How to integrate kintone with OneDrive to automatically create a folder in OneDrive when a record is registered in kintone

Preparation

■Log in to Yoom

If you do not have a Yoom account, please create one from the Yoom registration page. You can register in 30 seconds!
After registration, log in to Yoom.

■Create a kintone app and register records

This flowbot is triggered by registering a record in kintone, so create an app for registration.

1. Log in to kintone.

2. From the "+" button in the "Apps" section on the home screen, select "Create from scratch".

3. Enter a title of your choice, drag and drop "Text (single-line)" into the space on the right, and change the item name (field name).

4. Click "Publish App" to complete the app creation!

5. Open the created app and register a record from the "+" button. Please enter the company name and person in charge in advance.
In this example, the company name is "Test Corporation" and the person in charge is "Yumu Tanaka".

■Create a OneDrive folder

Create a folder (parent folder) to save the folders automatically created by the flowbot.

1. Log in to OneDrive.

2. After logging in, click "Folder" from "+Add new" on the left side of the screen.

3. Enter a folder name and color of your choice, and click "Create" to complete the folder creation!
In this example, the folder name is "test_0709".

Flowbot Creation Procedure

■App Integration

1. Integrate kintone and OneDrive apps. Select the app from "New Connection" in My Apps.

2. Log in with the account you will use.

・For kintone, the registration screen below will be displayed, so please refer to the kintone My App Registration Page for input.

・For OneDrive, the login screen below will be displayed, so please log in with the account you will use.

3. Once registered, an icon will be displayed in My Apps.

■Create a New Project and Flowbot

1. You can create a new project from the "+" button in the project list. Enter a project name of your choice and save it.

2. Click "+Create New" in "Flowbot" and choose either "Create from scratch" or "Create from template gallery".
In this example, "Create from scratch" was selected.

The creation of a new flowbot is complete!

Now, let's start setting up the contents of the flowbot.

■Trigger Settings

1. After entering a title and description of your choice, select "kintone" from the trigger "When a specific app event is received".

2. On the page to select the linked account and action, enter a title of your choice and select the trigger action "When a record is registered".

Proceed to the next step.

3. On the API connection settings page for the app trigger, make the following settings:
・Trigger activation interval: Select a time from the dropdown
・Subdomain name: The part of the kintone URL "https://●●●●●●●.cybozu.com/"
・App ID: The part of the kintone app URL "/k/●●/"

You can choose the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ※The selectable intervals may vary depending on the plan.

4. Run the test. Save it once you confirm the message of test success.

■kintone Settings

1. Click the + button and select "kintone" from "Operate Database".

2. On the database integration page, enter a title of your choice and select "Retrieve Record" as the action to execute.
Enter the same App ID as in Trigger Settings 3. (The part of the kintone app URL "/k/●●/")

Proceed to the next step.

3. On the detailed settings page for database operations, set the condition for the record you want to retrieve to "Record Number = {{Record ID}}".
{{Record ID}} can be selected from the output trigger by clicking the field.

4. Run the test. Save it once you confirm the message of test success.

■OneDrive Settings

1. Click the + button and select "OneDrive" from "Integrate with App".

2. On the page to select the linked account and action, enter a title of your choice and select "Create Folder" as the action.

Proceed to the next step.

3. On the API connection settings page, make the following settings:
・Drive ID: Click the field to display the drive ID candidates
・Parent Folder Item ID: Click the field to display the ID of the parent folder where the folder will be created (the parent folder created in advance)
・Parent Folder Name: The name of the parent folder selected by the Parent Folder Item ID
・Folder Name: Any name ※You can also use the output by clicking the field.

4. Run the test. Save it once you confirm the message of test success.

■kintone Settings

1. Click the + button and select "kintone" from "Operate Database".

2. On the database integration page, enter a title of your choice and select "Update Record" as the action to execute.
Enter the same App ID as in Trigger Settings 3. (The part of the kintone app URL "/k/●●/")

Proceed to the next step.

3. On the detailed settings page for database operations, make the following settings:

・Condition for the record to update: "Record Number = {{Record ID}}"

・Values of the record after update
Company Name: Click the field and select "Company Name" from the first operation
Person in Charge: Click the field and select "Person in Charge" from the first operation
Folder URL: Click the field and select "Created Folder URL" from the third operation

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4. Run the test. Save it once you confirm the message of test success.

The creation of the flow bot is complete!

Good job!

Advanced Integration Flow of kintone and OneDrive

There are other flow bots that use kintone and OneDrive.
We have prepared some template examples for you to use!

■Add a record to kintone and notify Slack when a schedule is registered in TimeRex

This flow bot is triggered by the registration of a schedule in TimeRex, a scheduling automation tool.
When a schedule is registered, it is set to add a record to kintone and notify Slack, preventing any information from being missed within the team.
It's a great tool that can be useful in any department!
If you've ever struggled with schedule management, please give it a try.

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Other Examples of Automation Using kintone and OneDrive

There are many other examples of automation using kintone and OneDrive available on Yoom, so here are a few introductions.

With Yoom, notifications can be sent to almost anything. It can integrate with nearly all chat tools, both domestic and international, including Slack and Chatwork.

With Yoom, integration with HR services can be achieved with various services without code.

Integration between EC services and kintone can also be achieved using Yoom. It's a must-check for those engaged in EC!

Summary

This time, we introduced a flow to "automatically create a folder in OneDrive when a record is registered in kintone."
By integrating kintone and OneDrive, it seems that the burden of data management can be significantly reduced.
Furthermore, by combining it with other features of Yoom, the range of possibilities expands to include document creation and notifications to chat tools.

Please try out various features.

kintoneとOneDriveを連携するメリット

‍1. データの一元管理

kintone内で管理するファイルをOneDriveに自動的に保存することで、データの一元管理ができます。
kintoneで作成したアプリ内の情報を、自動でOneDriveのフォルダに保存する設定にすると、手作業が不要になります！
アプリ間のデータの移行漏れを防ぎ、データ管理の手間を省けますね。‍

2.データの共有・編集

一元管理と似ていますがkintoneとOneDriveの連携で、複数メンバーでの共有がより簡単にできます。
kintone内のファイルをOneDriveにも保存することで、kintoneだけしか見れないメンバー以外の人にもファイルを効率よく共有することも可能です。
これによってメンバー全員がタイムラグなくファイルの確認ができますね！

3.スペースの節約

‍OneDriveのクラウドを利用することで、kintoneのデータベースを節約できます。
大容量のファイルをkintoneからOneDriveに移動することで、kintone内のデータを軽量化できます。
ページの読み込み速度が上がり、チームの作業スピードアップも期待できますね。

kintoneとOneDriveを連携するとできる業務自動化例

kintoneからOneDriveへの自動化例‍

kintoneアプリ内にアップロードされたファイルデータを自動的にOneDriveに保存します。
会議の動画などをkintoneにアップロードした際、そのファイルが自動的にOneDriveの指定フォルダにも保存されるような設定が可能です！
これによって、重要なファイルの紛失を防いだり、各アプリ間でメンバーがスムーズにファイルの確認ができたりしますね。

OneDriveからkintoneへの自動化例‍

OneDriveに新しいファイルを追加した際、指定のスケジュールでファイルのURLやファイル自体を自動でkintoneのアプリに反映します。
プロジェクトに関するファイルがOneDriveにアップロードされると、アップロードしたファイルのURLやファイルデータをkintoneアプリに自動追加するイメージです。
ファイルを手動で更新する作業がいらなくなり、常にkintone側でも最新のファイルを確認できるのは便利ですね！

まとめ

今回は、「kintoneにレコードが登録されたらOneDriveにフォルダを自動で作成」するフローをご紹介しました。
kintoneとOneDriveを連携することで、データ管理の負担をかなり削減できそうですね。
さらに、Yoomの他の機能と組み合わせると、文書の作成やチャットツールへの通知等できることの幅が広がります。

色々な機能を試してみてくださいね。