The task of saving documents approved in Jobcan Expense Management & Workflow to Dropbox can be time-consuming and prone to errors when done manually. Additionally, if you need to set detailed file names to comply with the Electronic Bookkeeping Act, it increases the burden on the person in charge. By integrating the two tools, you can automate the file-saving tasks and solve these issues. This article introduces a method to easily integrate Jobcan Expense Management & Workflow with Dropbox without any coding. Please refer to this when implementing automation for file-saving tasks.
Recommended for
Those who use Jobcan Expense Management & Workflow and Dropbox
Those who want to streamline the process of saving documents approved in Jobcan Expense Management & Workflow to Dropbox
Those who want to prevent errors during saving by integrating Jobcan Expense Management & Workflow with Dropbox
Benefits and Examples of Integrating Jobcan Expense Management & Workflow with Dropbox
Benefit 1: Automate Document Saving Tasks
Manually saving approved application documents to Dropbox takes time. If the number of application documents increases, labor costs will rise, and tool operation costs will increase. By integrating Jobcan Expense Management & Workflow with Dropbox, you can reduce manual document saving tasks and lower tool operation costs. For example, if dozens of documents are submitted daily, the saving process takes time. By implementing the integration, the file-saving process is automated, reducing labor costs associated with tool operation.
Benefit 2: Prevent Errors During File Saving
Manual file saving can lead to omissions, duplicates, and errors in file names. If there are errors in document management, verification tasks arise, reducing work efficiency. By integrating Jobcan Expense Management & Workflow with Dropbox, you can prevent human errors during file saving and reduce the burden of document management. For example, if expenses with similar names are submitted simultaneously, the person in charge may not notice during file saving and register them with the same name. Such human errors can be prevented by integrating the tools, and implementing it can improve the accuracy of document management.
Benefit 3: Simplify Compliance with the Electronic Bookkeeping Act
Jobcan Expense Management & Workflow complies with the Electronic Bookkeeping Act, but to ensure that documents saved in Dropbox also comply, you may need to set the transaction date, amount, and partner in the file name. In this case, setting the file name is challenging, and the burden on the person in charge is significant. By integrating Jobcan Expense Management & Workflow with Dropbox, you can reflect detailed application information in the file name, simplifying compliance with the Electronic Bookkeeping Act. For example, if approvals for application documents are done collectively, setting long file names is cumbersome and time-consuming. By integrating the tools, you can automatically set application information in the file name, reducing the burden on the person in charge.
Now, let's introduce how to use the no-code tool Yoom to "upload application documents as PDFs to Dropbox once approved in Jobcan Expense Management & Workflow".
What is Yoom?
Yoom is a next-generation automation tool designed for those who want to streamline their daily administrative tasks and improve work efficiency!
API integrations can be challenging for non-engineers, but
Yoom eliminates the need for technical expertise or complex coding, allowing you to manage apps intuitively in one place with ease.
How to Upload Application Documents as PDFs to Dropbox Once Approved in Jobcan Expense Management & Workflow
This method is achievable by receiving the approval of application documents in Jobcan Expense Management & Workflow using its API and saving the documents to a folder using Dropbox's API. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, you can easily achieve it without programming knowledge.
We will create this by broadly following these processes:
Register Jobcan Expense Management & Workflow and Dropbox as My Apps
Copy the template
Set the trigger for Jobcan Expense Management & Workflow, which will be the starting point of the flow, followed by the Dropbox settings
Turn on the trigger button and verify the integration operation between Jobcan Expense Management & Workflow and Dropbox
If you are not using Yoom, please register for free here. If you are already using Yoom, please log in.
Step 1: Connect Jobcan Expense Management/Workflow and Dropbox to My Apps
First, register Jobcan Expense Management/Workflow and Dropbox to My Apps to connect them to Yoom.
1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".
2. On the next screen, search for and select Jobcan Expense Management/Workflow and Dropbox to proceed to the next screen.
＜For Jobcan Expense Management/Workflow＞
・Enter the account name and access token, and click "Add" to complete the registration to My Apps. ※ For detailed instructions on registering to My Apps, please refer to the help page here.
＜For Dropbox＞
・After logging in, click "Allow" on the next screen to complete the registration to My Apps.
Step 2: Copy the Template
Copy the template to connect Jobcan Expense Management/Workflow and Dropbox.
1. Open the link below.
2. Clicking "Try this template" will complete the copy.
Step 3: Setting up the Trigger for Jobkan Expense Reimbursement/Workflow
Set up the trigger action that will be the starting point of the flow. In this flow, the trigger will activate when an application is approved in Jobkan Expense Reimbursement/Workflow.
1. Select "My Projects" in the Yoom management screen and click "Upload application documents to Dropbox when approved in Jobkan Expense Reimbursement/Workflow". *The template title can be changed freely on the next screen.
2. Click "App Trigger When Application is Approved".
3. Confirm the account linked with Jobkan Expense Reimbursement/Workflow and click "Next". *Other items are set by default.
4. Set the trigger interval and form ID, and perform a test. *Trigger intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes are available, and the selectable times vary depending on the plan. The flow bot will activate once per selected interval to check the trigger action, and if executed, it will start. If you want to save documents immediately, a shorter interval setting is recommended. *The form ID can be selected from "Candidates" displayed when you click the frame.
5. If the test is successful, the acquired form information will be displayed in the output. If there are no issues, save it.
6. Click "Integrate with App to Get Application Details (Generic Form)".
7. Confirm the account linked with Jobkan Expense Reimbursement/Workflow and click "Next". *Other items are set by default.
8. Set the application ID and perform a test. *The application ID is set from "When Application is Approved" in the output displayed when you click the frame. (Values are displayed in double brackets) This allows dynamic reflection of IDs that change with each application document.
9. If the test is successful, the acquired document information will be displayed in the output. If there are no issues, save it. *If each item in the output is displayed as "Item 1", "Item 2", etc., the method for changing names is explained on this help page.
10. Click "Integrate with App to Download File".
11. Confirm the account linked with Jobkan Expense Reimbursement/Workflow and click "Next". *Other items are set by default.
12. Set the file ID and perform a test. *The file ID is set from "Get Application Details (Generic Form)" in the output displayed when you click the frame. (Values are displayed in double brackets) This allows dynamic reflection of IDs that change with each file.
13. If the test is successful, the file will be acquired in the output. If there are no issues, save it.
Step 4: Setting up Dropbox
Finally, set up to save the files acquired from Jobkan Expense Reimbursement/Workflow to Dropbox.
1. Click "Integrate with App to Upload File".
2. Confirm the account linked with Dropbox and click "Next". *Other items are set by default.
3. Set the folder path, file name, file attachment method, and file, and perform a test. *If you want to reflect application information in the file name, set it from "Get Application Details (Generic Form)" in the output displayed when you click the frame. (Values are displayed in double brackets) You can also directly input fixed phrases in the file name. Please enter the extension directly. *The file attachment method and file are set by default.
4. If the test is successful, the PDF file will be saved in Dropbox. If there are no issues, save it.
5. When the trigger is turned ON, every time an application is approved in Jobkan Expense Reimbursement/Workflow, the application document PDF will be automatically uploaded to Dropbox.
If you have any questions about the flow introduced, please check this help page.
Other Automation Examples Using Jobcan Expense Management and Workflow
There are many other examples of automation using Jobcan Expense Management and Workflow on Yoom, so here are a few introductions.
1. Register a record in kintone when an application is approved in Jobcan Expense Management and Workflow
You can automatically register the approved content in Jobcan Expense Management and Workflow to kintone. This integration reduces the hassle of manually registering application information, thereby improving operational efficiency.
2. Add approved applications from Jobcan Expense Management & Workflow to Microsoft Excel
You can automatically add the contents approved in Jobcan Expense Management & Workflow to Microsoft Excel. This integration can prevent human errors during registration and improve data accuracy.
3. Send Gmail when a request is approved in Jobcan Expense Management & Workflow
When a request is approved in Jobcan Expense Management & Workflow, Gmail can be sent automatically. This integration reduces the task of sending emails manually and prevents communication oversights.
Summary
By integrating Jobcan Expense Management & Workflow with Dropbox, you can automate the storage of approved application documents and prevent human errors. This reduces the workload of the person in charge and is expected to improve operational efficiency. Furthermore, document data will be accurately stored, reducing management burdens as well. The integration of Jobcan Expense Management & Workflow with Dropbox can be easily achieved using Yoom. The method introduced in this article can be set up without any code, allowing implementation without specialized knowledge. Take this opportunity to use Yoom and automate your file storage tasks.
The person who wrote this article
s.nakazawa
I've been running a personal blog for over 5 years.
When writing, it is important to explain the information readers want to know in an easy-to-understand manner.
Based on the writing experience I learned in managing a blog, I will introduce how to use and appeal of Yoom, which can automate complex tasks without code, in an easy-to-understand manner.
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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