How to Add Employees to a Google Workspace Group When a Job Application is Approved in Jobcan Expense Management and Workflow
How to Integrate Applications
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2025/01/09
How to Add Employees to a Google Workspace Group When a Job Application is Approved in Jobcan Expense Management and Workflow
a.ohta
When a new employee joins a company, there are multiple tasks that the company needs to handle, right? For companies that need to register employees after the hiring is approved, the first step is to submit a hiring application. However, the subsequent administrative tasks are numerous and can feel a bit cumbersome, don't you think? Therefore, this time we will introduce an app integration that simplifies the post-hiring process for new employees by integrating Jobkan Expense Management & Workflow with Google Workspace.</span> This integration may help streamline the process after the application is approved, so please make use of it.
Recommended for
Companies using Jobkan Expense Management & Workflow and Google Workspace
Those who want to streamline the process after the hiring application is approved in Jobkan Expense Management & Workflow
Those who want to simplify the process of adding employees to Google Workspace
Benefits and Examples of Integrating Jobkan Expense Management & Workflow with Google Workspace
Benefit 1: Streamlining New Employee Registration
By implementing this integration, once a hiring application is approved in Jobkan Expense Management & Workflow, the employee will be automatically added to a Google Workspace group. This is expected to streamline the onboarding process. For example, when an employee joins, there are numerous administrative tasks awaiting, starting from the application, registration in HR tools, preparation of contracts, and notifications to the assigned department. As a result, there might be delays in preparing for training or registering in various tools. With this app integration, employees can be automatically added to the Google Workspace group in real-time after approval, allowing for efficient registration of new employees.
Benefit 2: Prevention of Human Errors
Integrating Jobkan Expense Management & Workflow with Google Workspace can also increase the likelihood of preventing errors when adding members. For instance, it becomes easier to avoid registration omissions due to the large number of new employees or discrepancies in additional data. This not only helps prevent human errors but also improves the accuracy of employee data. Especially for commonly mistaken email addresses, the information entered in the Jobkan Expense Management & Workflow application form will be directly registered in Google Workspace, reducing the chances of errors like undelivered emails.
Benefit 3: Reduction of Duplicate Work
There are multiple administrative tasks when welcoming new employees, but one of the most tedious is having to enter the same information multiple times. By adopting this integration, it is possible to avoid such duplicate work. For example, after registering in an HR tool, if you have to register almost the same information in Google Workspace, you end up entering the same information twice. By integrating Jobkan Expense Management & Workflow with Google Workspace, such repetitive tasks can be reduced, thereby lessening the workload.
Now, let's explain how to use the no-code tool Yoom to "add employees to a Google Workspace group once a hiring application is approved in Jobkan Expense Management & Workflow."
[What is Yoom]
How to Create a Workflow for Integrating Jobkan Expense Management & Workflow with Google Workspace
First, retrieve the approved data from Jobkan Expense Management & Workflow using its API. Then, use the Google Workspace API to receive that data and add members to the group. Generally, programming knowledge is required to achieve such integration, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.
The integration workflow is broadly divided into the following processes:
Integrate Jobkan Expense Management & Workflow with Google Workspace as My Apps
Set up to retrieve data by launching Jobkan Expense Management & Workflow
Set up registration in Google Workspace
Turn on the trigger button and verify the integration operation between Jobkan Expense Management & Workflow and Google Workspace
First, register with Yoom. Yoom offers a 2-week trial, allowing you to test the usability through actual operations.
Step 1: Integrate Jobcan Expense Management & Workflow with Google Workspace via My Apps
After completing the registration for Yoom, please select "My Apps" from the menu on the left.
Next, click the new connection button at the top right.
Integration of Jobcan Expense Management & Workflow with Yoom
1. Search
Please select the icon for Jobcan Expense Management & Workflow.
3. Add Once the required fields are entered, click Add at the bottom right.
The integration is complete when the above display appears.
Integration with Google Workspace and Yoom
1. Search
Click the Google Workspace icon.
2. Sign In
Please click Sign In.
3. Select Account
Select the account to integrate.
Review and agree, then press Next.
4. Integration Complete
The integration is complete when the screen changes and the above display appears.
Step 2: Copy the Template
Next, please copy the template to be used this time.
1. Click "View Details" on the top banner 2. Click "Try this template" at the bottom of the transitioned screen 3. If you haven't registered with Yoom yet, please register ※ If you have already completed registration, the login screen will be displayed, so please log in.
When the Flowbot template is copied to "My Projects", the above display will appear.
Let's proceed to a page like the image and make detailed settings.
Step 3: Configure to launch Jobkan Expense Reimbursement/Workflow and retrieve data
1. Open My Projects
Open "My Projects" from the menu on the left side of the screen.
2. Open the copied template Click "【Copy】Register staff in Jobkan Attendance Management when new employee application is approved in Jobkan Expense Reimbursement/Workflow".
3. Select an app trigger
Click "When a specific form ID application is approved" on the Jobkan Expense Reimbursement/Workflow icon. Since the title and other settings are complete, press Next.
4. Set the trigger activation interval
First, decide the trigger activation interval.
You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Please note that the shortest activation interval varies depending on the plan.
5. Enter the form ID
Enter the form ID to detect only data submitted from a specific form.
Clicking the box will display a list of forms. This time, we selected the custom-created "Recruitment Application".
<span class="mark-yellow">When registering members in Google Workspace, group key and email address are required, so please make sure to include these items in the form you create.</span>
6. Conduct a test
Conduct a test "Recruitment Application" in Jobkan Expense Reimbursement/Workflow, and after approval, click the test button in the red frame. If "Test Successful" is displayed in blue, it is complete. Press Save.
Next, configure the settings to retrieve the test-sent data.
1. Select an app trigger
Click "Retrieve application details (general form)" on the Jobkan Expense Reimbursement/Workflow icon. Since the title and other settings are complete, press Next.
2. Confirm settings
Since we are using a template, the data is already inserted as shown in the image.
Therefore, let's only conduct a test. If the test is successful, press Save.
Step 4: Configure registration in Google Workspace
1. Integrate with the app
Click "Add member to group". Since the title and other settings are complete, press "Next".
※ Google Workspace is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections of the Flowbot you have set will result in an error, so please be careful.
※ Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
2. Set required fields
Set the required fields. Click the box.
Click the output tab and select "Retrieve application details (general form)".
Click and insert data that matches the box item name.
Once inserted, it will look like the image.
3. Execute the test
Fill in other required fields in the same way, and once the settings are complete, press Test. If the test is successful, the setup is complete.
4. Turn on the trigger
When the Flowbot creation is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.
Flowbot template used this time Register staff in Jobkan Attendance Management when new employee application is approved in Jobkan Expense Reimbursement/Workflow
Other Automation Examples Using Google Workspace
Yoom has other examples of automation using Google Workspace, so here are a few.
1. Add Employees to SmartHR When They Are Registered in Google Workspace
This automation adds members to the attendance management tool SmartHR when they are added to Google Workspace.
2. Notify employees via Gmail with onboarding information once they are registered in Google Workspace
You can also automate the sending of onboarding information. It is recommended to use it in conjunction with this template.
3. Register Employees in Google Workspace by Reading Resumes with OCR
You can automatically read resumes and register members in Google Workspace based on their content. This should help reduce the burden of administrative tasks.
Summary
If you are using Jobcan Expense Management and Workflow for employment applications and also regularly using Google Workspace, incorporating automation with this template should streamline the post-approval process. Not only can you avoid the redundancy of input tasks, but it is also expected to reduce the workload. This could be especially helpful during periods when there is an increase in new hires. Additionally, there are several other templates available that can simplify the onboarding process. Please check out Yoom and make use of your preferred templates.
The person who wrote this article
a.ohta
After working as a general store manager, I started working from home as an SEO writer. Later, an outsourcing agreement was signed with a marketing startup for about 5 years.
Surrounded by students at the University of Tokyo, I held a computer and spent my days studying various business terms and how to use SaaS tools.
When I was a general store manager, time was taken over and over again by office work such as sales and inventory management, human resource management, and ordering, etc., and I was unable to serve customers and often missed sales times. Even when outsourcing, there are many detailed tasks such as input, etc., and “can't such monotonous tasks be automated?” I thought so, and I really sympathize with Yoom's vision!
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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