How to integrate kickflow with Google Chat to receive notifications in Google Chat when a request is approved in kickflow

This time, we introduce automation through the integration of kickflow and Google Chat. The flow after the content submitted to kickflow is approved becomes more efficient, and it may become easier to collaborate between departments and share with members. Additionally, it eliminates the hassle of manually notifying approvals, potentially reducing the workload.
"Approve the application" is a crucial administrative task for teams and companies, and this integration may simplify it. Leaders and executives responsible for approving applications should definitely take a look.

Recommended for

・Companies that apply and approve using kickflow and use Google Chat as their main communication tool
・Approval personnel who want to quickly notify that something has been approved in kickflow
・Those who want to smoothly start the process after an application submitted in kickflow is approved
・Companies that want to introduce automation into the post-approval flow to reduce notification tasks

Benefits and Examples of kickflow and Google Chat Integration

Benefit 1: Quickly notify approvals for urgent applications

By adopting this app integration, once the content submitted in kickflow is approved, a message can be automatically sent to Google Chat.
The message is sent at the time of approval, making it easier for the recipient in Google Chat to understand it in real-time.
This automation can be beneficial, for example, when you want to quickly know that an application for a sudden business trip or recruitment has been approved.

Benefit 2: Easier sharing with members

Once approved in kickflow, a message will be sent to Google Chat, potentially allowing for speedy sharing with members using Google Chat.
For example, when an application is submitted after consulting with members using Google Chat, the approved data reaching Google Chat should quickly inform the members.
Additionally, it may save the hassle of accessing kickflow to check if it has been approved.

Benefit 3: Likely to prevent human errors

Introducing this automation can potentially prevent mistakes and oversights.
For example, when the person deciding on an application approves it, they must manually notify it. Accessing Google Chat and sending a message each time it is approved can be a bit of a hassle.
Moreover, notification tasks may be postponed, leading to forgetting to send messages. There is also the possibility of mistakenly notifying incorrect content.
By introducing this automation, such notification tasks can be reduced. As a result, a reduction in the burden of administrative tasks can be expected.

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

[What is Yoom]

This time, we will automate "notifying Google Chat when an application is approved in kickflow" using the following template.

How to Create an Integration Flow between kickflow and Google Chat

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

・Integrate kickflow and Google Chat with My Apps
・Set up kickflow launch settings
・Configure settings to send messages to Google Chat
・Turn on the trigger button and verify the integration operation between kickflow and Google Chat

Step 1: Integrate kickflow and Google Chat 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 Fields

Obtain the access token according to the content in 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 Google Chat and Yoom

1. Search

Enter Google Chat in the search box and click the Google Chat (OAuth) icon.

2. Sign In

Click the red frame.

3. Set Required Fields

Enter the required fields. For more details, please check this article.

4. 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.

You will transition to a page like the image, so let's proceed with detailed settings.

Step 3: 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 "Notify Google Chat when the application is approved in Kickflow".‍

3. Select App Trigger

Click "When the application is approved in Kickflow" on the Kickflow icon.
Since the title and other settings are complete, press Next.

‍4. Webhook Settings

You will transition to the page in the image.
Follow the red frame notes 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.
When "Test Successful" is displayed, it is complete. Click Save.

Step 4: Setting to Send Messages to Google Chat

* Integration with Google Chat is only possible with Google Workspace. For details, please refer to here.

1. Integrate with the App

Select "Send Message to Space" on the Google Chat icon.
Press Next.‍

2. Set Required Items

Set the required items in the red frame. Enter according to the notes at the bottom of the box.

3. Confirm Post Message

Set the content of the message to be sent to Google Chat.
Settings are already in place, but additional data can be added. Click the box.

Select the Kickflow icon.

The data from the Kickflow test sent earlier will be displayed in a list.
Click the data you want to notify Google Chat to insert it.

Once inserted, it will appear like the image.

4. Arrange the Layout

Arrange the layout using symbols, etc.

5. Execute Test

Once the settings are complete, press the test button at the bottom.
When "Test Successful" is displayed in blue, the settings are complete. Click 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.

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Flowbot template used this time
Notify Google Chat when the application is approved in Kickflow

Other Automation Examples Using kickflow

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

1. Add Information to Google Spreadsheet When Approved by kickflow

You can accumulate data approved by kickflow in a Google Spreadsheet. This can be used for verifying applications submitted by teams, etc.

2. Register a new user in Google Workspace when the application is approved in kickflow

Once approved, the user is directly registered in Google Workspace. This flow can be utilized during the approval of recruitment applications.

3. Create a contract based on kickflow information and send it via GMO Sign

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

Summary

With the integration of kickflow and Google Chat, the automation of message sending after approval of application content is expected to prevent omissions and mix-ups of approved data.
Additionally, reducing notification tasks may help alleviate the burden of administrative work.
Since it is easy for teams using Google Chat to be informed of approvals, information sharing might be conducted smoothly.
Why not take this opportunity to introduce automation and create a comfortable working environment?