How to send an Outlook email when a request is approved in Jobcan Expense Management/Workflow by integrating Jobcan Expense Management/Workflow with Outlook

By integrating Jobcan Expense Management & Workflow with Outlook, the approval process for expense management and workflow can be centralized. Benefits such as automatic approval notifications, streamlined schedule management, and simplified communication are expected to improve overall operational efficiency.
This article explains the specific benefits and integration methods of linking Jobcan Expense Management & Workflow with Outlook.
It is recommended for those who want to smoothly proceed with their work by understanding the approval status of expense management.

Benefits of Integrating Jobcan Expense Management & Workflow with Outlook

Benefit 1: Improved Communication Efficiency

By integrating Jobcan Expense Management & Workflow with Outlook, communication efficiency regarding expense applications and approvals is expected to improve. This will likely reduce duplicate communications and the need to confirm unclear points. For example, by automating email notifications about application details and progress, all relevant parties can receive the necessary information in a timely manner, saving time on confirmations and additional explanations.
This integration enhances the overall project progress speed and facilitates smoother collaboration among teams.

Benefit 2: Centralized Schedule Management

Integrating Jobcan Expense Management & Workflow with Outlook centralizes schedule management. For instance, approval deadlines and important task deadlines in Jobcan Expense Management & Workflow are automatically reflected in Outlook's calendar, saving employees the trouble of checking separate applications. This prevents schedule oversights and preemptively avoids delays in important tasks or applications, allowing for a smoother workflow.

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How to Create an Integration Flow between Jobcan Expense Management & Workflow and Outlook

Now, let's create a flow together using a template to "send an Outlook email when an application is approved in Jobcan Expense Management & Workflow"!

The template we will use can be copied by clicking "Try it" on the banner below.

Before Getting Started

If you do not have a Yoom account, please create one from the "Yoom Account Creation Page" below.
For basic operations of Yoom, please check "Getting Started with Yoom".

Yoom Account Creation Page

Getting Started with Yoom

Now, let's get started!

Step 1: Connect Jobcan Expense Management & Workflow and Outlook to My Apps

(1) After logging into Yoom, select "My Apps" from the left column and click "+ New Connection".

(2) From the list of new connections in My Apps, click on Jobcan Expense Management & Workflow.
(3) A new registration screen for Jobcan Expense Management & Workflow will appear, enter the account name and access token, and click "Add".
※ For the method of registering Jobcan Expense Management & Workflow in My Apps, please refer to the site below.

How to Register Jobcan Expense Management & Workflow in My Apps

(5) Next, register Outlook in My Apps. Similarly, click on Outlook from the list of new connections in Yoom.
(6) Log in with your account from the sign-in screen.

Once the connection is complete, Jobcan Expense Management & Workflow and Outlook will be registered in Yoom's My Apps.

This completes the My Apps registration.
Next, let's set up triggers using templates!

Step 2: Set Up Triggers

(1) We will use the templates introduced earlier. Click "Try It" on the banner below.

Click on "When the application is approved" in the app trigger.

(2) From the "Select Integration Account and Action" screen of Jobcan Expense Management & Workflow, check if there is any error in the account information linked with Jobcan Expense Management & Workflow, keep the trigger action as "When the application is approved," and click "Next."

(3) From the "App Trigger API Connection Settings" screen, select the trigger interval from the dropdown menu.
※ The trigger interval can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger interval varies depending on the plan.

Once the selection is complete, click "Test," and if no error occurs, click "Save" at the bottom.

Step 3: Set up email integration with Outlook

(1) Next, set up email integration with Gmail.
Click "Send Email."

(2) From the "Email Settings" screen of Outlook, check if there is any error in the account information linked with Outlook.

Scroll down and enter the text of the email to be sent.
Click the red box "＋Add Attachment" to attach a file.

Once the input is complete, click "Next" at the bottom.
(3) From the "Email Sending Test" screen, check the email sending content.
If there are no issues, click "Test," and if no error occurs, click "Save" at the bottom.

(4) Finally, click "Turn ON Trigger."

This completes the flowbot "Send Outlook when the application is approved in Jobcan Expense Management & Workflow."

The flowbot template used this time
Send Outlook when the application is approved in Jobcan Expense Management & Workflow

Examples of Other Automations Using Jobcan Expense Management/Workflow and Outlook

At Yoom, we have many other examples of automation using Jobcan Expense Management/Workflow and Outlook, so let us introduce a few.

1. Add to Google Sheets When a Request with a Specific Title is Approved in Jobcan Expense Management/Workflow
By using this flow, you can expect to reduce manual input. It is especially recommended for those who manually transfer the contents of Jobcan Expense Management/Workflow to Google Sheets.
Furthermore, by integrating with communication tools, it is also possible to notify specific members when the approval of a request is completed.

2. When an application is sent back in Jobcan Expense Management & Workflow, add it to Google Sheets

You can centrally manage the returned application details in Google Sheets. Additionally, by integrating with communication tools, it is possible to notify the person in charge that the application has been returned.

3. Add an event to your Outlook calendar when a row is added in Google Sheets

By entering data into Google Sheets, events are automatically registered in your Outlook calendar.
This is recommended for those who want to manage their schedules smoothly and prevent any omissions in registration.

Additionally, if you want to check templates using Jobcan Expense Management & Workflow and Outlook, please visit the following site.

List of Flowbot Templates Using Jobcan Expense Management & Workflow

List of Flowbot Templates Using Outlook

Summary

By integrating Jobcan Expense Management & Workflow with Outlook, you can expect automatic notifications for application approvals, centralized schedule management, and improved communication efficiency!
This integration not only helps prevent manual errors but also aids in saving time and building a transparent approval flow. For companies looking to streamline operations while maintaining business agility, the integration of Jobcan Expense Management & Workflow with Outlook will bring significant value.