How to Upload Application Documents as PDFs to OneDrive When an Application is Approved in Jobcan Expense Management and Workflow

In today's business environment, streamlining expense reimbursement processes is a challenge faced by many companies. Particularly, managing paper-based documents and manually saving files are factors that waste time and effort.
Here, we introduce a method to integrate "Jobcan Expense Reimbursement & Workflow" with "OneDrive" to automatically upload approved application documents to OneDrive in PDF format.
By utilizing this method, you can achieve automation and efficiency in business processes, and also expect a reduction in workload.

Recommended for

Those who use Jobcan Expense Reimbursement & Workflow and OneDrive in their work
Those who use Jobcan Expense Reimbursement & Workflow and OneDrive in their work but feel there are challenges in integration
Those who use Jobcan Expense Reimbursement & Workflow and OneDrive in their work and seek accurate management of expense reimbursement data while preventing human errors

Benefits and Examples of Integrating Jobcan Expense Reimbursement & Workflow with OneDrive

Benefit 1: Streamlining Business Processes

By integrating Jobcan Expense Reimbursement & Workflow with OneDrive, approved application documents are automatically uploaded to OneDrive. This eliminates the need for employees to manually save and organize files, reducing time and effort. For example, during the end-of-month expense reimbursements, a large number of applications occur, but this automation frees accounting personnel from processing each one individually, allowing them to focus on more strategic tasks.

Benefit 2: Prevention of Human Errors

When managing files manually, human errors such as saving to the wrong folder or inconsistent file naming are common. However, with integration, application documents are automatically saved according to predefined folders and naming conventions. For example, file names including "Applicant Name," "Application Date," and "Project Name" are automatically generated, enabling quick searches for necessary documents later. This ensures accurate data management and helps maintain compliance.

Benefit 3: Facilitating Smooth Information Sharing Among Teams

By utilizing OneDrive's cloud sharing feature, expense application documents can be shared with team members in real-time. This facilitates smooth information transmission, allowing each member to immediately grasp the latest situation. For example, even if a supervisor is on a business trip, they can check approved application documents from the field, enabling a swift transition to the next business process. This can enhance the overall speed and efficiency of the business.

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How to Upload Application Documents as PDFs to OneDrive When Approved in Jobcan Expense Reimbursement & Workflow

It is possible to achieve this by receiving approval notifications from Jobcan Expense Reimbursement & Workflow using its API and utilizing OneDrive's API for PDF uploads to OneDrive.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

This time, we will create it using the following process.

Integrate Jobcan Expense Reimbursement & Workflow with OneDrive as a My App
Copy the template
Set the trigger for Jobcan Expense Reimbursement & Workflow, which serves as the starting point of the flow, and configure the subsequent OneDrive operations
Turn on the trigger button and verify the operation of the integration flow between Jobcan Expense Reimbursement & Workflow and OneDrive

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Step 1: Connect Jobcan Expense Management/Workflow and OneDrive to My Apps

Let's register My Apps to connect Jobcan Expense Management/Workflow and OneDrive to Yoom.
By completing the My Apps registration first, you can proceed with the automation settings smoothly.

1. Click on My Apps on the left side of the Yoom page and select "New Connection".
Enter "Jobcan Expense Management/Workflow" in the search box at the top right and select Jobcan Expense Management/Workflow from the search results.

2. On the displayed screen, enter the account name and access token, and click "Add".

3. Next, register OneDrive to My Apps.
Similar to the registration of Jobcan Expense Management/Workflow, click on My Apps on the left side of the Yoom page and select "New Connection".
Enter "OneDrive" in the search box and select OneDrive from the search results. On the displayed screen, select the account.

On the next screen, enter the password and click "Sign In".

If Jobcan Expense Management/Workflow and OneDrive are displayed in My Apps, the registration is complete.

Step 2: Copy the Template

Open the following template page and click 'Try this template'.

The template will be automatically copied to your workspace. Next, click "OK" on the displayed screen.

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Step 3: Set the trigger for Jobcan Expense Reimbursement/Workflow, which is the starting point of the flow, and then set the OneDrive operation

1. Click "OK" on the previous screen, and then click the app trigger "When the application is approved" on the displayed screen.
※ This screen is displayed when you click "Upload application documents PDF to OneDrive when the application is approved in Jobcan Expense Reimbursement/Workflow [Copy]" in the Flowbot on the left side of the Yoom page under "My Projects".

2. Enter the required fields on the displayed screen and click "Next".

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3. Set the details on the displayed screen.
Select the "Trigger Interval".
※ The trigger interval can be selected from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Please note that the shortest trigger interval varies depending on the plan.

4. For "Form ID", click the input field and select from the displayed options to enter it.

After entering, execute "Test" and if successful, click "Save".
※ The displayed output can be used in the next settings as indicated by "This value can be used in other operations".

5. Next, click "Get application details (generic form)" to integrate with the app.
Enter the required fields on the displayed screen and click "Next".

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6. Set up the API connection.
The output for each item set earlier will be obtained. For "Application ID", click the input field and select from the displayed output to enter it.
After entering, execute "Test" and if successful, click "Save".

7. Click "Download file" to integrate with the app.
Enter the required fields on the displayed screen and click "Next".

8. Set up the API connection. The output for each item set earlier will be obtained.
For "File ID", click the input field and select from the displayed output to enter it.
After entering, execute "Test" and if successful, click "Save".

9. Click "Upload file" to integrate with the app.
Enter the required fields on the displayed screen and click "Next".

10. Set up the API connection. The output for each item set earlier will be obtained.
For "Drive ID", click the input field and select from the displayed options to enter it.

For "Item ID of the destination folder", click the input field and select from the displayed options to enter it.

For "File name", click the input field and select from the displayed output to enter it.

For "File attachment method" and "File", select "Use output" and "Acquired file" respectively.

After entering, execute "Test" and if successful, click "Save".

Step 4: Turn on the trigger button and verify the operation of the integration flow between Jobcan Expense Reimbursement/Workflow and OneDrive

Click the "Turn on trigger" button in the red frame on the screen below to automatically start the Flowbot.

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The template used this time is as follows.

Other Examples of Automation Using Jobcan Expense Management/Workflow and OneDrive

In addition, Yoom offers templates that use Jobcan Expense Management/Workflow and OneDrive, so here are a few examples.

1. Notify Google Chat When a Request is Approved in Jobcan Expense Management/Workflow
This flow sends a notification to Google Chat when a request is approved in Jobcan Expense Management/Workflow. With this flow, you can automatically notify members via Google Chat whenever a request is approved in Jobcan Expense Management/Workflow. Even if there are many approvals, notifications to members are automated, allowing you to efficiently proceed with your tasks.

2. Notify Microsoft Teams when a request is approved in Jobcan Expense Management/Workflow
This flow notifies Microsoft Teams when a request is approved in Jobcan Expense Management/Workflow. With this flow, you can automatically send notifications to Microsoft Teams when a request is approved in Jobcan Expense Management/Workflow, allowing for quick understanding of the approval status. It significantly reduces the effort of checking from Jobcan Expense Management/Workflow, enabling you to focus on important tasks.

‍3. Save Files Received in Gmail to OneDrive
This is a flow to save files received in Gmail to OneDrive. By automatically saving files received in Gmail to OneDrive, you can expect improved work efficiency and prevention of human errors. Additionally, by customizing the flow bot, you can also send notifications to communication tools after saving the files to OneDrive.

Summary

This time, we introduced a method to integrate Jobcan Expense Management/Workflow with OneDrive, allowing approved application documents in Jobcan Expense Management/Workflow to be uploaded as PDFs to OneDrive. By integrating Jobcan Expense Management/Workflow with OneDrive, you can achieve greater efficiency and accuracy in expense management tasks. The automated process promotes information sharing within the team and enhances overall productivity.
No special skills or knowledge are required to implement automation with Yoom. Simply follow the instructions, and the operation is easy.
Please refer to this article and try integrating Jobcan Expense Management/Workflow with OneDrive.