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

Step 1: Register SmartHR and LINE WORKS as My Apps

Register SmartHR and LINE WORKS as My Apps to connect them to Yoom.
By registering them as My Apps in advance, the automation setup will proceed smoothly.

First, let's register SmartHR as a My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.
Find SmartHR (OAuth) from the app list or search for it using "Search by App Name".

When the following screen is displayed, set the "Subdomain".

Next, register Google Docs as a My App to set up document issuance in Google Docs.
Similarly, find Google Docs from the app list or search for it in the search bar.
When the following screen is displayed, log in to Google Docs.

Next, register LINE WORKS as a My App.
Search for LINE WORKS in the search bar or find it from the list.
When the following screen is displayed, configure the settings.
For detailed instructions on how to register as a My App, click here.

If SmartHR, Google Docs, and LINE WORKS are displayed as 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 want to make changes, do so from the screen below.
First, with the SmartHR web page open, set up to launch Yoom's Flowbot from the extension, so click "Launch from Employee Page".

Step 3: Setting the SmartHR Trigger as the Starting Point of the Flow and the Subsequent LINE WORKS Operation Settings

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

When the following screen is displayed, check the settings.

• "Title" → Can be changed as desired
• "Account Information to Link with SmartHR (OAuth)" → Check if it's the account you want to use
• "Action When Launching from Extension" → Launch from Employee Page
  

Please check the following settings.

Scroll and set the "Sample URL for Launch Page".
Once set, click "Test" → "Test Successful" → "Save".

Next, set up Google Docs by clicking "Issue Document".
When the following screen is displayed, check the settings.

• "Title" → Can be changed as desired
• "Account Information to Link with Google Docs" → Check if it's the account you want to use
  

Move to Google Docs and prepare a template document for the Certificate of Employment.
The following is an example, so please refer to here for setup.

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

Next, set up the "Issued Document".
Select the "Google Drive Folder ID for Storage" from the options.
The options will be displayed by clicking within the box.

Set the "Output File Name".
By utilizing the output from "Launch from Employee Page", the employee's name can be used in the file name.
This is an example, so feel free to set it as you like.
Click the arrow in the red frame to display the output.

When the setup method is displayed as follows, please confirm.

Here, set up the replacement of the Certificate of Employment for each employee.
The "String to be Replaced" will display the item names listed in the template document.
Set the corresponding items from the output of "Launch from Employee Page".

When other items are set in the same way, they will be displayed as follows.
Once set, click "Test" → "Test Successful" → "Save".

Next, set up to obtain the file upload URL in LINE WORKS by clicking "Obtain File Upload URL".

• "Title" → Can be changed as desired
• "Account Information to Link with LINE WORKS (API2.0)" → Check if it's the account you want to use
• "Action" → Obtain File Upload URL

Please check the following precautions.

When the following screen is displayed, set the "Bot ID" and "File Name".
The Bot ID can be obtained by creating a bot here or by adding a bot from the management screen.
Once set, click "Test" → "Test Successful" → "Save".

Next, set up to upload the file in LINE WORKS by clicking "Execute File Upload".
When the following screen is displayed, check the settings.

• "Title" → Can be changed as desired
• "Account Information to Link with LINE WORKS (API2.0)" → Check if it's the account you want to use
• "Action" → Execute File Upload
  

Please check the following precautions.

Scroll and set the "File Upload Destination URL".
Select from the output of "Obtain File Upload URL".

Next, set the "File Name" and "File Attachment Method".
Once set, click "Test" → "Test Successful" → "Save".

Next, set up to send a file to a specific user in LINE WORKS by clicking "Send File to Specific User".

• "Title" → Can be changed as desired
• "Account Information to Link with LINE WORKS (API2.0)" → Check if it's the account you want to use
• "Action" → Send File to Specific User

Please check the following precautions.

Scroll and set the "Bot ID".

Next, select the "User ID" from the options.

Next, set the "File ID".
Select from the output of "Execute File Upload".
Once set, click "Test" → "Test Successful" → "Save".

Step 4: Turn ON the Trigger Button and Check the Integration Operation between SmartHR and LINE WORKS

Finally, click "Turn ON Trigger" to complete the automation setup.
Check if the Flowbot starts correctly.

Here is the template used this time.

Other Examples of Automation Using SmartHR and LINE WORKS

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

1. A flow that automatically notifies LINE WORKS when an employee is registered in SmartHR.
Automatically notifying LINE WORKS of employee registration in SmartHR makes it easier to share the information needed for onboarding procedures.
Since you can quickly grasp new employee information on LINE WORKS, it reduces the need to switch between systems.

2. This is a flow that automatically notifies LINE WORKS when an employee is deleted in SmartHR.
‍Notifications can be sent not only for employee registration information but also when an employee is deleted.
This automation is especially recommended for those who want to smoothly handle resignation processes and account deletions.

3. This is a flow that automatically registers employees in SmartHR when a row is added in Google Sheets.
Employee information registered in Google Sheets can be automatically registered in SmartHR, eliminating the need for manual entry.
This is recommended for those who want to save the effort of registering employee information in each system.

Summary

Automating the process from issuing certificates of employment to sending files can contribute to improving the accuracy and speed of operations.
By obtaining employee information from the website with one click on SmartHR, issuing certificates of employment, and sending files to LINE WORKS, you can eliminate manual effort.
This prevents human errors and ensures accurate issuance processing.

The introduction of automation using Yoom is attractive not only for its efficiency but also for its ease of use by anyone.
Utilize this template to carry out the issuance of certificates of employment accurately and swiftly.