How to integrate Google Workspace with Josys to automatically add employee information registered in Google Workspace to Josys

The task of manually registering employee information in Google Workspace and Josys is time-consuming and labor-intensive. Additionally, if different departments manage the two tools, there may be a time lag in reflecting information, posing a risk of disrupting operations. However, by integrating Google Workspace and Josys, you can not only reduce the time and effort of manual registration but also reflect employee information in real-time. This article will explain in detail the benefits and specific examples of integrating these tools, as well as the integration method. Recommended for: - Those who use Google Workspace and Josys and find the information registration process cumbersome. - Those who face challenges in reflecting employee information because Google Workspace and Josys are managed by different departments. - Company representatives looking for ways to prevent human error and automate manual tasks when registering employee information in Google Workspace and Josys. Benefits and Specific Examples of Integrating Google Workspace and Josys Benefit 1: Reducing the Burden of Manual Input When an employee is registered in Google Workspace, automating the addition to Josys can lead to a reduction in manual registration tasks, thereby reducing the burden on the person in charge. For example, companies with frequent new hires or those hiring a large number of new employees can expect improved operational efficiency through this automation. As a result, a smooth start for new employees can be ensured. Benefit 2: Real-Time Information Reflection By integrating Google Workspace and Josys, employee information can be reflected immediately. For instance, if the HR department manages Google Workspace and the IT department manages Josys, there is a risk of operational delays due to time lags in employee information registration. However, by integrating them, information can be reflected in real-time, facilitating smoother inter-departmental collaboration. Consequently, delays in tasks requiring employee information, such as account creation, can be prevented. Benefit 3: Reduction of Human Error Integrating Google Workspace and Josys can reduce the occurrence of human errors associated with manual input. For example, when transcribing employee information, there is a risk of copy & paste mistakes or input omissions by the person in charge. Such errors can disrupt operations if the information differs across the tools being managed. However, automation not only reduces human error but also ensures that the same information can be confirmed in both tools, thereby improving information accuracy. [Yoom Overview] Next, we will introduce how to create a flowbot in Yoom, which allows app integration without programming, to "add employees to Josys when they are registered in Google Workspace." You can implement it simply by setting it according to the template, so please give it a try.

How to Create a Google Workspace and Josys Integration Flow

The flow to integrate Google Workspace and Josys using Yoom proceeds through the following four processes.

・Register Google Workspace and Josys as My Apps
・Copy the template
・Set the trigger for Google Workspace, which serves as the starting point of the flow, and configure the subsequent output acquisition settings and registration settings for Josys
・Turn on the trigger button and verify the integration operation between Google Workspace and Josys

Step 1: Integrate Google Workspace and Josys as My Apps

First, register Google Workspace and Josys in My Apps to integrate them with Yoom.

1. Select "My Apps" on the left side of the Yoom management screen and click "+New Connection".

2. On the next screen, search for "Google Workspace" and "Josys" respectively to proceed to the next screen.

＜For Google Workspace＞

※Google Workspace is an app available only on the Team Plan and Success Plan. For Free Plan and Mini Plan, the operations and data connections of the flow bot set will result in errors, so please be careful. Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.

・Click "Sign in with Google" on the above screen and select the account to integrate on the following screen.

・Confirm the account to integrate and click "Next".

・Check "Select all" and click "Continue" to complete the registration in My Apps.

＜For Josys＞

・Enter each item on the above screen and click "Add" to complete the registration in My Apps.
※Please issue and obtain the API User Key and API Secret Key from the management screen of Josys.

3. Copy the template to integrate Google Workspace and Josys.

・Open the link below.

・Click "Try this template" to complete.

Step 2: Setting up Google Workspace as a Trigger Action

Next, set up the trigger action that will start the flow.
In this flow, registering employee information in Google Workspace will be the trigger.

1. Select "My Projects" in the Yoom management screen and click "Add employees to Josis when registered in Google Workspace".
*You can change the template title on the next screen.

2. Click "App Trigger When User is Registered".

3. Confirm the account to be linked with Google Workspace and click "Next".
*Other items are set by default.

4. Register employee information in Google Workspace for testing, click "Test", and proceed if successful.
*This operation checks if the information registered in Google Workspace is correctly retrieved and processed.

5. Click "Test" on the next page as well.
If successful, the email address and user ID of the registered user will be displayed in the output.
If there are no issues, save it.
*This operation checks if the Google Workspace Webhook system responds correctly.

Step 3: Setting to Retrieve Information from Google Workspace

Next, set up to retrieve detailed employee information from Google Workspace.

1. Click "Search User to Integrate with App".

2. Confirm the account to be linked with Google Workspace and click "Next".
*Other items are set by default.

3. Click "Test" as "Search Item" and "Keyword" are set by default.

4. If the test is successful, the employee information retrieved from Google Workspace will be obtained in the output.
If there are no issues, save it.

Step 4: Setting to Register in Josis

Finally, set up to register in Josis based on the information retrieved from Google Workspace.

1. Click "Register Member to Integrate with App".

2. Confirm the account to be linked with Josis and click "Next".
*Other items are set by default.

3. Set the items to be registered in Josis.
*Click the frame to display the output and set the corresponding value from "Search User". This allows dynamic reflection of different information for each employee. Common values or fixed phrases can also be entered manually.
*The name data retrieved from Google Workspace is not separated into first and last names, so the output is entered to reflect them collectively in the last name field. However, it may be possible to split the name into first and last names using AI operation extraction functions, etc.

4. Once the necessary item settings are complete, perform a test.
If successful, save it.

5. When the trigger is turned ON, employee information registered in Google Workspace will be automatically reflected in Josis.

If you have any questions about the flow introduced, please refer to the help page.

Other Automation Examples Using Google Workspace

There are many other examples of automation using Google Workspace in Yoom, so here are a few introductions.

1. A flow that notifies Slack when a new user is registered in Google Workspace.

When a person in charge registers new user information in Google Workspace, it can automatically notify.
This integration not only eliminates the step of manual communication but also facilitates smooth information sharing.

2. This is a flow to notify employees of onboarding information via Outlook once they are registered in Google Workspace.

Once registration in Google Workspace is complete, you can automatically send the information you want to communicate to employees.
This integration reduces the need for manual sending, leading to improved operational efficiency.

3. This is a flow to create a folder for each employee in Dropbox when they are registered in Google Workspace.

You can reduce the manual task of creating folders every time an employee joins the company.
With this integration, not only can you expect improved operational efficiency, but the person in charge will also have more time to dedicate to more important tasks.

Summary

The integration of Google Workspace and Josys is an effective means to streamline the registration process of employee information and reduce the workload.
Additionally, this automation enables real-time information updates, which can also help reduce human errors.
As a result, IT and HR departments managing these tools can focus on more critical tasks, creating an environment that supports the growth of the company.

The integration of Google Workspace and Josys can be easily achieved without coding by utilizing Yoom, so take this opportunity to enhance your operational efficiency.