How to integrate Notion with Rakuraku Sales and register a record in Rakuraku Sales when the status is updated in Notion

Have you ever been troubled by managing information using multiple apps simultaneously?
For example, "It takes a lot of time and effort to input information" or "Input errors and omissions occur frequently."
Especially when there is a lot of information to manage, the burden of inputting increases, and mistakes are more likely to occur.
To solve such issues, I created a flow where [a record is registered in Raku-Raku Sales when the status is updated in Notion]!
It's recommended for those who use Notion and Raku-Raku Sales!
If you are thinking about streamlining information management, please refer to this article and try automatic integration with Yoom!

[What is Yoom]

Who We Recommend This Blog To

Data managers using Notion as a core database
Sales representatives managing customer information with Raku-Raku Sales
Those who find it cumbersome to transfer data from Notion to Raku-Raku Sales
Those troubled by frequent input errors during data transfer
Those who want to streamline information management and improve productivity
Those who want to utilize accumulated data within the company more effectively

What Issues Can Be Solved by Integrating Notion and Raku-Raku Sales?

1. Reduction of Human Errors

When there are many manual tasks, input errors and update omissions are likely to occur.
For example, "Entered the wrong customer name when transferring information from Notion to Raku-Raku Sales" or "Forgot to transfer information that was supposed to be transferred later."
By using this automatic integration, the information registered in Notion is automatically reflected in Raku-Raku Sales, eliminating the need for manual data transfer and reducing human errors and wasted time.
This can improve the accuracy of operations and maintain data consistency.

2. Misalignment of Understanding Between Teams

When different tools are used by each team, there may be a time lag in information sharing.
For example, "Team A checks information in Notion, but Team B checks it in Raku-Raku Sales," and if data transfer from Notion to Raku-Raku Sales is delayed, it becomes difficult for Team B to grasp the latest information.
Delayed information sharing poses a risk of misalignment between teams, so you want to share it quickly.
By using the integration introduced in this article, information is automatically reflected in Raku-Raku Sales every time the status is changed in Notion, which may help solve the above issues.

3. Delays in Customer Response

If there is a delay in grasping information, subsequent customer responses may also be delayed.
Quick responses lead to improved customer experience, so you want to minimize response delays.
By introducing the automatic integration introduced this time, the sales and support teams can check the latest information just by accessing Raku-Raku Sales.
This enables quick and accurate customer responses, which can be expected to improve customer satisfaction.
As a result, it may contribute to an increase in repeat rates and sales.

Integration Flow of Notion and Raku-Raku Sales

※Important Notes
・Raku-Raku Sales is an app available only on some paid plans. Depending on the plan, the operation of the flow bot or data connect you set may result in an error, so please be careful.
・A 2-week free trial is available for paid plans. During the free trial, you can use apps that are subject to restrictions.

Now, let me introduce how to actually integrate Notion and Raku-Raku Sales.
The integration steps are as follows:

Set the app trigger
Retrieve records (ID search)
Command operation
Register records

Yoom provides the above 4 steps as a template.
You can create a flow bot more easily than creating it from scratch, so first, click the "Try it" button on the banner below to copy the template!
Once the copy is complete, you can operate it from "My Projects" in the sidebar.

Integration of Notion and Rakuraku Sales with My App

Once you copy the template, register Notion and Rakuraku Sales in Yoom's My App as a preliminary step.
※ If you have already registered, please proceed to "Step 1. Setting the App Trigger".

<Procedure>

1. After logging into Yoom, click "My App" → "+ New Connection" in order

2. Search for the app name and enter the required information

If Notion and Rakuraku Sales are displayed in the My App list, the preparation is complete!
Let's proceed to the detailed settings right away!

Step 1. Setting the App Trigger

First, click on the app trigger "When a page in a specific database is created or updated".

On the first page, the pre-linked Notion account information will be displayed, so please check it and click "Next" if there are no issues.

On the next page, specify the "Database ID" to set up the API connection.
※ Please note that the "Trigger Activation Interval" varies depending on your plan. For details, please seehere.

If there are no issues up to this point, click "Save" to complete the trigger setup.

Step 2. Retrieve Records (ID Search)

Next, click "Retrieve Records (ID Search)".

At the beginning of the first page, account information will be displayed as in Step 1.
Below that, there is a field to specify the "Database ID", so enter it and click "Next".

On the second page, set the conditions for the records you want to retrieve.
Use the information output from Notion to specify.
Click "Test" and if there are no issues, select "Save".

Step 3. Command Operation (Branch Setting)

Click on the next step "Command Operation".

In this step, specify the branching conditions.
By setting it as shown in the image below, you will proceed to "Step 4. Register Record" only if the value of the Notion status field is equal to "Completed".
By customizing the branching conditions here, you can achieve flexible data management tailored to your use case. For specific use cases, refer to "Specific Use Cases Using This Flow" in this article.

Step 4. Register Record

Next, click "Register Record".

On the first page, account information will be displayed, so if there are no issues, click "Next".

On the second page, set up the registration for the record. "Domain", "Account Name", "DB Schema ID", and "Registration Data" are required fields, so be sure to enter them.
Use the information output from Notion to input the values for the registration data.

Click "Test" and if no errors occur, click "Save".
If a popup like the one below appears, all settings are complete.

Specific Use Cases Using This Flow

1. Streamlining Sales Management by Updating Contract Status

By using this flow, you can automatically register a new contract record in Rakuraku Sales when the contract status in Notion is updated to "Contracted".
This eliminates the need to manually input information into Rakuraku Sales and helps prevent errors in reflecting contract details.
Sales representatives can start sales management immediately after the contract is completed, leading to improved work efficiency.

2. Quickly Grasp Project Progress

If you manage project progress in Notion, you can register project records in Rakuraku Sales simultaneously when the status changes to "In Progress".
All team members involved in the project can check the latest progress, facilitating smooth collaboration within the team.
This may lead to overall project efficiency.

3. Automatic Registration and Update of Customer Data

When a customer's status is set to "New Customer" in Notion, you can automatically register customer information in Rakuraku Sales.
Additionally, you can set it to update Rakuraku Sales information when an existing customer's status is changed to "Priority Customer".
This centralizes customer information and makes it easier to access the latest information.

Other Automation Examples Using Notion and Rakuraku Sales

Yoom offers many automation examples using Notion and Rakuraku Sales.
It is possible to integrate with various apps, so please refer to the following representative examples.

1. Register Business Card Information Registered in Sansan to Notion

For those using Sansan as a business card management tool, this integration is recommended.
You can automate the registration of business card information.

2. Extract tasks due today from the Notion database daily and send a batch notification to Slack

For those who manage tasks with Notion, integration with Slack is recommended.
By sending automatic notifications to Slack in conjunction with a specified schedule, you can prevent any oversights.

3. Register a record in Rakuraku Sales once the workflow is approved in Garoon

For those using Garoon for workflow approvals, please refer to the following template.
This helps reduce the task of information registration and contributes to shortening work time.

Summary

How was it?
The above was the procedure for integrating Notion with Rakuraku Sales!
If you have been manually transferring information, utilizing this integration could help reduce your working time.
Additionally, it will likely minimize the risk of human errors such as missed updates.
By preventing situations like "Notion has the latest data, but Rakuraku Sales still has old information," it contributes to maintaining consistency in information.

If you want to try automatic integration with Yoom, please register for free from here!