Integrate Garoon with LINE WORKS to retrieve pending approval request data from Garoon daily and notify LINE WORKS.

By integrating Garoon and LINE WORKS, you can automate notifications of pending approval requests and improve work efficiency. In this article, we will introduce in detail how to use the no-code tool Yoom to retrieve pending request data from Garoon at a set time every day and automatically notify LINE WORKS, as well as the benefits of doing so. Let's reduce the hassle and efficiently manage pending approval request data.

Recommended for

・Those who use Garoon and LINE WORKS in their work
・Administrators considering speeding up and streamlining the approval process
・Approvers who often delay in checking or following up on request data
・Those aiming to improve workflows by utilizing business data
・Those exploring ways to streamline approval tasks in a remote work environment

Benefits and Examples of Integrating Garoon and LINE WORKS

Benefit 1: Reducing Workload

Traditionally, applicants needed to check the status multiple times until approval was granted, and approvers had to manually check for pending requests. However, with this automation, pending request data is retrieved from Garoon daily and automatically notified to LINE WORKS, allowing approvers to understand the request status through notifications alone. For example, if there are dozens of expense reimbursement requests daily and the accounting department manually checks Garoon to process requests, introducing this automation can efficiently advance the approval process and reduce workload. This creates an environment where approvers can focus on important tasks without being bothered by approval tasks.

Benefit 2: Preventing Overlooked Request Data

By utilizing LINE WORKS' notification feature, you can prevent approvers from overlooking request data in Garoon. Especially in busy work environments, it is common to forget to check approval requests received by the system. However, receiving daily notifications through LINE WORKS can solve these issues. For example, in situations where overlooking approvals for contracts or processing proposals with set deadlines could impact business, using this automation can reduce the risk of missed approvals.

Benefit 3: Enabling Analysis for Workflow Improvement

By notifying pending request data daily through LINE WORKS, you can grasp the progress of workflows and analyze areas for improvement. This makes it easier to quantify business performance, such as the time from request to approval and the processing speed of each approver. Traditionally, when tracking progress manually, it was difficult to notice delays or bottlenecks, but with this flow, you can easily identify where delays occur. For example, if requests are concentrated on a specific approver and the process is stalled, it is expected that measures such as reviewing the request route or setting additional approvers can be taken. Additionally, by simplifying overlapping procedures in the approval process or appropriately distributing approvers, request processing can be expedited, leading to improved overall work efficiency. Understanding and analyzing business progress in this way leads to the effective implementation of improvement measures.

[About Yoom]

How to Create the Integration Flow of Garoon and LINE WORKS

So far, we have introduced the benefits of integrating Garoon and LINE WORKS. Let's quickly use Yoom to integrate the applications we will use this time! After completing the registration of My Apps, we will create a flow bot that "retrieves pending request data from Garoon daily and notifies LINE WORKS."

This time, we will follow the process below.
Let's set it up together!

Integrate Garoon and LINE WORKS with My Apps.
Copy the template.
Set the trigger for Garoon as the starting point of the flow, and then configure the operations for LINE WORKS.
Turn on the trigger button to verify the operation of the integration flow between Garoon and LINE WORKS.

Step 1: My Apps Integration

By integrating My Apps first, the subsequent settings will proceed smoothly.
First, let's integrate the Garoon you are using with Yoom.
Select My Apps → New Connection from the left side of the Yoom page.

Search for Garoon and register the required fields on the following screen.

You can check the login name by selecting the gear icon at the top right of Garoon and accessing the cybozu.com common management.

Proceed to the organization and user settings screen, and find your login name from the red-framed field.

Next, search for LINE WORKS.
Please refer to here for setting the required fields.

If Garoon and LINE WORKS are integrated into My Apps, it's OK.

Step 2: Set Triggers and Actions

This time, we will proceed using this template.

Open the template page and click on "Try this template".
If you are using Yoom, please log in. If you are a new user, please register.
Proceed, and the template will be automatically copied to your workspace.
Change the template name if necessary.
Click on "My Projects" on the left to see the copied template.
Click on the ellipsis (...) on the right and select "Edit".

Now, let's set up the schedule trigger.
Select "When the specified schedule is reached".
If the default day and time are fine, save it.

Next, click on "[Workflow] Retrieve list of pending approval requests".
Please verify the account information to be linked.
Proceed to the next step and configure the items.
*You can retrieve request data for one form ID per flowbot.
(Example: If you want to retrieve request data for paid leave and overtime applications, you need a separate flowbot for each.)

Application Form ID: It can be obtained from the gear icon in the upper right corner of Garoon → Garoon System Administration → Management of each application → Workflow → List of application forms.

A list of application forms will appear, so please select from the sample forms.
This time, we will use "Salary-related → Paid Leave".
Click on "Paid Leave and Other Leave Applications/Absence Notices".

In the address bar of the following screen, there is "fid=●●" towards the end of the URL, so enter that ●● into the flowbot's application form ID.

Please perform a Garoon test application as follows.

Once you have applied, return to the flowbot and test it.
If the pending approval request content from Garoon is reflected in the output, save it.

Next, click on "Send a message to the talk room".
Please set the bot ID and talk room ID.

Use the output to set the message.

Test this as well, and if successful, save it. On the LINE WORKS side, it will be displayed like this.

Thank you for your hard work so far.
Even someone like me, who is not familiar with programming, was able to proceed easily.

Here is the flowbot used this time ↓

Other Automation Examples Using Garoon and LINE WORKS

1.A flow to notify LINE WORKS when a workflow is approved in Garoon.

This is recommended for those who manually notified each time a workflow was approved.
It saves the hassle of repeatedly checking for approvals.

2.This is a flow to notify LINE WORKS when an event is registered in the Garoon calendar.

By using this flow, you can automatically receive notifications of events, preventing any oversights.
You can also customize the notification content, allowing you to receive only the necessary information.

3.This is a flow to register a schedule in LINE WORKS calendar when a schedule is registered in Garoon.

This is recommended for those who manage their schedules with LINE WORKS calendar.
It saves the hassle of managing schedules in two places.

Summary

This time, we introduced a flow bot that "retrieves pending approval request data from Garoon every day and notifies LINE WORKS".
By integrating Garoon with LINE WORKS to automate notifications of pending approval request data, a significant improvement in work efficiency can be expected.
Especially by utilizing the no-code tool Yoom, complex settings can be easily configured, helping to reduce work burden, prevent overlooking of request data, and improve business workflows.
As a result, it is anticipated to enhance the overall operational efficiency of the company.

Please take this opportunity to try the integration of Garoon and LINE WORKS using Yoom.