How to integrate kintone with Microsoft SharePoint to automatically create a folder in Microsoft SharePoint when a record is registered in kintone
How to Integrate Applications
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2024/07/05
How to integrate kintone with Microsoft SharePoint to automatically create a folder in Microsoft SharePoint when a record is registered in kintone
y.matsumoto
Both kintone and Microsoft SharePoint are very convenient to use individually, but did you know that you can expand their utility even further by integrating these two apps? If you're struggling with data management at work or looking to improve the quality of information sharing within your team, this is a must-read! This time, we will introduce the benefits of integrating these two apps, the tasks that can be automated through integration, and an actual integration flow using Yoom!
Recommended for
Personnel exploring the use of kintone and Microsoft SharePoint
Administrators looking to streamline data management across multiple apps
Team leaders who feel challenged by information sharing and centralized data management
Office workers aiming to reduce workload through automated data management
Sales representatives seeking to improve work efficiency through information centralization
Benefits and Use Cases of Integrating kintone and Microsoft SharePoint
1. Data Organization through Information Integration
By integrating kintone and Microsoft SharePoint, data management becomes possible in one place, preventing information from being scattered. For example, simply registering customer data in kintone automatically creates a corresponding customer folder in Microsoft SharePoint, allowing any member within the company to access unified and up-to-date data. This facilitates smooth information sharing between departments and makes it easier for administrators to verify data.
2. Streamlining Document Management for Business Partners
Based on business partner records registered in kintone, corresponding folders are automatically created in Microsoft SharePoint, streamlining the management of documents related to business partners. For instance, folders are automatically generated for each business partner, making it easier to organize and manage files related to each partner, such as quotes and invoices, on SharePoint. This simplifies file classification and verification, enabling smooth access to information.
3. Enhancing Team Productivity through Simplified Tasks
Data recorded in kintone is immediately reflected in Microsoft SharePoint, reducing duplicate tasks. For example, sales representatives can view business partner information entered in kintone on SharePoint, significantly reducing the time spent searching for files and updating information.
This mechanism allows members to quickly access the necessary information, accelerating work progress and contributing to improved productivity for the entire team.
How to Create a Folder in Microsoft SharePoint When a Record is Registered in kintone
We will explain the flow of integrating kintone and Microsoft SharePoint using Yoom! By using this flow, you can automatically create folders in Microsoft SharePoint based on the information registered in kintone.
[About Yoom]
Step 1: Connect My Apps
After logging into Yoom, select "My Apps" and then choose "+New Connection". (Please refer to the red frame in the image above.) Connect kintone and Microsoft SharePoint from My Apps.
※Note) For information on how to connect kintone,click here. ※Caution) Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
Select the project you want to create from the project list on the left and click "+New Creation".
Step 2: Set the Trigger
Select "When a specific app event is received." For the app, select kintone. Set the integration account and action as shown in the image below.
Click "Next." Set the API connection settings for the app trigger. Trigger activation interval: Set as desired. Subdomain name: Retrieve and enter the part of the URL that says "https://*******.cybozu.com/". App ID: The part of the URL that says "/k/**/" is the app ID. (Example: 3) Conduct a test, and if successful, save it.
Step 3: Set the Action
Click the + button and select "Operate the database." From the app list, select kintone. Set the database integration as shown in the image below.
The app ID is the part of the app URL that says "/k/***/". Click "Next" and configure the detailed settings for database operations.
For the leftmost dropdown, select the condition you want to retrieve, and for the right dropdown, select "Not empty." ※Explanation) By setting it this way, you can reference all the information on kintone without omission.
Conduct a test, and if successful, save it.
Step 4: Set the Action
Click the + button and select "Integrate with the app." From the app list, select Microsoft SharePoint. Set the integration account and action selection as shown in the image below.
Click "Next."
Site ID, Drive ID, Parent Folder Name, Parent Folder Item ID: Select from the options. Folder Name: Click "Retrieve Record" in the outline and click the item you want to name the folder. (Assuming a folder is created for each company, click "Company Name.") ※Explanation) Ensure that the selected item appears in the format {{〇〇}} as shown in the image above. ※Explanation) By setting it this way, you can automatically reference information on kintone.
Conduct a test, and if it shows successful, save it. This completes the flow!!
The flow set this time is as follows.
Advanced Integration Flow between kintone and Microsoft SharePoint
Besides the flow introduced this time, with Yoom, you can integrate with various applications according to your needs, making the possible flows limitless! There are many other examples of automation using kintone and Microsoft SharePoint in Yoom, so here are a few introductions.
● When a form is answered, download a document template from Microsoft SharePoint and send it via Outlook
By quoting the form responses, you can automatically create documents and send emails, making it useful in various scenarios such as accounting and human resources!
● Upload files received via email to Microsoft SharePoint and notify Microsoft Teams
By automatically storing files and notifying Microsoft Teams, you can quickly share information within the team.
●When a record is registered in kintone, store it in the Microsoft Excel database and notify Microsoft Teams
The information from kintone is automatically saved to Excel and a notification is sent to Teams, which is useful for team management!
●Notify Slack when kintone status is updated
By automatically notifying Slack of status updates, it seems possible to quickly take action for the next steps!
●Add a record to kintone when a row is added in Google Sheets
When a row is added, the registration to kintone is automatically completed based on the added content, eliminating the need for manual input and ensuring the accuracy of the content.
Summary
This time, we introduced the benefits of integrating kintone with Microsoft SharePoint and presented a convenient workflow that can be practically utilized in business operations! Not only can you reduce manual input and update tasks, but you can also improve the quality of data management and information sharing. Let's automate tedious tasks like the workflow introduced this time and continuously improve business efficiency!
The person who wrote this article
y.matsumoto
Until now, I have experienced sales and sales office work in the human resources industry.
Based on my experience in my previous job, I feel that the problems faced by various companies can be reduced by “automating operations.”
Through Yoom, we will continue to send out information on a daily basis so that we can solve your problems even a little bit!
Conventional RPA can only automate simple repetitive tasks, and the setup process was very complicated. With “hyperautomation,” which combines various technologies such as AI, API, RPA, and OCR, it is possible to automate many tasks that could not be realized until now more easily than before.
Most tools simply connect one app to another, leaving the complex tasks to you. Yoom goes much further: From document creation and browser automation to OCR and generative AI, Yoom handles it all seamlessly in one platform.
Why settle for basic integrations? Streamline your entire workflow with Yoom’s powerful hyperautomation.
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