Automatically notify Microsoft Teams when an invoice file is added to Dropbox!

t.aizawa

For accounting personnel, daily invoice tasks require time and effort for confirmation with the person in charge and invoice creation, right? During busy periods, you'd wish for an extra pair of hands!
How about automating with Yoom instead of a cat at such times?
This article explains the benefits of integrating Dropbox and Microsoft Teams, how to integrate them, and what Yoom is all about, in detail!

Benefits of Integrating Dropbox and Microsoft Teams

Benefit 1: Streamlining Accounting Tasks

How do you manage invoices? Managing a large number of invoices is tough, isn't it?
Especially since you need to confirm with the person in charge whether the amounts are correct, create invoices, and manage the data so that it's easy to find when needed.
However, by integrating Dropbox and Microsoft Teams using Yoom, you can solve invoice creation, approval from the person in charge, and even storing invoice data!
For example, when invoice information is entered into a form, you can upload the invoice file to Dropbox and notify Microsoft Teams.
This seems to reduce both the time and manual effort for accounting personnel!

Benefit 2: Use as a Backup

"No, no, we don't use Dropbox in our department..." For those people, how about using it as a backup? The scariest thing about managing invoices is losing data... It could affect other departments' operations. By integrating Dropbox and Microsoft Teams, even if data is lost in other tools, it is automatically stored in Dropbox as a backup, allowing you to restore it. Of course, since data is automatically stored, using it with other tools won't be a hassle. This allows you to safely store important invoice information!

What is Yoom?

Yoom is a service that integrates with various cloud services to automate your company's unique workflows. By using Yoom to integrate the apps used in your company, you can automate routine tasks that occur daily in various departments such as accounting, HR, sales, and labor, like data entry, document creation, and sending chats to specific people.
It can eliminate manual errors and effort caused by using multiple apps, and allows for easy centralized management of information, enabling you to focus on more value-added tasks.
The UI is very simple, so even those without programming or RPA (Robotic Process Automation) knowledge can easily operate it! You can register for free from the link below!
Free Registration for Yoom

Also, using Yoom's templates makes automation even easier!
If you think, "I don't have time to create from scratch," we recommend using templates!
There might be templates for the apps you always use! Please check them out!
Template List

What's the Difference Between Previous API Integrations and Yoom?

"Integration between apps? I don't know anything technical, and it seems difficult..." Many people might think so. I thought the same.
However, with Yoom, once you register the apps in advance, you can easily create automation tools just by selecting actions!
You don't need specialized, difficult programming knowledge or to be an engineer! Tasks that you would normally ask an engineer to do can be done quickly and by yourself.
Let's try integrating Dropbox and Microsoft Teams right away!

How to Create a Flow for Integrating Dropbox and Microsoft Teams

The template we will use this time is "Notify Microsoft Teams when an invoice file is uploaded to Dropbox."
Let's start together from the "Try it" button on the template below!

Before Getting Started

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

Step 1: Register and Link Dropbox and Microsoft Teams to My Apps!

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

(2) From the list of new connections in My Apps, click on Dropbox.
(3) A login screen will appear, so log in with your Google or Apple ID, or enter your email address and click "Continue".

(4) Next, register Microsoft Teams to My Apps. Click on Microsoft Teams from the list of new connections in Yoom, just like in step (1).
(5) Sign in to Microsoft Teams. Once the integration is complete, Microsoft Teams will be registered in Yoom's My Apps.
This completes the integration of My Apps!

Step 2: Set the Trigger!

This time, we will use the provided template.
(1) Click on "Invoice Information Registration Form" in the app trigger.

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(2) Create questions to be included in the form in the invoice information registration form.
There is a preview button at the top right, and you can also check it. You can add more questions by clicking the + button at the bottom.

Scroll further down and enter the heading and description of the completion message that will be sent after the form is answered. Once the input is complete, click "Next".

(3) A form display confirmation and detailed settings screen will appear, so enter the required fields and attach the invoice file. Once the input is complete, click "Save".
(4) Next, click on "Approve Invoice Details".
(5) In the approval details entry screen, you can select the approver and enter the details of the approval.
Once the input is complete, click "Save".

Step 3: Set the Action!

(1) Next, click on "Store Invoice File in Dropbox". (2) If there is no error in the account information linked with Dropbox, click "Next". (3) In the API connection settings, select or enter the folder path to store the data, file name, and file attachment method. Once the input is complete, click "Test", and if there is no error, click "Save". (4) Next, click on "Notify Microsoft Teams". (5) If there is no error in the account information linked with Microsoft Teams, click "Next". (6) In the API connection settings, select the team ID and channel ID from the options. Enter the message content to be notified to Microsoft Teams and click "Test". If there is no error, click "Save". ※ To insert a line break in the message, please enter . ※ To include a mention in the message, please write {mention display text} in the message.

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(7) Finally, turn on the email trigger. This completes the process!

Summary

We have introduced the benefits of using Yoom with Dropbox and Microsoft Teams and how to integrate them.
By using this template, you might not need to scrutinize invoices every day.
Yoom can integrate with various apps. Besides the apps introduced here, you might be able to easily integrate the apps you regularly use with Yoom without any coding.
There is also a two-week trial plan, so come and see what apps you can integrate with!

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!