How to integrate kickflow with Microsoft Teams to automatically send notifications to Microsoft Teams when an approval is made in kickflow

Starting from purchase requests and attendance applications, to contracts and recruitment, the series of flows of approving various applications is an indispensable process for companies.
Moreover, after approval, there are often cases where notification tasks such as reporting to related departments must be performed, and if the number is large, it might feel a bit cumbersome.
Therefore, this time, we will introduce an app integration that simplifies notification tasks after approval by integrating kickflow and Microsoft Teams.
Personnel in the general affairs department who process the content applied through kickflow, as well as leaders and executives who approve applications, please take a look.

Recommended for

・Companies utilizing kickflow and Microsoft Teams
・Those who want to quickly notify approved applications in kickflow
・Those who want to smoothly start the subsequent process of approved applications in kickflow
・Those who want to eliminate the hassle of manually notifying approved data in kickflow to Microsoft Teams

Benefits and Examples of Integrating kickflow and Microsoft Teams

Benefit 1: Boosting Business Speed

By introducing this integration, when content applied through kickflow is approved, a message can be sent to Microsoft Teams in real-time. Therefore, the recipient of the approved notification can easily proceed to the next process quickly.
For example, in cases where the application content requires urgent preparation, such as recruitment applications requiring immediate personnel or urgent business trip applications, the benefits of this integration might be more noticeable.
Real-time communication of approvals can potentially enhance the overall speed of business operations.

Benefit 2: Simplifying Sharing with Members

With the notification of approved data in kickflow to Microsoft Teams, it becomes easier to grasp the progress status.
For example, when an application submitted by a team using Microsoft Teams is approved, information sharing with all members can be done quickly.
This eliminates the need to repeatedly access kickflow to check for approvals. Additionally, it helps prevent situations where confirmation is delayed despite approval or forgetting to share it with members.

Benefit 3: Reducing Workload

This automation is expected to reduce the workload.
For instance, if you were manually performing notification tasks for cases approved in kickflow, that flow can be simplified. By simplifying the business flow, the work hours are reduced, and as a result, the burden is expected to be alleviated.
Furthermore, real-time notification of approvals allows for quicker information sharing compared to manual notifications. This may facilitate more efficient work without wasting time.

‍

Now, let's introduce the flow of integrating apps using Yoom.
First, register with Yoom.
Yoom offers a 2-week trial. You can actually operate it to check the usability.

[What is Yoom]

This time, we will automate the process of "notifying Microsoft Teams when an application is approved in kickflow" using the following template.

How to Create an Integration Flow between kickflow and Microsoft Teams

The integration flow this time is broadly divided into the following processes.

・Integrate kickflow and Microsoft Teams with My Apps
・Set up kickflow launch settings
・Configure notifications to Microsoft Teams
・Turn on the trigger button and verify the integration operation between kickflow and Microsoft Teams

Step 1: Integrate Kickflow and Microsoft Teams with My Apps

After completing the registration with Yoom, please select "My Apps" from the menu on the left.

Next, click the new connection button at the top right.

Integration between kickflow and Yoom

1. Search

Enter kickflow in the search box and click the kickflow icon.

2. Enter Required Information

Obtain the access token according to the contents of the red frame.

Click the icon at the top right and select access token settings.

Next, click Create New.

Set any name and press Create.

If the display appears as shown in the image, copy the access token.

Return to the Yoom screen and paste the access token.

The account name can be anything you like. It is recommended to use something easy to understand, such as the company name or the person in charge. Once you have entered it, press Add.

3. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

Integration between Microsoft Teams and Yoom

1. Log In
‍Log in to Microsoft365. By logging into Microsoft365, the My Apps integration will be completed quickly.

2. Search

Enter Microsoft Teams in the search box and click the Microsoft Teams icon.

‍

3. Integration Complete

The screen will switch, and if the above display appears, the integration is complete.

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. Since you will transition to a page like the image, let's proceed with detailed settings. Step 2: Kickflow Launch Settings 1. Open My Projects Open "My Projects" from the menu on the left side of the screen. 2. Open the copied template Click "【Copy】Notify Microsoft Teams when the application is approved in kickflow". 3. Select App Trigger Click "When the application is approved in kickflow" on the kickflow icon. The title and other settings are complete, so press Next. 4. Webhook Settings You will transition to the page in the image. Follow the red frame instructions to set up from kickflow. Then, make a test application and approve it. 5. Execute Test After making a test application and approving it, press the red frame test button. Once "Test Successful" is displayed, it is complete. Click Save. Step 4: Settings to Post to Microsoft Teams ※ Regarding Microsoft365 (formerly Office365), if you are not subscribed to the general corporate plan (Microsoft365 Business), authentication may fail. 1. Integrate with the App Select "Send a message to the channel" on the Microsoft Teams icon. Press Next. 2. Set the Channel ID to Post Set each ID. Click the box. Select the channel from the list displayed. The channel ID can also be set in the same way. 3. Confirm the Post Message Set the content to be posted to Microsoft Teams. Although it is already set, additional data can be added. Click the box. Select the kickflow icon. The data sent as a test from kickflow will be displayed in a list. Click and insert the data you want to notify Microsoft Teams. Once inserted, it will look like the image. 4. Adjust the Layout Use symbols, etc., to adjust the layout. Note that Microsoft Teams uses the HTML tag
for line breaks. 5. Execute Test Once the settings are complete, press the test button at the bottom. If "Test Successful" is displayed in blue, the settings are complete. Press Save. 6. Turn ON the Trigger When the creation of the Flowbot is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON. Flowbot Template Used This Time Notify Microsoft Teams when the application is approved in kickflow

Other Automation Examples Using Kickflows

Yoom has other flow bots that use kickflow. Let me introduce a few!

1. Add Information to Google Sheets When Approved by Kickflow

You can accumulate data approved by kickflow in Google Sheets. This can be used for checking applications submitted by teams, among other things.

2. Add members to kickflow when they are added to Google Sheets

If you are managing members in Google Sheets, you can directly register them as members in kickflow. Let's automate the transcription process.

3. Once approved in kickflow, send the contract via Docusign

When recruitment applications made in kickflow are approved, you can directly send the contract. This automation of the contract flow should save time.

Summary

Applications and approvals are essential tasks for understanding employee trends and the work being done within a team. Therefore, by processing them smoothly, an improvement in work efficiency can be expected. However, notification tasks after approval may sometimes be postponed.
This is where the integration of the app comes into play. By incorporating automation, not only can time be saved, but it also becomes easier to focus on other tasks, making it possible to improve the workflow!
Why not take this opportunity to automate the entire process and reduce the burden?