How to integrate Kaonavi with Microsoft SharePoint to automatically create a folder in Microsoft SharePoint when an employee is registered in Kaonavi

As many companies strive to improve operational efficiency by utilizing various tools, data integration between systems has become a significant challenge.
By integrating tools, manual input errors and time wastage can be prevented, enabling smoother operations.
This article introduces how to automatically create a folder for each employee in Microsoft SharePoint when employee information is registered in Kaonavi by integrating Kaonavi with Microsoft SharePoint.
This automation allows for more efficient data management and reduces human error, facilitating smoother information sharing among teams.
We will clearly explain the steps to easily integrate apps without any coding, so please read until the end.

Recommended for

Those who use both Kaonavi and Microsoft SharePoint
HR personnel who find the task of creating folders in Microsoft SharePoint cumbersome
Those who want to reduce human errors in folder creation tasks
Team leaders who want to facilitate smooth data sharing among teams

Benefits and Examples of Integrating Kaonavi and Microsoft SharePoint

Benefit 1: Improved Data Management Efficiency

By integrating Kaonavi with Microsoft SharePoint, folders can be automatically created in SharePoint just by registering employee information in Kaonavi, eliminating the need for manual folder creation.
This allows for efficient organization and storage of files by employee, streamlining document search and management.
This automation is particularly beneficial during periods with many new hires, as it can improve work efficiency.
With employee folders being automatically created, stakeholders can access them immediately, speeding up the initial phase of operations.
This automation is expected to streamline folder management and reduce the workload.

Benefit 2: Reduction of Errors Such as Duplicate Creation Through Automation

When folders are created manually, there is a possibility of human errors such as name duplication or incorrect folder names.
However, by integrating Kaonavi with Microsoft SharePoint, folders can be automatically created in Microsoft SharePoint for each employee, reducing human errors.
This can help prevent confusion caused by incorrect folder names and assist in smoothly executing tasks.

Benefit 3: Enhanced Team Collaboration

By integrating Kaonavi with Microsoft SharePoint, folders can be automatically created in Microsoft SharePoint when employees are registered in Kaonavi, facilitating smooth data sharing among teams.
With neatly created folders for each employee, the environment is set up to quickly find necessary materials, improving work efficiency.
Additionally, materials related to specific projects or tasks can be efficiently shared, accelerating the progress of work.

From here, we will explain how to use the no-code tool Yoom to create a folder for each employee in Microsoft SharePoint when an employee is registered in Kaonavi.

[What is Yoom]

How to Automatically Create a Folder in Microsoft SharePoint When an Employee is Registered in Kaonavi

This can be achieved by receiving the registration of member information in Kaonavi using Kaonavi's API and creating a folder in Microsoft SharePoint using the API provided by Microsoft SharePoint.
While programming knowledge is generally required to achieve this, it can be easily accomplished without programming knowledge by using the no-code tool Yoom.

〈The flow is created through the following process〉

Integration of Kaonavi and Microsoft SharePoint My Apps
Copy the template
Set the trigger in Kaonavi, then set the action in Microsoft SharePoint
Turn on the trigger

If you haven't registered with Yoom yet, please register for free here.

Step 1: Integration of Kaonavi and Microsoft SharePoint My Apps

1. How to Register Kaonavi

Click on "My Apps" and select Kaonavi from "New Connection".

Enter the account name and API token.
Please enter the API token while checking the precautions listed outside the frame.
※Reference) For Base64, please refer to here.
Once you have entered the information, click "Add".

2. How to Register Microsoft SharePoint
Next, select Microsoft SharePoint from "New Connection".

The above screen will be displayed, so log in with the account you will use.
Reference) My Apps Registration Procedure and Precautions in Microsoft365 Services | Yoom Help Center
Note) Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

This completes the registration of Kaonavi and Microsoft SharePoint My Apps.
Once registration is complete, an icon will be displayed in My Apps, so please check if the icon of the registered app is displayed.
Click the banner below and let's start creating a flow from "Try it now"!

Step 2: Setting the Trigger to Activate When Member Information is Registered in Kaonavi

First, click on the item "When member information is registered" to set it up.

This item is pre-configured.
If there are no errors as shown in the image above, please proceed to the next page.

Copy the Webhook URL and set it in the Kaonavi management screen.
Please refer to the notes in the image above.

Once set up, please register a test employee in Kaonavi.

If the test is successful, the information of the employee you just set up will be displayed in the output.
Once you confirm that the output is obtained without any issues, click "Save".

Step 3: Create a Folder in Microsoft SharePoint

Next, click on the item "Create Folder" to set it up.

This item is pre-configured.
If there are no errors as shown in the image above, please proceed to the next page.

Set the Site ID, Drive ID, Parent Folder Name, and Parent Folder Item ID by referring to the annotations in the image above.

Set the folder name as shown in the image above.
Explanation: By setting it this way, when an employee is registered in Kaonavi, the "Employee Number" can be automatically retrieved, and the folder name in Microsoft SharePoint can be automatically registered.

After completing the setup, click "Test".
If the test is successful, click "Save".

Step 4: Turn ON the Trigger

Finally, click "Turn ON Trigger" to ensure the flow bot activates correctly.
This completes the flow of "Creating a folder for each employee in Microsoft SharePoint when an employee is registered in Kaonavi".

Introduction to Other Automation Examples Using Microsoft SharePoint

1. This is a flow that automatically uploads business card images to Microsoft SharePoint when they are registered in Sansan.
By utilizing this flow, manual operations are no longer necessary, thereby streamlining work processes and preventing any omissions in uploading business card images.

2. This is a flow that automatically creates a folder in Microsoft SharePoint when an account is registered in Salesforce.
By utilizing this flow, the task of creating folders in Microsoft SharePoint can be automated, allowing staff to be freed from the hassle of folder creation and enabling them to focus on more important tasks such as customer service and sales activities.

3. This flow automatically uploads files received via email to Microsoft SharePoint and notifies Microsoft Teams.
By utilizing this flow, you can eliminate the manual effort of uploading files and sending notifications, thereby improving work efficiency.
Additionally, it centralizes the work environment, which can lead to increased productivity.

Summary

In this article, we introduced a method to automatically create a folder for each employee in Microsoft SharePoint when employee information is registered in Kaonavi by integrating Kaonavi with Microsoft SharePoint. How was it?
By utilizing this method, you can automate folder creation, reducing manual work and minimizing human errors.
By using the Yoom Flowbot template introduced this time, you can easily integrate applications without programming knowledge.
It can be implemented with intuitive operations, making it reassuring for first-time users.
Please try it from the banner below.