How to integrate SmartHR with Talknote to issue a certificate of employment based on SmartHR information and automatically notify Talknote

Step 1: Register SmartHR and Talknote as My Apps

Let's register SmartHR and Talknote as My Apps to connect them to Yoom.
Completing the My App registration first will make automation settings easier.

First, register SmartHR as a My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.
A list of apps will be displayed, so look for SmartHR (OAuth) or search for it using "Search by App Name".

The following screen will be displayed, so please set the "Subdomain".

Next, set up Google Docs to issue documents, so register Google Docs as a My App.
Similarly, search for Google Docs from the search bar or find it from the list.
When the following screen appears, log in to Google Docs.

Next, register Talknote as a My App.
Search for Talknote in the search bar or find it from the list.
The following screen will be displayed, so set the "Client ID" and "Client Secret".
Refer to this page for settings.

If SmartHR, Google Docs, and Talknote are displayed in My Apps, the registration is complete.

Step 2: Copy the Template

To set up automation, click "Try it" on the banner below.

Read the following screen display and click "OK".

When the following screen is displayed, check the "Title" and "Description".
If you need to make changes, click the relevant section to modify it.
First, with the SmartHR webpage open, click "Launch from Employee Page" to set up the Yoom Flowbot from the extension.

Step 3: Set up the SmartHR trigger as the starting point of the flow and the subsequent Slack operation settings

The following screen will be displayed, so check the settings.
For detailed instructions on setting up the Chrome extension, check here.
If you haven't installed the Chrome extension yet, please install it from here.

When the following screen is displayed, check the settings.

• "Title" → Editable
• "Account information linked with SmartHR (OAuth)" → Verify there are no discrepancies in the account
• "Action when launched from the extension" → Launch from Employee Page
  

Let's check the following settings.

Next, configure the "Sample URL for Launch Page".
After setting, click "Test" → "Test Successful" → "Save".

Next, to configure Google Docs, click "Issue Document".
When the following screen is displayed, check the settings.

• "Title" → Editable
• "Account information linked with Google Docs" → Verify there are no discrepancies in the account

Move to Google Docs and prepare a template document for the certificate of employment.
Refer to here for setup instructions.
The following is an example, so set it as you like.

Return to the Yoom screen and set up "Template Document Integration".

Scroll and set up the "Issued Document".
Select the "Google Drive Folder ID" from the suggestions.
Clicking within the box will display the suggestions.

Set the "Output File Name".
By utilizing the output from "Launch from Employee Page", the employee's name can be used as the file name.
The following is an example, so set it as you like.
The output can be displayed by clicking the arrow within the red frame.

Let's check the following settings.

Here, set up the replacement of the certificate of employment for each employee.
The item names listed in the template document will appear as "Replacement Target Strings".
Set the relevant items from the output of "Launch from Employee Page".

Similarly, when other items are set, they will be displayed as follows.
After setting, click "Test" → "Test Successful" → "Save".

Next, to configure Talknote, click "Post Message to Thread".
When the following screen is displayed, check the settings.

• "Title" → Editable
• "Account information linked with Talknote" → Verify there are no discrepancies in the account
• "Action" → Post Message to Thread
  

The following screen will be displayed, so select "Thread ID" from the suggestions.

Scroll and set the "Message Content".
Utilize the output from "Launch from Employee Page" and "Issue Document" for the settings.
The following is an example, so feel free to set it as you like.
After setting, click "Test" → "Test Successful" → "Save".

Step 4: Turn ON the Trigger Button and Verify the Integration between SmartHR and Talknote

Finally, click "Turn ON Trigger" to complete the automation setup.
Verify that the Flowbot is functioning correctly.

Here is the template used this time.

Other Examples of Automation Using SmartHR

There are many other examples of automation using SmartHR in Yoom, so here are a few introductions.

‍1. This is a flow where an email is automatically sent to Gmail when an employee is registered in SmartHR.
Since employee information registered in SmartHR can be shared via Gmail, it will likely facilitate subsequent tasks.
Being able to grasp employee information on Gmail reduces the need to switch between applications.

2. This is a flow that automatically notifies Microsoft Teams when an employee is deleted in SmartHR.
It can automatically notify not only when an employee is registered but also when they are deleted.
It is recommended for those who want to quickly grasp employee resignation information within the team.

3. This is a flow to automatically register employees in SmartHR when a record is registered in kintone.
Based on the employee information registered in kintone, it can be registered in SmartHR, eliminating the need for manual data entry.
This eliminates the need for manual registration and prevents human error.

Summary

Accurately issuing and notifying employment certificates is extremely important.
By integrating SmartHR and Talknote and automating the process, manual work becomes unnecessary, which can prevent errors in issuing and notifying employment certificates.
Additionally, centralizing the process can eliminate discrepancies in operations across different locations.
This allows both employees and managers to proceed with their work with peace of mind.
Please utilize the template introduced here to accurately issue employment certificates.