How to upload application documents in PDF format to OneDrive when an application is approved in Jobcan Expense Management & Workflow

In today's business environment, streamlining expense reimbursement processes is a challenge many companies face. Particularly, paper-based document management and manual file storage 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 using 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 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 reimbursement period, 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 in 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 that include "Applicant Name," "Application Date," and "Project Name" are automatically generated, leading to speedy searches for necessary documents later. This ensures accurate data management and helps maintain compliance.

Benefit 3: Smoother Information Sharing Among Teams

By utilizing OneDrive's cloud sharing feature, expense application documents can be shared with team members in real-time. This smoothens 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 immediate transition to the next business process. This is expected to improve 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 of applications in Jobcan Expense Reimbursement & Workflow using its API and utilizing the API provided by OneDrive for PDF uploads to OneDrive.
Generally, programming knowledge is required to achieve this, but it can be easily realized without programming knowledge by using the no-code tool Yoom.

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

Integrate Jobcan Expense Reimbursement & Workflow and OneDrive with My Apps
Copy the template
Set the trigger for Jobcan Expense Reimbursement & Workflow, which is the starting point of the flow, and then set the operations for OneDrive
Turn on the trigger button and verify the operation of the integration flow between Jobcan Expense Reimbursement & Workflow and OneDrive

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If you are already using Yoom, please log in.

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, then 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. Please click "OK" on the next screen that appears.

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

1. Click "OK" on the previous screen, then click the app trigger "When the application is approved" on the displayed screen.
※ This screen appears when you click "【Copy】Upload application documents to OneDrive when the application is approved in Jobkan Expense Management and Workflow" in the Flowbot under "My Projects" on the left side of the Yoom page.

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 completing the input, run "Test" and if successful, click "Save".
※ The displayed output can be utilized in the next settings as indicated by "This value can be used in other operations."

5. Next, click "Retrieve Application Details (Generic Form)" to link 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 completing the input, run "Test" and if successful, click "Save".

7. Click "Download File" to link 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 completing the input, run "Test" and if successful, click "Save".

9. Click "Upload File" to link 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 "Retrieved File" respectively.

After completing the input, run "Test" and if successful, click "Save".

Step 4: Turn on the trigger button and verify the operation of the integration flow between Jobkan Expense Management and 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

Yoom also 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, automatic notifications can be sent from Google Chat whenever a request is approved in Jobcan Expense Management & Workflow. Even if there are many approvals, notifications to members are automated, allowing for more efficient operations.

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 a 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 files to OneDrive.

Summary

In this article, we introduced a method to integrate Jobcan Expense Management & Workflow with OneDrive, allowing you to upload application documents in PDF format to OneDrive once an application is approved in Jobcan Expense Management & Workflow. 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.
Implementing automation with Yoom does not require any special skills or knowledge. Simply follow the instructions, and the operation is straightforward.
We encourage you to use this article as a reference and try integrating Jobcan Expense Management & Workflow with OneDrive.