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Kickflow is a useful tool for streamlining corporate approval and authorization processes. It features intuitive operability and flexible settings, making it easy to manage complex business processes. However, when there are many applications, just checking the approval status can be cumbersome. In this article, we will detail the specific benefits of integrating Kickflow with Gmail and the steps for initial setup.
The content introduced this time is recommended for the following people!
・Want to further streamline the application approval process by using Kickflow and Gmail together
・Want to quickly proceed with post-approval tasks such as expense reimbursement or travel applications
・Aim to reduce human error and improve productivity through workflow automation
By integrating Kickflow with Gmail, approval notifications are sent to Gmail, allowing post-approval tasks to proceed quickly. Previously, it was necessary to log into the system and manually check the approval status, but automatic notifications reduce this hassle, enabling all parties to efficiently take the next action. For example, when an accounting staff member receives an expense reimbursement application, if the approval completion notification arrives in Gmail, they can promptly move to the transfer process. Additionally, during periods when month-end expense reimbursement processing overlaps, utilizing automatic notifications can potentially reduce the risk of processing omissions or delays. As a result, the overall flow of business processes becomes smoother, and productivity is expected to improve.
Integrating Kickflow with Gmail allows approvers to quickly and accurately grasp application details, which is expected to help reduce human error in business operations. For example, in the case of expense reimbursement applications, since the application details are promptly notified to the approver, it becomes easier to notice input errors or deficiencies. It will be possible to quickly identify and correct errors such as incorrect amounts or duplicate applications with the same content. Furthermore, in the procurement department's material procurement applications, the approval process progresses quickly, making it easier to prevent delays or mistakes in important ordering operations. As a result, an environment is established where approvers can smoothly receive information and respond appropriately, which is expected to reduce human error.
By utilizing Kickflow's Gmail notification function, the need for applicants and stakeholders to manually check statuses or communicate about progress is reduced, enabling smooth information sharing. For example, staff in charge of project management can easily grasp the progress of budget approvals just by checking notifications. Additionally, when an IT department project manager is advancing approval for the introduction of new software, they can quickly grasp the situation by utilizing notifications, allowing them to efficiently plan their next actions. As a result, not only is collaboration among stakeholders strengthened, but the overall speed and productivity of operations are expected to improve.
In this article, we will proceed with integration using Yoom. If you have never used it before, please take a look at First Time with Yoom.
[What is Yoom]
This time, we will create a flow of [Notify via Gmail when an application is approved in Kickflow].
If the following display appears, the template copy was successful.
1. First, click on "When the application is approved in kickflow" at the top.
2. You can set the title freely.
Set the account information to integrate with kickflow.
Select "When the application is approved in kickflow" as the trigger.
Once the input is complete, click "Next".
3. Copy the Webhook URL and configure it in the management screen.
Be sure to check the precautions when configuring.
Once the configuration is complete, click "Test" and if there are no issues, click "Save".
1. Finally, click on the "Send Email" icon.
2. Set the account information to integrate with Gmail.
3. Email Content will be set up.
To, Subject, and Body are required fields, so be sure to set them.
Clicking on each item will display the outputs and options obtained earlier.
Clicking on the message editing field will display the output, so use it as needed.
Once the setup is complete, click "Next".
4. The email content to be sent will be displayed.
Check the content and click "Test".
If there are no issues, click "Save".
5. This completes the flow of [Notify via Gmail when the application is approved in kickflow].
Once the setup is complete, the following screen will be displayed.
Click the "Turn ON Trigger" button to activate the flow bot.
With Yoom, you can operate intuitively without any specialized knowledge.
Try this convenient flow from the link below.
There are many other examples of automation using kickflow in Yoom, so here are a few.
1. This is a flow that updates the generic master item in kickflow when a kintone record is updated.
By utilizing this template, you will be able to update the generic master item in kickflow whenever a kintone record is updated.
This may reduce the effort of manually updating the generic master in kickflow, allowing you to focus on other tasks.
2. This is a flow for adding members to kickflow when they are added to a Google Spreadsheet.
This template is recommended for those aiming for smooth business operations.
When you add members to a Google Spreadsheet, the information is automatically reflected in kickflow, which will help you efficiently organize your team.
3. This is a flow where notifications are sent to Slack when a request is approved in kickflow.
In the flow introduced this time, notifications are sent to Gmail, but by using this template, automatic notifications to Slack can be enabled.
This creates an environment where smooth communication can take place directly in the chat if confirmation regarding the request content is needed.
By integrating kickflow with Gmail, you can now receive automatic notifications in Gmail when a request is approved in kickflow.
This reduces the hassle of opening Kickflow each time to check the approval status, thereby alleviating the burden of daily tasks.
For those who are worried about "not knowing where to start" or "finding it difficult without specialized skills," Yoom is recommended.
By simply choosing from the abundant templates available, you can easily start automation without programming knowledge.
Why not utilize Yoom to aim for an efficient work environment?
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