How to automate the creation and sending of contracts using GMO Sign based on Notion data by integrating Notion with GMO Sign.

By integrating with Notion's database, managing contract details becomes easier, and the creation and sending of contracts via GMO Sign are automated, which is expected to improve operational efficiency.
This article introduces a method to automate the creation and sending of contracts without the need for programming.
In today's world, where quick contract processing is required, we will explain in detail how it can be beneficial to your business.

Recommended for

・HR and general affairs departments handling many contracts
・Companies implementing remote work
・Personnel managing large amounts of customer information
・Programming beginners who want to improve work efficiency
・Those using Notion database and GMO Sign and want to efficiently integrate them

Benefits and Examples of Integrating Notion and GMO Sign

Benefit 1: Reduction of Human Errors

By integrating Notion and GMO Sign, the process of manually transcribing information is automated, preventing data entry errors.
For example, when the sales team creates a contract, customer information is automatically reflected, reducing the need for corrections later.
This not only reduces the time and cost involved in creating contracts but also eliminates the need for manual corrections and verification.

Benefit 2: Visualizing the Contract Process

By using the Notion database as a contract management system and integrating it with GMO Sign, contract details and status are organized in the database, centralizing the contract flow.
Additionally, you can visualize the progress of contracts, making it easier to identify where the process is stalled.
For instance, if a signature within a document is delayed, you can check the status in the database and respond quickly.
This leads to time savings and allows resources to be focused on other projects.

Benefit 3: Strengthening Team Collaboration

The integration of Notion and GMO Sign makes data and progress related to contract work visible and easy to share among teams.
Since contract information can be easily searched and tracked, different teams such as sales, legal, and general affairs can collaborate smoothly, potentially contributing to improved productivity for the entire team.

In this instance, we will use a service called Yoom to create the integration flow between Notion and GMO Sign.

[What is Yoom]

How to Create an Integration Flow Between Notion and GMO Sign

The work leading up to the completion of the flow will proceed as follows.

Preparation: Copy the template
Step 1: Integrate Notion and GMO Sign with My Apps
Step 2: Set up triggers in Notion
Step 3: Set up triggers in GMO Sign

Preparation: Copy the Template

Let's start by creating a flowbot using Yoom.
After confirming that your Yoom account has been created, click the icon for "Try this template" below the template.

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Click the "OK" button to copy the template.
You will be redirected to the "My Projects" screen in your Yoom account, so please check the template content.

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There are four settings this time.
First, let's establish a new connection for the two apps to be integrated.

Step 1: Integrate Notion and GMO Sign with My Apps

(1) First, connect Notion to My Apps.
After logging into your Yoom account, click "My Apps" on the left and search for Notion from "New Connection".

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(2) Click on the Notion app icon that appears.
Click [Select Page] on the next screen.

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Select the page you want to link with your Yoom account and click [Allow Access] to complete the connection.

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(3) Next, let's connect GMO Sign.
Search for and click on the GMO Sign app icon in the same way as before.

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(4) Enter the account name for GMO Sign to connect to Yoom, and enter 'GMO' for the access token, then click add.
This completes the connection for GMO Sign.

Step 2: Set Notion Trigger

(1) Next, set the app trigger for Notion.

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Click "【Copy】Create and send a contract using Notion database information with GMO Sign" from My Projects on the left side of the Yoom account screen.

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The copied template will be displayed, press the "Select and Launch on Database" icon of the Chrome extension for the first action.

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(2) The red part in the above image states "Install Chrome Extension from here".
To use the Chrome extension trigger, please check this page.
If you haven't installed the Chrome extension, please install it from here.

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(3) After completing the Chrome extension settings, enter the account information to be linked with Notion and click [Next].

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(4) Obtain and enter the URL of the launch page.
For how to check the sample URL when using Notion, please refer to this page.
After entering, press [Test] and if there are no issues, click [Save].
This setting can also be done from the top right of the template.

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(5) Next, set the action to retrieve record information in Notion.
Click "Retrieve Record (ID Search)".

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Enter the account information you want to link and keep the "Execute Action" as 'Retrieve Record (ID Search)'.
For the database ID to be set in "Database Integration", check the supplementary information and enter the relevant information.
After completing the input, click [Next].

(6) On the next screen, set the "Conditions for the Record You Want to Retrieve".

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Use the output of the Chrome extension trigger to set the "Conditions for the Record You Want to Retrieve".
Click the arrow in the red frame to expand the output, and select 'Record ID'.
After entering, press [Test] and if there are no issues, click [Save].

Step 3: Set GMO Trigger

(1) Next, set up to generate an access token on the GMO Sign side.
Click the third action "Generate Access Token".

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Enter the GMO account information you want to link and click [Next].

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(2) For the information to be entered on the next screen, "Secret Key" and "Customer ID", please contact GMO Sign to obtain the information.

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After entering the information, press [Test] and if there are no issues, click [Save].

(3) Finally, set the action to request a signature for the template.
Click the fourth action "Template Signature Request (Recipient Signature Only)".

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Confirm that the account information is registered and click [Next].

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(4) On the next screen, enter the "Secret Key" and "Customer ID" obtained by contacting GMO Sign.

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(5) For "Access Token", you can quote the output obtained from the third step "Generate Access Token". Click to add it.

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(6) For "Template ID", set the template ID using the "Template Management" feature of GMO Sign and enter the information.
Enter any information for "Template Name".

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(7) Scroll down and enter other relevant information.
After completing the input, press [Test] and if there are no issues, click [Save].

After that, a display will appear indicating that all settings are complete, so click "Turn on Trigger".

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This completes the flowbot setup.
In the future, by utilizing this flowbot, the operation of creating and sending contracts using the Notion database with GMO Sign will become smoother.

Template used this time▼

Other Automation Examples Using Notion

Here are some examples of automating business processes using Notion integrations.

① Create a Quotation in Google Docs Using Notion Database Information and Send an Email via Outlook

This flow involves creating a quotation in Google Docs using information from the Notion database and sending an email via Outlook.
It is recommended for those who use Notion, Google Docs, and Outlook regularly in their work and want to streamline the process of creating and sending quotations.
By automating the creation of quotations, you can reduce the workload and allow the entire team to focus on core tasks.

②Update Notion Information Once the Contract is Completed with GMO Sign

Recommended for those who want to share accurate information within the team.
By automating the process from contract completion with GMO Sign to updating information in Notion, it reduces the workload.
The flow is automatically triggered with each contract completion, allowing information to be shared without waiting for manual input of the latest data.

③ Issue Invoices with Money Forward Cloud Invoice from Notion Database

By using this template, you can automatically issue invoices with Money Forward Cloud Invoice using the registered content in Notion.
This allows for automatic invoice issuance, reducing the effort of manual input and improving operational efficiency.
It also prevents input and transcription errors, maintaining the accuracy of the data.

Summary

By integrating Notion with GMO Sign, the creation and sending of contracts can be streamlined, leading to improved productivity. The automatic reflection of information reduces input errors, which in turn helps cut down on work time costs. Additionally, by centralizing the contract flow and visualizing progress, quick responses become possible, likely enhancing the overall speed of operations. Furthermore, by making contract information easier to share, smooth collaboration across multiple departments can be achieved. Please use this article as a reference to help improve your company's operations.