To integrate Kaonavi with Dropbox and create a folder for each employee in Dropbox when they are registered in Kaonavi

In corporate HR departments, managing documents for new hires and transfers is necessary, and creating folders for each employee and organizing related documents is a significant task. Especially as the number of employees increases, the burden of management also grows.

However, by integrating Kaonavi and Dropbox using Yoom, this effort can be eliminated. With this integration, a dedicated folder is automatically created in Dropbox every time an employee is registered in Kaonavi, allowing for smooth organization of related documents. Additionally, folder organization and handover during transfers or resignations are automated, ensuring business continuity and reducing the likelihood of errors. This is expected to improve the efficiency of HR operations and relieve the stress of folder management.

Benefits of Integrating Kaonavi and Dropbox

Benefit 1: Streamlining Information Management

By integrating Kaonavi and Dropbox, folders are automatically generated upon employee registration, streamlining information management. HR departments require dedicated folders for storing materials related to new employees immediately, but manual work often results in omissions and extra effort.

With this integration, folder creation is automated, and the organization and storage of materials proceed smoothly, reducing the workload. Additionally, organizing related files and handing them over to successors upon resignation becomes easier, ensuring business continuity.

Benefit 2: Supporting Team Formation, Project Progress, and Enhancing Skill Sharing

Since Kaonavi's employee information is automatically linked to folders in Dropbox, access to necessary information for each project can be done quickly.

Project managers can easily review employee roles and placements, allowing for flexible responses during transfers or when adding new members. Furthermore, by centrally managing training and educational materials in Dropbox, internal skill sharing and learning systems are established, promoting human resource development. Through improvements in project management and educational environments, the overall operational efficiency of the team is expected to improve.

How to Create a Kaonavi and Dropbox Integration Flow

From here, let's set up the integration of Kaonavi and Dropbox using Yoom.
The flow this time is "Create a folder for each employee in Dropbox when an employee is registered in Kaonavi."

The setup flow is as follows:

Integrate Yoom with Kaonavi and Dropbox as My Apps
Copy the Template
Set the App Trigger in Kaonavi and configure folder creation in Dropbox
Activate the Flow with Trigger ON

You can set it up without difficult programming knowledge, so let's proceed together.

[What is Yoom]

Step 1: Integrate Kaonavi and Dropbox as My Apps

First, let's integrate Yoom with Kaonavi and Dropbox as My Apps.

After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu.

When the "New App Connection" window appears, search for the app name.

About Kaonavi My App Integration

To integrate Kaonavi as a My App, obtaining an API token is necessary.
Refer to the following link to obtain the value.

Click "Public API v2 Information" → "Authentication Information" from the admin screen.

Copy the two items found at the destination.

Copy the obtained "consumer Key" and "Consumer Secret" and encode them with reference to the help page.
You can find tools for encoding by searching online.

‍How to Register Kaonavi as My App

Don't forget to set the member information check from "Manage Operation Target".

Once the setup is complete, enter the obtained values in the Yoom My App integration screen.

Once entered, click "Add" to complete the Kaonavi My App integration.

Dropbox My App Integration

From the "New App Connection" window, search for Dropbox, and the following screen will appear.

Log in using your Google account or any email address.
Once logged in, a screen will appear to allow the connection with Yoom.

Click "Allow" to complete the My App integration!

If it appears in the My Apps list, the integration has been completed correctly.

Once the setup is complete, click "Try it" from the banner below to copy the template!

Step 2: Set Up App Trigger

The initial flow setting is "When member information is registered".
On the first page, the account information of KAO Navi linked with My App is reflected.

Once confirmed, optionally modify the title and click "Next".
On the next page, set up the Webhook so that the flow is activated when member information is registered.

Copy the URL displayed in Step ① and set it in the KAO Navi management screen.
<span class="mark-yellow">Ensure that "Register Member Information" is checked during the setup.</span>

Once the URL is set, temporarily register employee information and click "Test" to verify the connection.

If the test is successful, you can obtain the output with temporary values. (The above image is an example.)

Once the output is obtained, click "Save" to complete the app trigger setup.

Step 3: Set Up File Creation in Dropbox

The next setting is "Create Folder".
On the first page, verify the account information and optionally modify the title, similar to KAO Navi.

On the next page, specify the location to create the folder.
Once the folder path is entered in the specified format, click "Test".

Based on the temporary values entered in the KAO Navi settings, a folder should be created in Dropbox.
Once confirmed, click "Save" to complete all settings.

Finally, turn on the trigger to activate the flow.

Now, when an employee is registered in KAO Navi, a folder will be automatically created in Dropbox!

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Other Automation Examples Using Kaonavi and Dropbox

1. Automatically Create Employee List When Registered in Kaonavi

When an employee is registered in Kaonavi, the information is automatically reflected in kintone and Google Sheets. This eliminates the need for duplicate entries across multiple systems, centralizes data management, and significantly reduces the effort required to share the latest information. Smooth information updates can also be expected to improve the efficiency of labor management and HR data management.

2. Send a Notification to Slack When an Employee Transfers in Kaonavi

When an employee transfer is registered in Kaonavi, a notification is sent to Slack. This makes it easier for all team members to be aware of transfer information, facilitating smoother communication and strengthening collaboration in operations.

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Summary

With Yoom, you can easily set up the integration between Kaonavi and Dropbox without any programming knowledge, improving work efficiency.

Every time an employee is registered in Kaonavi, a folder is automatically created in Dropbox, allowing for hassle-free document management. Additionally, organizing folders during transfers or resignations is simple, making it easier to continuously manage important data. Furthermore, the burden of HR tasks is reduced, giving you more time to focus on other tasks. Why not try registering for Yoom for free and experience the improvement in your operations?

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