How to integrate Notion with Confluence to invite employees to Confluence when they are registered in Notion

This time, we will introduce the operation of automating the process of inviting employees to Confluence when they are registered in Notion by integrating Notion and Confluence. By integrating Notion and Confluence, we will show you how to streamline the employee onboarding process and enhance information sharing. In this article, we will explain the steps that can be easily set up without coding and provide specific methods to reduce the burden on the IT and HR departments.

Recommended for

Those who use both Notion and Confluence and aim to improve the efficiency of information sharing and management
Those in the IT or HR departments who want to automate the onboarding process for new employees
Administrators who want to strengthen information sharing within the team and smoothly manage project progress

Benefits and Examples of Integrating Notion and Confluence

Streamlining the Onboarding Process

Sending manual invitations to Confluence every time a new employee is registered is cumbersome and time-consuming. By automating this process, the burden on the IT and HR departments is reduced, and employees can immediately access the necessary information. For example, when an employee fills out the "HR Registration Form" in Notion, access to the internal Wiki page in Confluence is automatically granted, leading to quick confirmation of necessary materials.

Enhancing Information Sharing Among Teams

By automatically inviting registered employees to Confluence, a system can be built where everyone shares the same information. For example, when the marketing department creates a new project page, the entire team can access it immediately. This prevents information from being overlooked or shared late, contributing to smooth project progress.

Simplifying Security and Access Management

It reduces the security risks associated with manual access rights setting errors. Automation ensures that all new employees are registered in Confluence with the correct permission levels, minimizing the risk of information leaks or unauthorized access. For example, the development team is granted limited access to development documents, while other departments can only access the necessary materials.

Now, let's introduce how to "invite employees to Confluence when they are registered in Notion" using the no-code tool Yoom.

[What is Yoom]

How to Manage Content Added to Notion in Confluence

It is possible to achieve this by receiving the registration of records in the Notion database using Notion's API and notifying the specified channel in Confluence of the record data registered in Notion using Confluence's API. Generally, programming knowledge is required to achieve this, but it can be easily realized without programming knowledge by using the no-code tool Yoom.

This time, we will create it through the following main processes.
・Integrate Notion and Confluence as a My App
・Copy the template
・Set the Notion trigger as the starting point of the flow and the subsequent Confluence operation settings
・Turn on the trigger button to confirm the automation linkage

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If you are not using Yoom, please register for free from here.

If you are already using Yoom, please log in.

Step 1: Connect Notion and Confluence with My Apps

Register My Apps to connect Notion and Confluence to Yoom.
By completing the My Apps registration first, you can smoothly set up automation.

First, let's connect Notion with My Apps.

Log in to Yoom and click "My Apps" on the left side of the screen.
Next, click "New Connection" on the right side of the screen and enter Notion in the search box.

You will be taken to the Notion access screen, click on "Select a page".

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The permission screen will be displayed, click "Allow Access".
Once it reads "Authenticating" and the My Apps screen in Yoom is displayed, the My Apps registration is complete.

Next, register Confluence with My Apps.
Similarly, click "New Connection" on the right side of the screen and enter Confluence in the search box.

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Click on the suggested Confluence.

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A screen like the image below will be displayed, click "Accept".
The registration to My Apps is complete.

Step 2: Copy the Template
To set up automation, click "Try it" in the banner below.

Read the following screen display and click "OK".

Step 3: Set up the Notion trigger that starts the flow and the subsequent Confluence operation

A screen like the one in the image below will be displayed, so click within the red frame.

A screen to select the linked account and action will be displayed, so confirm that the Notion account to be linked this time is correct and click "Next".

You will be taken to the app trigger API connection settings screen.
Proceed with the input according to the content.

・The trigger activation interval can be selected from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
・The database ID is the ●●● part in the URL "notion.so/domain/●●●?" or "notion.so/●●●?".

Once the input is complete, execute "Test", and after confirming the test completion, click "Save".

Next, proceed with the settings to retrieve records from Notion.
Click within the red frame.

You will be taken to the database linkage screen.
Enter the database ID within the red frame and click Next.

The detailed settings screen for database operations will be displayed.
Enter the conditions for the records you want to retrieve, execute "Test", and after confirming the test completion, click "Save".

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Proceed with the Confluence settings.
A screen like the image below will be displayed, so click "Invite users to the site".

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A screen to select the linked account and action will be displayed, so confirm that the Confluence account to be linked this time is correct and click "Next".

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The API connection settings will be displayed.
Proceed with the input according to the content.
・Cloud ID: Select the Confluence Cloud ID from the candidates.
・Email Address: There is no problem with the content of "{{email address}}".
Once the input is complete, execute "Test", and after confirming the test success, click "Save".

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Step 4: Turn on the trigger‍

Finally, click "Turn on Trigger" to complete the automation settings.
Check if the flowbot is starting correctly.

Here is the template used this time.

Other Automation Examples Using Notion and Confluence

① Add text to Notion when a comment is written in kintone

This flow adds text to Notion when a comment is written in kintone. By implementing this flow, you can eliminate manual input errors as it creates content by quoting the registered information in kintone. Additionally, since the entire process is completed automatically, it reduces the effort of manual input and is expected to improve work efficiency.

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②Send an email to Gmail when a page is created or updated in Notion

This flow sends an email to Gmail when a page is created or updated in Notion. By implementing this flow, any pages created or updated in Notion are automatically sent to Gmail, preventing task omissions. You can check all pages created or updated in Notion via Gmail, leading to more efficient management operations.

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③ Create a page in Confluence when a row is added in Google Sheets

This flow creates a page in Confluence when a row is added in Google Sheets. By implementing this flow, a page can be automatically created in Confluence whenever information is added to Google Sheets. This can improve information management efficiency by automatically creating pages for each project, customer, or case when launching a project, acquiring leads, or starting a transaction with a new customer.

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Summary

By integrating Notion and Confluence, you can streamline the employee onboarding process and enhance information sharing. Refer to the steps introduced in this article to easily set up without any coding, reducing the burden on IT and HR departments. This can lead to improved productivity for the entire team and smoother project progression.

The Yoom app integration can be easily implemented without the need for programming. Please refer to the steps in this article to advance the automation of your operations.