How to Add a Record to Jobkan Expense Management and Workflow When a Row is Added in Google Sheets

Have you ever felt the need to reduce the effort involved in registering information in the general master when using a workflow system?
By registering information such as products and supplies in the general master, form selection becomes possible, making workflow applications more convenient. However, the more information you handle, the more effort is required for master registration. If you frequently register information, automation is recommended.

This article introduces a method to automatically register records in the general master of Jobcan Expense Management and Workflow when a row is added in Google Sheets. By integrating applications and automating business flows, you can reduce the effort and errors associated with data entry.

Benefits of Integrating Google Sheets with Jobcan Expense Management and Workflow

Reduction of Human Errors

Manual data entry can lead to human errors such as transcription mistakes, registration omissions, and duplicate entries. By automating the data entry process through the integration of Google Sheets with Jobcan Expense Management and Workflow, the risk of these errors occurring is reduced.

For example, if the unit price setting in the master is incorrect during a purchase application for goods, it may become difficult to correctly determine approval, or there may be a risk of processing incorrect amounts for accounting entries and transfers. By managing data accurately and allowing each person to proceed with their tasks based on reliable information, various troubles can be prevented in advance.

Ensuring Consistency

By automating business processes, data is processed according to the same rules and standards. You can specify the database required for general master registration, preventing discrepancies in information by different personnel and allowing master registration to proceed with the same procedure. Additionally, maintaining data consistency makes it easier to identify causes and devise solutions when problems arise.

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How to Create a Workflow for Integrating Google Sheets with Jobcan Expense Management and Workflow

Let's set up the integration and automation of workflows between Google Sheets and Jobcan Expense Management and Workflow.

We will introduce the steps to create a workflow using a template: "Add a record to the generic master in Jobcan Expense Management and Workflow when a row is added in Google Sheets".

Before You Begin

1. Please create a database in Google Sheets that will serve as the information source for the generic master.
　※The diagram below is an example. The red frame part of the URL refers to the Spreadsheet ID and Sheet ID.

2. Please set up the generic master registration and record item settings for the generic master in Jobcan Expense Management and Workflow.
　※Reference for registering the generic master: Register, Edit, and Delete Generic Master (Official Help Page Article)
‍　※Setting up record items for the generic master: Register, Edit, and Delete Records in the Generic Master (Official Help Page Article)

3. Please log in to Yoom.

4. Copy the template from Yoom using the "Try It" button below.

Step 1: Connect Google Sheets with Jobcan Expense Management and Workflow My Apps

*If you have already completed the app connection, please proceed to Step 2.

1. Select "My Apps" from the left menu and click "+New Connection" on the right side of the screen.

2. From the list of new connections in My Apps, select both Google Sheets and Jobcan Expense Management and Workflow, and connect the apps.

Step 2: Set up a Trigger to Activate When a Row is Added to Google Sheets

1. Open the copied template.
*You can change the title from the red-framed section in the image below.

2. Click on the Flowbot's "App Trigger: When a Row is Added".

3. Select the connected account and action.
Change the title if necessary and click "Next".

4. Set up the API connection for the app trigger.
Refer to the notes below the fields for input and selection guidance.
*The activation interval varies by plan. Reference: List of Function Limitations and Usage Limits for Each Plan
*The image below is an example of input.

5. If the test is successful, click "Save".

Step 3: Set up an Action to Register a Record in the Generic Master of Jobcan Expense Management and Workflow

1. Click on the Flowbot's "Integrate with App: Register a Record in Generic Master".

2. Select the connected account and action.
Change the title if necessary and click "Next".

3. Set up the API connection.
Refer to the notes at the bottom of the fields for necessary input. You can refer to the output information obtained in Step 2.
*The generic master code can be confirmed from the "Generic Master Settings" screen. Reference: Register, Edit, and Delete Generic Master (Official Help Page Article)
*The image below is an example of input.
*If the number of fields does not match the actual record, an error will occur. If you have set additional fields, click "+ Add Additional Fields" and enter them in order.

*The image below is an example of output reference.

4. If the test is successful, click "Save".

Finally, switch the trigger of the saved flow to "ON" to activate it.

This completes the flow of "Add a Record to the Generic Master in Jobcan Expense Management and Workflow When a Row is Added in Google Sheets".

Other Automation Examples Using Google Sheets and Jobcan Expense Management & Workflow

There are many other examples of automation using Google Sheets and Jobcan Expense Management & Workflow in Yoom, so here are a few introductions.

1. When managing general master information in Google Sheets, you can synchronize updates with Jobcan Expense Management & Workflow when data is updated. For example, if a change in the purchase price of a product is automatically reflected in the master, you can immediately create a sales price change approval using that information.

2. This is a flow to synchronize information from Google Sheets with the client information in Jobcan Expense Management and Workflow. It allows for automatic registration of new entries at the start of a transaction and updates information such as the client's address and payment details when changes occur.

Summary

By integrating Google Sheets with Jobcan Expense Management and Workflow, information added to the database can be automatically registered in the general master. This automation of data entry ensures consistency in data and business processes, so please give this integration method a try.
With Yoom, you can easily set up the integration. Manage your data reliably and streamline your expense management and application processes.