. This can make it easier to proceed with subsequent processes after approval.

2. Notify Discord when an event is registered in the Garoon calendar

It is also possible to notify when a new event is registered in the calendar. This may make it easier to share with members and facilitate smoother collaboration.

3. Register a record in Google Sheets when a workflow is approved in Garoon

This is an automation that adds approved applications to Google Sheets. By transferring them to Google Sheets, they can be displayed in a list, making management easier.

Summary

By integrating Garoon with Discord and implementing automation, you may be able to prevent oversights in checking submitted workflows and simplify the approval process.
Additionally, since messages will be sent to Discord, it should become easier to share information with members within the channel. The benefits of this integration may be particularly noticeable for applications from forms that require quick approval.
Please take this opportunity to integrate the apps and implement automation to help review the approval process.