Integrate GMO Sign with SmartHR to automatically register employees in SmartHR once an employment contract is completed with GMO Sign.

Step 1: Register GMO Sign and SmartHR as My Apps

Please register GMO Sign and SmartHR as My Apps to connect them to Yoom.
Registering as My Apps in advance allows for smooth automation settings.

First, let's register GMO Sign as a My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.
Search for GMO Sign in the "Search by App Name" search bar or find it from the app list.

The following screen will be displayed, so follow the screen instructions to set the "Account Name" and "Access Token".

Next, proceed to register SmartHR as a My App.
Search for SmartHR (OAuth) from the app list or use the search bar, just like before.
When the following screen is displayed, set the "Subdomain".

Once both My App registrations are complete, GMO Sign and SmartHR will be displayed in My Apps.

Step 2: Copy the Template

To set up automation, click "Try it" on the banner below.

Read the following screen display and click "OK".

The following screen will be displayed, so check the "Title" and "Description".
If changes are needed, make them on the screen below.
To set up GMO Sign initially, click "When the signature is completed".

Step 3: Set the trigger for GMO Sign, which is the starting point of the flow, and the subsequent SmartHR operation settings

When the following screen is displayed, check the settings.

• "Title" → Editable
• "Account information linked with GMO Sign" → Verify if correct
• "Trigger Action" → When the signature is completed
  

The following screen will be displayed, so click the red frame to copy the Webhook URL.
Set it up in the GMO Sign management screen.
Check the precautions when using the GMO Sign app trigger here.
Send a Webhook event or execute the trigger event and click "Test" → "Test Success" → "Save".

Next, click "Generate Access Token" to set up the generation of an access token.
When the following screen is displayed, check the settings.

• "Title" → Editable
• "Account information linked with GMO Sign" → Verify if correct
• "Action" → Generate Access Token
  

Next, please check the following precautions.

Scroll and set the "Secret Key" and "Customer ID".
Once set, click "Test" → "Test Success" → "Save".

Next, click "Retrieve Document Details" to obtain detailed information on the GMO Sign contract document.
When the following screen is displayed, check the settings.

• "Title" → Editable
• "Account information linked with GMO Sign" → Verify if correct
• "Action" → Retrieve Document Details
  

When the following screen is displayed, set the "Secret Key" and "Customer ID".

Next, set the "Access Token".
Use the output from "Generate Access Token" to set it as follows.
Click the arrow in the red frame to display the output.
Once set, click "Test" → "Test Success" → "Save".

Next, click "Extract Data from Text" to set up data extraction from text.
*AI operations are available in some paid plans.
In other plans, the operation of the flow bot being set will result in an error, so please be careful.
A 2-week free trial of the paid plan is available.
During the free trial, you can use restricted apps and AI features (operations).

When the following screen is displayed, check the settings.

• "Title" → Editable
• "Conversion Type" → Extract text from data within 3,500 characters (2 tasks)
  

Check the following precautions.

Scroll and set the "Target Text" and "Items to Extract".
This time, as an example, we extracted the full name, so it was set as follows.
Once set, click "Test" → "Test Success" → "Save".

Next, click "Register Employee" to set up SmartHR.
When the following screen is displayed, check the settings.

• "Title" → Editable
• "Account information linked with SmartHR (OAuth)" → Verify if correct
• "Action" → Register Employee

Since we set up to extract the full name this time, set the "Last Name" and "First Name".
Select from the output of "Extract Data from Text".
Once set, click "Test" → "Test Success" → "Save".

Step 4: Turn on the trigger button and check the linkage operation between GMO Sign and SmartHR

Finally, click "Turn on Trigger" to complete the automation setup.
Check if the flow bot is operating normally.

Here is the template used this time.

Other Automation Examples Using GMO Sign

1. This is a flow where a notification is automatically sent to Google Chat once a contract is completed with GMO Sign.
Since the completion of the contract is notified in Google Chat, it becomes easier to check the contract information.
If you set it to be shared within the team, you can also save the effort of sending notifications.

2. This is a flow where information in Microsoft Excel is automatically updated once the contract is completed with GMO Sign.
Contract information is automatically updated in Microsoft Excel, eliminating the need for manual updates.
By removing the need for manual work, data entry errors can be prevented.

3. This is a flow where files are automatically stored in Google Drive once the document signing is completed with GMO Sign.
There is no need to manually save contract documents, preventing forgetting to save or saving errors.
By automatically saving to Google Drive, you can avoid losing files.

Summary

By automating the process from employment contract to HR registration, the manual effort of registration is eliminated, reducing the risk of human error.
This will alleviate the burden on HR personnel, allowing them to focus on more important tasks.
This automation will be particularly effective when hiring multiple people at once.

The automation setup using Yoom can be easily done by anyone.
Let's streamline HR registration with the template introduced this time.