How to integrate GMO Sign with Microsoft Teams to automatically notify contract completion in Microsoft Teams
How to Integrate Applications
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2024/11/20
How to integrate GMO Sign with Microsoft Teams to automatically notify contract completion in Microsoft Teams
k.hieda
GMO Sign is widely adopted by many companies because it makes it easy to create and manage contracts, and its electronic contract security is robust. However, there may be times when manually checking the progress of contracts feels cumbersome. By integrating GMO Sign with Microsoft Teams, you can receive automatic notifications in Microsoft Teams when a contract is completed, making it even more convenient to use. Traditionally, such automation required programming, but with our no-code flow bot, it can be implemented with simple settings. We will explain the programming-free setup method and its benefits, so please read to the end.
Recommended for
The flow bot we introduce this time is perfect for the following people.
Those who want to prevent oversights in contract work by utilizing notifications
Those who want to improve work efficiency while maintaining information accuracy
Those who feel that the confirmation work after contract completion is cumbersome
Those who use GMO Sign and Microsoft Teams and want to integrate them to improve work efficiency
Benefits and Specific Use Cases of Automatically Notifying Microsoft Teams When a Contract is Completed with GMO Sign
From the perspectives of sales representatives and contract management personnel, we will introduce the advantages of the automatic notification function and specific use cases.
1. Sales Representatives Can Grasp Contract Progress in Real-Time
When a contract is completed with GMO Sign, the contract details are automatically notified to Microsoft Teams, and information such as contract amount and contract date is immediately shared with sales representatives. This eliminates the need for manual confirmation work and allows them to grasp the latest contract status.
Sales representatives can immediately follow up with customers upon receiving notifications and prepare to move on to cross-selling or additional proposals as needed. Receiving contract completion notifications in real-time facilitates smooth customer interactions and creates an environment where sales activities can proceed smoothly.
2. Reduction of Manual Work and Error Prevention for Contract Management Personnel
When a contract is completed, contract information is automatically notified to Microsoft Teams, eliminating the need for contract management personnel to manually input or transfer data. Manual input errors are prevented, and contract data is accurately reflected.
Since important information such as contract amount and contract date is notified immediately, the burden of confirmation work is reduced, and information is shared within the team without errors. This improves the accuracy of contract management and creates an environment where it is easier to focus on other tasks.
3. Efficient Management of Consolidated Information
When a contract is completed, information is automatically notified to Microsoft Teams, allowing data management personnel to immediately check contract information in a single channel. The consolidation of necessary information makes management and confirmation work easier.
This allows personnel to manage information without moving between multiple systems and access necessary data immediately, smoothing the workflow. With contract information consolidated, timely information sharing with other team members is possible, making overall management of work easier.
From here, we will explain the automation setup method for "notifying Microsoft Teams when a contract is completed with GMO Sign" using Yoom's flow bot template.
[What is Yoom]
Integration Process
Register My App to Yoom (GMO Sign and Microsoft Teams)
Copy the Template
Set App Trigger, Integrate App
Turn ON the Trigger Button and Confirm Integration Operation
※Notice
Integration with GMO requires a GMO Sign integration option. Please check the GMO Sign official website for details
Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
How to Create an Integration Flow to Notify Microsoft Teams When a Message is Received in GMO Sign
Items to Prepare in Advance
Here is a list of items needed during the integration process.
GMO Sign
Login Information (Use the management screen in GMO Sign operations)
Please contact GMO Sign in advance to obtain the following.
Secret Key
Customer ID
Microsoft Teams
Microsoft365 Login Information (Email, Phone Number, Skype ID, Password)
Step 1: Setting Up My App Integration
Here, you will set up the app information to be registered in Yoom. Log in to the Yoom workspace and click ＋New Connection in the My Apps screen.
A list of apps that can be connected to Yoom will be displayed. Select the app to connect from the search window and proceed with My App registration.
GMO Sign
Click on the app name that appears in the search results. A screen to enter values will be displayed.
Account Name
Any string (such as an email address)
Access Token
Please enter "GMO".
After entering the values, click the Add button. This completes the My App registration for GMO Sign.
Microsoft Teams
Select Microsoft Teams from the search results.
You will be redirected to this screen, where you will enter your Microsoft365 login information.
This completes the My App registration for Microsoft Teams.
Step 2: Copy Yoom's Flow Bot Template to My Project
Click on this banner.
The template will be copied to My Project. You can access My Project from the left menu bar.
Step 3: App Trigger "When Signature is Completed"
Click on the first step of the template.
Set up the Webhook to trigger the event (completion of signature) in GMO Sign.
(1/2) Select Integration Account and Action
The items displayed here are already pre-configured.
App Trigger Title
App
Account Information Linked with GMO Sign
Trigger Action
→ Click Next
(2/2) Webhook Event Reception Settings for App Trigger
Enter the Webhook URL displayed on the screen into the Webhook settings page in the GMO Sign management screen.
→ Click Test → Success, Transaction ID can be obtained.
※ In case of an error
It is possible that the event (case where the signature is completed) has not occurred. Set the event occurrence conditions and proceed to retest.
→ Click Save
Step 4: "Generate Access Token" to Integrate with the App
Next, click on the second step of the template.
In this step, you will obtain the access token for GMO Sign.
(1/2) Select Integration Account and Action
These items are pre-configured.
App Trigger Title
App
Account Information Linked with GMO Sign
Trigger Action
→ Click Next.
(2/2) Detailed Settings for Database Operations
Secret Key
Enter the value obtained by contacting us in advance.
Customer ID
Enter the value obtained by contacting us in advance.
→ Click Test. → Success, an access token has been generated in the output.
→ Click Save.
Step 5: "Retrieve Document Details" to Integrate with the App
Next, click on the third step of the template.
In this step, you will perform operations to retrieve information such as document names.
(1/2) Select Integration Account and Action
These items are pre-configured.
App Trigger Title
App
Account Information Linked with GMO Sign
Trigger Action
→ Click Next.
(2/2) Detailed Settings for Database Operations
Secret Key
Enter the value obtained by contacting us in advance.
Customer ID
Enter the value obtained by contacting us in advance.
Access Token
The reference code for the access token obtained in the previous step is pre-embedded.
Transaction ID
Reference the output obtained in the first step. Click the edit field to open a dropdown, and select the Transaction ID displayed in the "When Signature is Completed" tab. The reference code will be embedded.
Management Number
Either the Transaction ID or Management Number is required. Since the Transaction ID is already entered, leaving it blank is fine.
→ Click Test. → Success, document information has been retrieved in the output.
→ Click Save.
Step 6: "Notify Microsoft Teams" to Integrate with the App
Next, click on the fourth step of the template.
In this step, you will create a template message to notify Microsoft Teams.
(1/2) Select Integration Account and Action
These items are pre-configured.
App Trigger Title
App
Account Information Linked with Microsoft Teams
Trigger Action
→ Click Next.
(2/2) Detailed Settings for Database Operations
Team ID
Click the edit field to open a dropdown, and the space name of the linked Microsoft Teams will be displayed. Select the space to send the message to, and the ID will be referenced.
Channel ID
Click the edit field to open a dropdown. Select from the channel candidates, and the ID will be automatically referenced.
Message Content
Create a template message. Click the edit field to open a dropdown, and the output of the document information will be displayed from the "Retrieve Document Details" tab. Click the necessary items to embed the reference code.
In Microsoft Teams, HTML tags are supported to display notification messages in a richer and more structured format. Therefore, it is necessary to insert line break tags <br/>.
When setting mentions, insert values into the box below the message editing area to link mentions. Insert values for attachment information as well.
→ Click Test. → Success
→ Click Save. This concludes the setup of the flow bot.
Step 7: Turn ON the App Trigger
Once all steps are configured, a complete screen will be displayed.
Turn ON the Trigger to activate the flow bot. You can switch it using the toggle at the top left of the template.
<span class="mark-yellow">The flow bot was easily set up without programming.</span> The notification was confirmed in the Microsoft Teams team channel.
Here is the template used this time.
Make More Use of It! 3 Ways to Automate with GMO Sign
GMO Sign can be integrated with not only Microsoft Teams but also other apps to leverage automation.
1. Easily Create Contracts from kintone and Send to GMO Sign
You can create contracts with a single button on kintone and send them to GMO Sign. Automatically quote information from kintone to save the trouble of manual input. Streamline contract creation and prevent human errors.
2. Automatic Update to Google Spreadsheet After Contract Completion
Once a contract is completed with GMO Sign, the information is automatically updated in a Google Spreadsheet. This reduces manual work, improves work efficiency, and allows the entire team to focus on their tasks.
3. Automatically Store Files in Dropbox After Contract Conclusion
Once the contract is concluded with GMO Sign, the files are automatically stored in Dropbox. This eliminates manual work, streamlines file management, and simplifies sharing.
Summary
By implementing this flow bot, GMO Sign's contract completion notifications are automatically sent to Microsoft Teams, eliminating manual work and enabling accurate information sharing. In positions such as sales, contract management, and data management, reliable information transmission supports operations and enhances efficiency, which is a significant advantage. Since it can be set up with no code, you can quickly implement it and experience its benefits.
For more details, please check the banner below.
See you again soon!
The person who wrote this article
k.hieda
10 years as a web planner and director. When I worked for a web production company, my main focus was on proposing modifications and operation plans to clients and proceeding with production. I'm currently a parallel worker. We produce blogs in Yoom's content division, and receive external public relations projects for companies in our individual business. Since we are starting a private lodging, we aim to thoroughly improve the efficiency of routine work!
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