By integrating kintone with G Suite, you can manage multiple data sets collectively!

Kintone, a tool convenient for work efficiency, and G Suite, a cloud-based groupware service for businesses provided by Google. (*1) This time, we will introduce how much you can streamline your work by integrating kintone and G Suite using Yoom, including the benefits, automation examples, and setup methods!

(*1) What is G Suite... All business services provided by Google, such as Google Sheets, Google Drive, Google Docs, and Gmail, are included in G Suite.

Benefits and Automation Examples of Integrating kintone and G Suite

What exactly can you do by integrating kintone and G Suite?
Let me explain in detail!

Benefit 1: Manage Multiple Data Sets at Once!

By integrating kintone and G Suite, you can manage multiple data sets at once! When you register a record in kintone, the information is reflected in Google Sheets. This saves you the trouble of operating individual apps or repeatedly entering data, preventing data inconsistencies!
For example, a sales team uses kintone for customer management. Previously, they manually transferred customer information to Google Sheets, but by integrating kintone and G Suite, registered customer information is immediately reflected in the spreadsheet. Automation allows for centralized management without opening multiple apps.

Benefit 2: Automate Tedious Document Creation!

The process of creating documents in Google Docs based on kintone data and saving them as PDFs is fully automated!
For example, when a sales team registers customer information in kintone, contracts and quotes are automatically created in Google Docs and saved as PDFs in a specified file or shared with the support team. This eliminates the need to spend time on tedious document issuance, allowing the support team to quickly move on to the next task!

Benefit 3: Fully Utilize Google Services!

By integrating kintone and G Suite, you can make the most of Google's various services!
For example, data registered in kintone by the sales team is automatically imported into Google Docs, and presentation materials are automatically created.
Then, a notification is sent to the manager via Google Chat, allowing for immediate feedback.

This increases work speed and enables a time-efficient way of working!

How to Create a kintone and G Suite Integration Flow

So far, we have discussed the benefits and automation examples of integrating kintone and G Suite.
Next, we will introduce how to actually integrate kintone and G Suite.
This time, we will use the template "Register record in kintone, retrieve record details, and register in Google Sheets."
The template is as follows.

Before Getting Started

First, if you don't have a Yoom account, please create one from the Yoom Account Creation Page. You can start immediately!
Also, please check Getting Started with Yoom for basic operations.

Step 1: Register and Link kintone and Google Sheets to My Apps!

(1) After logging into Yoom, select "My Apps" from the left column and choose "+ New Connection".

(2) Click on kintone from the list of new connections in My Apps.

(3) A 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 see How to Register kintone My Apps.

(4) The following content will appear, so check it and click Allow if there are no issues.

(5) Next, link Google Sheets. Click on Google Sheets from the list of new connections in Yoom, just like in (1).
(6) Click "Sign in with Google".
(7) Select the account you want to link and click "Next".
(8) Choose the access range for Google Sheets and click "Continue" at the bottom right.
This completes the linking of My Apps!

Step 2: Set the Trigger!

We will use the template introduced earlier.
(1) Click on "When a record is registered in kintone" in the app trigger.

(2) If there are no errors in the account information linked with kintone, click "Next".
(3) The API connection settings screen for the app trigger will appear. Enter the trigger activation interval, subdomain name, and app ID, then click "Test". If there are no errors, click "Save" at the bottom.
* Trigger activation interval → You can choose from intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
* The available activation intervals may vary depending on the plan.

Step 3: Set the Action!

(1) Next, click "Retrieve Records".
(2) Check for any errors in the account information linked with kintone, enter the app ID, and click "Next".
(3) In the detailed settings for database operations, enter the conditions for the records you want to retrieve and click "Test". If there are no errors, click "Save" at the bottom.

(4) Next, click "Add Record to Spreadsheet".
(5) Check for any errors in the account information linked with Google Spreadsheet, enter the database linkage, and click "Next".
(6) In the detailed settings for database operations, enter the values for the records to be added and click "Test". If there are no errors, click "Save" at the bottom.

(7) Finally, turn on the email trigger. It's complete!

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Advanced Integration Flow of kintone and G Suite

How was it? Besides the flow introduced this time, it is possible to further improve work efficiency using kintone and G Suite! As an advanced edition, we will introduce two templates!

This is a flow where a Gmail is automatically sent and a folder is created in a specified location on Google Drive when a record is registered in kintone.

We recommend this for salespeople and assistants who manage customers daily!
‍By using this template, when a salesperson registers a customer in kintone, an email is automatically sent to the assistant, who can then verify and store the necessary information in the customer folder that has already been automatically created!

This is a flow where invoices received via email are analyzed using AI for image recognition, stored in the kintone database, and a notification is sent to Google Chat. I hope the accounting department will use this template! By using this template, you will be freed from the hassle of creating a mountain of documents! Moreover, you can customize the notification destination and content in Google Chat!

Summary

This time, we introduced the integration of kintone and G Suite!
Google has a lot of various services, so if you automate using Yoom, you can customize to your heart's content, right?! The more you create, the more enjoyable your work will become!
Yoom can integrate with various apps! Moreover, it can be easily integrated with no code. Also, it has an easy-to-understand design, so even beginners can use it with confidence.
There is also a two-week trial plan, so let's link it with various apps and continuously improve work efficiency!