Automatically reflect employee information submitted in Jobcan Workflow to SmartHR to reduce the burden on the HR department!

What are the benefits of integrating Yoom with Jobcan Expense Management & Workflow, a cloud workflow system that handles all types of internal applications such as approval requests and stamp applications, and SmartHR, a cloud-based labor management system specialized in streamlining HR and labor operations?
This time, we will introduce the benefits and automation examples of integrating Jobcan Expense Management & Workflow with SmartHR! Furthermore, we will explain in detail how to set up the integration flow and its advanced applications!

Benefits and Automation Examples of Integrating Jobcan Expense Management & Workflow with SmartHR

Benefit 1: Reducing the Burden on the HR Department!

Once an application is approved in Jobcan Expense Management & Workflow, you can automatically register new users in SmartHR by obtaining the applicant's employee information!
Since the approved information is immediately reflected in SmartHR, the HR department's burden is reduced without spending time on employee registration tasks!
For example, it is possible to instantly register the necessary information for a new employee joining the company in SmartHR!

Benefit 2: Consolidate Data to Strengthen Collaboration with Other Departments!

By integrating Jobcan Expense Management & Workflow with SmartHR, you can unify expense application data and employee information!
This allows you to consolidate information that was previously scattered across multiple systems, making it easier to update and verify information.
For example, since information related to expense applications is automatically reflected in the employee's profile, it becomes easier to collaborate with other departments!

Benefit 3: Smooth Tracking and Auditing of Information!

By automating the integration of Jobcan Expense Management & Workflow with SmartHR, the application process and data management are unified, allowing for strict management of expense application data and employee information.
For example, since application data in Jobcan Expense Management & Workflow is automatically transferred to SmartHR, all records are consistently stored, making it easy to track and audit information.

How to Create an Integration Flow between Jobcan Expense Management & Workflow and SmartHR

We have introduced the benefits of integrating Jobcan Expense Management & Workflow with SmartHR!
Next, we will immediately introduce how to integrate Jobcan Expense Management & Workflow with SmartHR using a template.
This time, we will use the template "Register a new user in SmartHR when an application is approved in Jobcan Workflow."
The template is as follows.

Before You Start

If you do not 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.

Step 1: Register and Link Jobcan Expense Management/Workflow and SmartHR to My Apps!

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

(2) From the list of new connections in My Apps, click on Jobcan Expense Management/Workflow.
(3) A new registration screen for Jobcan Expense Management/Workflow will appear. Enter the account name and access token, then click "Add".
※ For the method to register Jobcan Expense Management/Workflow to My Apps, please refer to here.

(4) Next, link SmartHR. Click on SmartHR from the list of new connections in Yoom, just like in (1).
(5) Similarly to (3), enter the account name and access token, then click "Add".
※ For the method to register SmartHR to My Apps, please refer to here.

Now you have registered Jobcan Expense Management/Workflow and SmartHR to My Apps.
Next, let's set up triggers using templates!

Step 2: Let's set up the trigger!

We will use the template introduced earlier.
(1) Click on "When a job application is approved in Jobcan" in the app trigger.

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

Step 3: Let's set up the action!

(1) Next, click on "Get details of the job application".
(2) If there are no errors in the account information linked with Jobcan Expense Management & Workflow, click "Next".
(3) The API connection settings screen will appear. Enter the application ID and click "Test". If there are no errors, click "Save" at the bottom.
(4) Next, click on "Register employee in SmartHR".
(5) If there are no errors in the account information linked with SmartHR, click "Next".
(6) Enter each item in the API connection settings and click "Test". If there are no errors, click "Save" at the bottom.

(7) Finally, turn on the email trigger. You're done!

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[Advanced Edition] Integration Flow between Jobcan Expense Management/Workflow and SmartHR

How was it? In addition to the flow introduced this time, it is possible to further improve work efficiency by integrating Jobcan Expense Management/Workflow and SmartHR with different applications!
In the advanced edition, we will introduce two templates!

This is a flow that automatically issues an account for the relevant employee in Google Workspace when a new employee is registered in SmartHR! By using this template, you can automatically issue accounts without accessing Google Workspace. Furthermore, you can freely customize the account name and password settings. By adding operations after issuing the account, you can even send the created account information to the employee via email!

This is a flow for notifying on Slack when an application is sent back in Jobcan Expense Management and Workflow. By using this template, you won't need to contact the applicant when an application needs to be returned! It will automatically notify the other party on Slack.

‍This template is highly recommended for HR personnel and those responsible for managing approval processes!

Summary

How was it? By integrating Jobcan Expense Management and Workflow with SmartHR, you can handle new employees with a smile without being overwhelmed by registration tasks, even when many new employees join! Please make use of the template introduced this time during onboarding and other occasions!
Yoom is a next-generation RPA that automates various administrative tasks. Hyper-automation, which combines the functions of SaaS, OCR, generative AI, and RPA, can automate daily administrative tasks with no code! It may seem difficult, but it's surprisingly easy! You can register for free from the link below!
Free Registration for Yoom‍

Additionally, using Yoom's templates makes automation even easier! There might be templates for the apps you always use?! Be sure to check them out!
Template List‍