How to integrate SmartHR with Dropbox to create a folder for each employee in Dropbox when an employee is registered in SmartHR.

Dropbox is often used for document management, but if you've been manually creating folders for each employee, automating this process would be convenient, wouldn't it? This is where the integration of SmartHR and Dropbox comes in. This integration allows for more efficient and consistent management of employee folders. In this article, we will introduce a method to automatically create folders in Dropbox whenever a new employee is registered in SmartHR, using the no-code tool Yoom. This automation is expected to improve the efficiency of employee file management. Benefits of Integrating SmartHR and Dropbox Benefit 1: Standardize Work Processes and Avoid Errors With this automation, folders are created for each employee following the same procedure, eliminating variations in work procedures and folder structures, thus standardizing the work process. By eliminating common errors in folder names and classification mistakes that occur with manual folder creation, a consistent quality can be maintained. Especially for companies managing a large amount of employee information, having a unified folder structure makes it easier to access necessary documents, contributing to the smooth progress of operations. Additionally, even if a new person takes over, the automation allows for easy folder creation following the same procedures as before, reducing confusion and mistakes. Benefit 2: Streamline Onboarding Procedures As new employee-specific folders are automatically generated in Dropbox simultaneously with registration in SmartHR, documents necessary for onboarding can be prepared promptly. This allows HR personnel to reduce the time spent on manual folder creation and focus on other high-priority onboarding preparations. As a result, necessary documents and company materials are organized and provided from day one, enabling new employees to focus on their tasks early on. Furthermore, by consolidating necessary documents and procedures for onboarding in one place, verification tasks become simpler, preventing omissions and delays in procedures. It also reduces the waiting time for preparing necessary documents, potentially allowing new employees to start their work smoothly. How to Create a SmartHR and Dropbox Integration Flow So far, we have introduced the benefits of integrating SmartHR and Dropbox. Let's quickly proceed to integrate the apps using Yoom! Once the app registration is complete, we will create a flow bot for "Creating a folder for each employee in Dropbox when an employee is registered in SmartHR." [What is Yoom]

This time, follow the steps below.
Let's set it up together!

Link SmartHR and Dropbox with My Apps.
Copy the template "Create a folder for each employee in Dropbox when an employee is registered in SmartHR".
Trigger: Set "When an employee is registered" in SmartHR.
Set "Create a folder" in Dropbox.
Turn on the trigger to complete.

Step 1: My Apps Integration

‍Integrating My Apps first will make the subsequent settings proceed smoothly.
First, let's link the SmartHR and Yoom you are using.
Select My Apps → New Connection from the left side of the Yoom page.

Please search for SmartHR.
Enter the subdomain and proceed with the integration.
Next, link Dropbox.
You will see the following screen, so please log in with the necessary information.

Once SmartHR and Dropbox are displayed in My Apps, you're done.

Next, copy the template to My Projects and create a Flow Bot.
Please copy the Flow Bot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try This Template" on the page you navigated to
3. Register for Yoom
* If you have already registered, the login screen will be displayed, so please log in.

‍

Step 2: Set Triggers and Actions

‍This time, we will use this template.
Open the template page and click 'Try This Template'.
If you are using Yoom, please log in, and if you are new, please register as a member.
Once completed, the template is automatically copied to your workspace.
You can change the template name as needed.
Click My Projects on the left, and the template "Create a folder for each employee in Dropbox when an employee is registered in SmartHR" that you just copied will be displayed.
Click the ellipsis (...) on the right and select Edit.

First, let's set the app trigger.
Select "When an employee is registered".
Check if the linked account information is correct.
Proceed to the next step and register the subdomain.

Once entered, register a test employee in SmartHR.
This time, we registered an employee as follows.
Please set the employee number as it will be used later.

Return to the Yoom flowbot, test it, and proceed if successful.

Please click Test as it is.
If the test employee information from SmartHR is reflected in the output, save it.
Next, click "Create Folder".
Also, check if the account information linked earlier is correct and proceed to the next step.
Set the folder path.
The part "test Corporation" can be changed to any name you like, such as the department name of the company.
To identify the personal folder, select the employee number from the output this time.

After completing the settings, test it, and if successful, save it.
Check on the Dropbox side.

A folder for the test you just conducted has been created inside test Corporation!
Finally, turn on the app trigger.
Thank you for your hard work on the settings.

Even I, who am not familiar with programming, was able to set it up easily.

Here is the flowbot used this time ↓

Other Automation Examples Using Dropbox

In addition, Yoom offers templates that use Dropbox, so let me introduce a few!

1. A flow that creates a folder in Dropbox when a record is registered in kintone.

This flowbot is useful when you want to create a folder to store client documents.
kintone is highly versatile, so it can be used in various situations, such as creating folders for employees, not just limited to clients.

2.This is the flow where a notification is sent to LINE WORKS when an invoice file is stored in Dropbox.

It eliminates the hassle of manually saving and storing invoice files.
Not only that, but it also sends a notification to LINE WORKS, helping to prevent any oversight in checking invoices.

3.A flow to store files attached to emails in Dropbox.

This is convenient for companies that exchange invoices via email.
If you store files manually, they tend to get buried when you receive a large number of emails.
By using this flow, files are automatically stored in Dropbox, saving you the trouble of doing it manually.

You can check other flow bots here →Flow Bot Templates｜Yoom

Summary

This time, we introduced a flowbot that creates a folder for each employee in Dropbox when an employee is registered in SmartHR.
By integrating SmartHR and Dropbox, you can expect to achieve improved efficiency and quality in your operations.
This automation eliminates the need to manually create employee folders one by one, allowing you to use that time for other tasks, which in turn is expected to lead to smoother business operations.
Additionally, it prevents delays in storing necessary documents due to uncreated folders, creating an environment where new employees can focus on their work early on.
We encourage you to utilize the integration of SmartHR and Dropbox for automating routine tasks.

You can register for Yoom for free from here. →Get Started