How to integrate kintone with Dropbox to create a folder in Dropbox when a record is registered in kintone.

For companies utilizing kintone and Dropbox, integrating the two applications with Yoom can achieve efficient information management and sharing. By automating part of the workflow, it is expected to reduce the working hours of the person in charge and minimize human errors. This article explains how to set up an automation flow that creates a folder in Dropbox when a record is registered in Kintone and the benefits of implementing it. Recommended for: - Members of sales teams using kintone and Dropbox in their work - Those spending time on manual file organization - Managers considering operational efficiency improvements through kintone and Dropbox integration - Team leaders aiming to automate file sharing and information updates in project management - Those who want to reduce operational errors when creating folders Benefits and Examples of kintone and Dropbox Integration 1. Reduction of Manual Work After registering a record in kintone, a folder is automatically created in Dropbox, eliminating the need to manually create folders. For example, when new customer information is registered in kintone, a dedicated folder for that customer is automatically generated in Dropbox, allowing for organized document and file management per customer. This can reduce the time spent on file management, allowing staff to focus on more productive tasks. 2. Streamlining the Information Sharing Process When a new record is registered in kintone, a folder is quickly and automatically generated in Dropbox, allowing team members to promptly check the folder contents. For instance, when the marketing team registers a new record in kintone, a shared folder accessible to the sales team is created in Dropbox. Since folders are created based on data in kintone, the sales team can quickly grasp project details, reducing information sharing errors and confirmation tasks, thus enhancing work speed. 3. Prevention of Registration Omissions and Recording Errors Automating folder creation prevents errors such as name input mistakes and forgotten folder creation, which are common when creating folders manually. For example, when a person in charge registers a record in kintone, a folder is created in Dropbox based on the data in kintone. This avoids file loss due to duplicate folder names or input errors, improving the accuracy of operations. Now, let's create a flowbot using the "Create a folder in Dropbox when a record is registered in kintone" template. [What is Yoom] How to Create a Folder in Dropbox When a Record is Registered in kintone This can be achieved by receiving record registration information in kintone via kintone's API and automatically creating a folder in Dropbox through Dropbox's API. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily realized without programming knowledge. The work until the flow is completed proceeds as follows: - Integrate kintone and Dropbox with My Apps - Copy the template - Set triggers in kintone and configure Dropbox - Turn on the trigger If you are not using Yoom, please register for free from here. If you are already using Yoom, please log in.

・Connect kintone and Dropbox to My Apps

(1) First, connect kintone to My Apps.
After logging into your Yoom account, click "My Apps" on the left panel and search for kintone from "New Connection".

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(2) The kintone app icon will appear, click on it.
The connection method is also detailed on this page, so if you have any questions, please check the help article.

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(3) After entering "Subdomain", "Client ID", and "Client Secret", click [Add].
This completes the connection to kintone.
If you are unable to register the app successfully, please refer to this page for guidance.

(4) Next, connect the Dropbox app.
Select Dropbox in the same way as registering kintone to My Apps.

(5) On the next screen, choose the login method.
When logging in with an email address, enter the email address and click [Continue].

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(6) As an example, the following screen shows the operation screen when "Continue with Google" is clicked.
Select an account and agree/register on the next screen.

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This completes the connection to Dropbox.

Once the settings are successfully configured, you will be taken to the My Apps screen of your Yoom account with the two apps added.
Now, the two apps are connected to your Yoom account.

・Copy the Template

After confirming that the new connection of the target app to your Yoom account is complete, click the icon for "Try this template" below the template.

The template will be copied, so click the "OK" button.

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Move to the "My Projects" screen of your Yoom account and check the template content.

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There are three setup flows.

・kintone settings

(1) First, set up the kintone app trigger.

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From the "My Projects" on the left side of your Yoom account screen, click "【Copy】Create a folder in Dropbox when a record is registered in kintone".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) First, click the trigger "When a record is registered (Webhook activation)".
(3) Enter the account information to link with kintone and click [Next].

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(4) In the next screen, you need to copy the Webhook URL and configure it in the management screen.
For the procedure to set up a Webhook in kintone, please check this page.

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When setting up the Webhook in kintone, please check "Add record" for the condition to send notifications.

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(5) After sending the Webhook event or executing the trigger event, click [Test] and if there are no issues, click [Save].
In this step, you can obtain the following information as output.
The output information can be referenced and utilized in subsequent steps, as noted by "This value can be used in other operations."

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(6) Next, click the second action "Retrieve registered record information".

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(7) In the next screen, confirm that the account information linked with kintone is entered.
Scroll down and enter information in the "App ID" under 'Database Integration', then click [Next].
You can also reference information obtained from the linked account content.
Click the input bar to expand the information and select the relevant information.

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(8) In the next screen, enter the "Conditions for the record you want to retrieve".
To use this flow, the record information registered in kintone needs to have information set for use in the folder name.
Please replace the folder name and folder path with arbitrary values in advance.
In this item, you can reference the output obtained in the previous step by clicking the input bar.

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(9) After entering the information, click [Test] and if there are no issues, click [Save].

・Dropbox settings

(1) Finally, click the third action "Create a folder".

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(2) Enter the account information to link and click [Next].
(3) In the next screen, enter the "Folder Path" item.
Click the input bar to utilize the output obtained in the previous step.

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(4) After entering the information, click [Test] and if there are no issues, click [Save].
This completes the setup.

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・Turn on the trigger

By clicking the red frame part "Turn on the trigger" on the screen below, the flow bot will start automatically.

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Here is the template used this time

Other Automation Examples Using Dropbox

There are other examples of automation using Dropbox on Yoom, so here are a few.

When a file is uploaded to Dropbox, read the file contents with OCR and add it to kintone

This is recommended for those who want to manage documents uploaded to Dropbox on kintone.
You can eliminate the need for manual addition by the person in charge.
You can reduce transcription and input errors, improving work efficiency.

Create a Folder in Dropbox Using Yoom Database Information

Automatically create a folder in Dropbox based on the information registered in the Yoom database.
This flow is recommended for those aiming to streamline the folder creation process.

Create a folder in Dropbox when a page is created in the Notion database

Based on the information from Notion, related files are centrally managed, ensuring data consistency and accuracy, which facilitates smooth project and information management.
This enables quick response and effective resource management, leading to an expected increase in overall productivity.

Summary

The integration of kintone and Dropbox introduced here enables partial automation of daily tasks.
It offers numerous benefits, such as reducing manual work for staff, facilitating smooth information sharing between teams, and preventing registration omissions during operations.
By optimizing the work environment to allow employees to focus on more important tasks, the overall productivity of the company is expected to improve.

Please take advantage of Yoom to experience automation through app integration.