How to integrate kintone with Outlook to issue invoices with one click from kintone and send them via Outlook
How to Integrate Applications
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2024/10/21
How to integrate kintone with Outlook to issue invoices with one click from kintone and send them via Outlook
t.aizawa
By integrating kintone with Outlook, you can expect improved efficiency in operations and smoother communication. In particular, automating routine tasks such as invoice issuance and email management can lead to faster work and improved accuracy. This article introduces the specific benefits and integration methods of linking kintone with Outlook. It is expected to automate a series of tasks related to invoices, reducing the manual workload for the accounting department.
Benefits of Integrating kintone with Outlook
Benefit 1: Seamless Automation from Invoice Creation to Sending
By integrating kintone with Outlook, the process from invoice creation to sending can be seamlessly handled in kintone. For example, after entering the invoice details in kintone and saving them, you can convert them into a PDF with one click based on a pre-set template. Then, the Outlook email creation screen automatically launches, allowing for smooth sending to clients. This reduces the risk of manual file attachments and email address input errors, leading to improved efficiency and accuracy in operations. This is particularly beneficial for companies that conduct regular billing operations, as it reduces the workload for the responsible staff.
Benefit 2: Speeding Up Workflows and Streamlining Approval Processes
Utilizing the integration of kintone and Outlook can speed up approval processes and various workflows. For instance, you can create an application form in kintone and set it to automatically send notifications to approvers via Outlook. This allows approvers to quickly perform approval tasks in kintone after checking their emails, reducing waiting times. Additionally, receiving approval notifications via email enables approvers to respond promptly even when they are away, maintaining a sense of urgency.
[What is Yoom]
How to Create a kintone and Outlook Integration Flow
Now, let's create a flow together using a template to "issue an invoice from kintone with one click and send it via Outlook"!
The template we will use this time can be copied by clicking "Try it out" on the banner below.
Before You Start
If you do not have a Yoom account, please create one from the "Yoom Account Issuance Page" below. For basic operations of Yoom, please check "Getting Started with Yoom".
(1) After logging into Yoom, select "My Apps" from the left column and click "+ New Connection".
(2) From the list of new connections in My Apps, click on kintone. (3) The new registration screen for kintone will appear. Enter the subdomain, client ID, and client secret in the three fields, and click Add. ※ For instructions on how to check the subdomain, client ID, and client secret, please refer to the site below.
(4) The following content will appear, so check it and click Allow if there are no issues.
(5) Next, register Outlook to My Apps. Similarly, click on Outlook from the list of new connections in Yoom. (6) Log in with your account from the sign-in screen.
Once the integration is complete, kintone and Outlook will be registered in Yoom's My Apps.
This completes the registration of My Apps. Next, let's set up triggers using templates!
Step 2: Chrome Extension Trigger
(1) We will use the template introduced earlier. Click "Try it" on the banner below.
Click on "Launch from Record Detail Page" in App Trigger.
(2) From the "Select Integration Account and Action for App Launch with Extension" screen in kintone, confirm the account information linked with kintone. Keep the action as "Launch from Record Detail Page" and click "Next". ※ Please refer to the site below for how to set up triggers using Chrome extensions.
(3) From the "API Connection Settings for App Launch with Extension" screen, enter the URL in the URL sample of the launch page and click "Test".
If no error occurs, click "Save" at the bottom.
Step 3: Retrieve Records from kintone
(1) Next, retrieve records from kintone. Click "Retrieve Records".
(2) From the "Database Integration" screen, confirm there are no errors in the account information linked with kintone, keep the action as "Retrieve Records", and click "Next". Select the App ID from the options.
Once input is complete, click "Next". (3) From the "Detailed Settings for Database Operations" screen, select the conditions for the records you want to retrieve from the output. Once selection is complete, click "Test", and if no error occurs, click "Save" at the bottom.
Step 4: Retrieve Multiple Rows from a Subtable of a Specific Record
(1) Next, retrieve multiple rows from a subtable of a specific record in kintone. Click "Retrieve Multiple Rows from a Subtable of a Specific Record (up to 500)".
(2) From the "Database Integration" screen in kintone, confirm there are no errors in the account information linked with kintone, and keep the action as "Retrieve Multiple Rows from a Subtable of a Specific Record (up to 500)". Select the App ID and Subtable Field Code from the options.
Once input is complete, click "Next". (3) From the "Detailed Settings for Database Operations" screen, select ① the conditions for the target record and ② the conditions for the rows of the subtable you want to retrieve from the output. Once selection is complete, click "Test", and if no error occurs, click "Save".
Step 5: Integrate with Google Sheets to Issue Documents
(1) Next, integrate with Google Sheets to issue documents. Click "Issue Document".
(2) From the "Document Integration" screen in Google Sheets, confirm there are no errors in the account information linked with Google Sheets. Select the Spreadsheet File ID and the Google Drive Folder ID for storage from the options. Select the output file name from the output. It is possible to use date + company name + fixed text as in this case.
Once input is complete, click "Next" at the bottom. (3) From the "Replacement Condition Settings" screen, follow the steps on the site below to complete the creation of the template document, then click "Get Replacement Conditions". If you want to update the document content, press the "Reacquire Replacement Conditions" button.
Once input is complete, click "Test", and if no error occurs, click "Save".
Step 6: Send Emails by Integrating with Outlook
(1) Next, set up email sending by integrating with Outlook. Click "Send Email".
(2) From the "Email Settings" screen, confirm there are no errors in the account information linked with Outlook.
Scroll down and enter the email content. Once input is complete, click "Next" at the bottom.
(3) From the "Email Sending Test" screen, confirm the email content and click "Test". If no error occurs, click "Save".
(4) Finally, click "Turn ON Trigger".
This completes the flow bot for "Issuing an Invoice with One Click from kintone and Sending it via Outlook". Using the Chrome extension allows you to easily launch the flow from within kintone, saving you the hassle of manually searching each time and making your work more efficient!
Other Automation Examples Using kintone and Outlook
At Yoom, we have many other examples of automation using kintone and Outlook, so let us introduce a few.
1. Generate a Quote with One Click from kintone and Send via Outlook
By utilizing this flow, you can automatically create a quote by referencing information from kintone and send it via Outlook. This will automate the entire process from creating to sending the quote, reducing the manual effort involved.
2. Send a template email from kintone with one click using Outlook
For example, when you manually send a thank-you email after each meeting, this flow can save you time. You can also freely set the email content for monthly communications with clients, among other things. This is recommended for those who frequently contact clients.
3. Add a record to kintone when an event is registered in the Outlook calendar
By registering an event in the calendar, information can be automatically reflected in kintone. Using this flow, you can centralize Outlook information in kintone. It will be useful for those who want to keep track of team members' schedules.
For those who want to check templates using kintone and Outlook, please visit the following site.
The integration of kintone and Outlook seems to greatly contribute to improving work efficiency and information management! In addition to completing the process from invoice issuance to sending with one click, it can be utilized in various scenarios such as centralized management of email history and speeding up the approval process. This is expected to reduce manual errors and enhance the speed and accuracy of operations. This integration will help reduce the workload while maintaining the speed of business.
The person who wrote this article
t.aizawa
I hope everyone's everyday work will be much easier!
We will continue to send out information on improving work efficiency using Yoom!
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