How to integrate SmartHR with Chatwork to issue a certificate of employment using SmartHR information and notify via Chatwork
How to Integrate Applications
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2025/01/09
How to integrate SmartHR with Chatwork to issue a certificate of employment using SmartHR information and notify via Chatwork
k.ueno
For HR personnel at companies managing employee information with SmartHR, issuing certificates of employment and notifying them can be a time-consuming task. By utilizing Yoom to integrate SmartHR with Chatwork, you can automatically issue certificates of employment based on SmartHR's management data and automatically notify Chatwork of the completion. This shortens the time from document issuance to notification, leading to improved operational efficiency in the HR and labor departments. This article explains how to set up an automated flow to issue certificates of employment using SmartHR information and notify Chatwork, as well as the benefits of implementing it. By incorporating this into your operations, you can reduce human errors during document issuance and achieve smooth information sharing, so please take a look.
Recommended for
Companies that have implemented SmartHR and Chatwork
HR personnel who find certificate issuance and notification tasks burdensome
Managers who want to reduce certificate issuance errors due to human error
Information system personnel interested in automation
Administrators who want to prevent information sharing troubles when communicating between departments
Benefits and Examples of Integrating SmartHR and Chatwork
1. Reduction of Human Errors
Manual issuance of certificates of employment traditionally leads to frequent input errors and document mistakes. By adopting this automated flow, certificates of employment are issued based on SmartHR information, reducing the risk of human errors. For example, certificates of employment accurately reflecting SmartHR information are generated, eliminating issues like the dissemination of incorrect information. Additionally, quickly notifying Chatwork of issuance completion facilitates easy double-checking, enhancing the overall accuracy of the process.
2. Smoother Information Sharing
Integrating SmartHR and Chatwork allows for the swift sharing of certificate issuance completion notifications with all relevant parties. For instance, not only the HR department but also other related teams are automatically notified of the certificate issuance, preventing communication errors and oversight. This results in smoother inter-team collaboration and contributes to overall operational efficiency improvement.
3. Reducing the Workload of Personnel
Automating the process from certificate issuance to notification reduces the workload of HR personnel. For example, when a sales staff requests certificate issuance, the issuance is automatically triggered by operations on SmartHR and notified via Chatwork, reducing the response time for HR staff. HR staff may be able to allocate the time saved to other important tasks.
Now, let's create a flow bot using the template for "Issuing Certificates of Employment with SmartHR Information and Notifying Chatwork".
[About Yoom]
How to Issue Certificates of Employment with SmartHR Information and Notify Chatwork
This can be achieved by receiving selected data within SmartHR using SmartHR's API, utilizing Google Document's API to automatically create certificates of employment based on SmartHR employee information, and sending the issuance completion to Chatwork using Chatwork's API. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.
The work until the completion of the flow proceeds as follows.
Integration of SmartHR, Google Documents, and Chatwork My Apps
Copying the template
Setting up the SmartHR Chrome extension trigger and integration with Google Documents, followed by setting up each operation in Chatwork
Turning the trigger ON
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・Connect SmartHR, Google Docs, and Chatwork to My Apps
(1) First, connect SmartHR to My Apps. After logging into your Yoom account, click "My Apps" on the left and search for SmartHR from "New Connection".
(2) Click on the SmartHR (OAuth) app icon. (SmartHR and SmartHR (OAuth) will appear in the search results, but connect to SmartHR (OAuth).)
(3) Enter the "subdomain" of the SmartHR (OAuth) you want to connect and click [Add]. The first SmartHR (OAuth) connection is now complete. For more information on registering SmartHR to My Apps, please check this page.
(4) Next, search for and click on the Google Docs app icon.
(5) Click "Sign in with Google" to move to the account selection screen, and select the account you want to connect from the right management account. After selection, proceed to the sign-in screen and complete the authentication. This completes the second connection to Google Docs.
(6) Next, connect the Chatwork app. Select Chatwork in the same way as before.
(7) Proceed to the Chatwork login screen, enter the email address of your Chatwork account, and click [Continue]. On the next screen, enter your "password" and click [Login].
(8) Move to the screen to allow the connection, check the contents, and click [Allow].
After clicking, move to the My Apps screen of your Yoom account with the three apps added. Now, the three apps are connected to your Yoom account.
・Copy the Template
After confirming that the new connection of the target app to your Yoom account is complete, click the "Try this template" icon in the template below.
The template will be copied, so click the "OK" button.
Please move to the "My Projects" screen of your Yoom account and check the template content.
There are three setup flows.
・Setting the SmartHR Chrome Extension Trigger
(1) First, set up the SmartHR Chrome extension trigger.
From the My Projects on the left side of your Yoom account screen, click "【Copy】Issue a certificate of employment using SmartHR information and notify Chatwork".
After clicking, the template content will be displayed as shown in the screen below.
(2) Click "Launch from Employee Page" on the Chrome extension icon, which is the first action.
(3) The red part in the image above says "Install the Chrome extension from here". To use the Chrome extension trigger, please check this page. If you haven't installed the Chrome extension, please install it from here.
(4) After completing the Chrome extension setup, enter the account information to link with SmartHR (OAuth) and click [Next].
(5) In the next screen, set it up so that it can be launched from the employee page you are viewing in SmartHR. Enter the SmartHR URL to be tested in the "Sample URL of Launch Page". After entering, click [Test] and if there are no issues, click [Save].
In this step, it is possible to obtain the information stored in SmartHR as output. The output information can be referenced and utilized in subsequent steps, as noted by "This value can be used in other operations."
* The extension can also be installed from the top right of the template.
・Setting Google Docs
(1) Next, click the second action "Issue Document".
(2) Enter the account information to be linked and click [Next].
(3) In the "Template Document Linkage" section, click the input bar to expand the content obtained from the account as 'candidates', as shown in the screen below, and select the relevant information from these.
(4) Enter information in the "Issued Document" section and click [Next].
(5) To use "Issue Document", it is necessary to create a template document in advance in "Google Docs" or "Google Sheets". Create the template document according to this setup method. If you cannot execute the document issuance operation, please refer to this page to try solving the problem.
(6) Once the template document is created, click "Get Replacement Conditions". This time, configure the "String to Replace" as shown in the image below and set the relevant information in the "String After Replacement".
(7) The output obtained in the previous step can be referenced in the "String After Replacement". The image below shows an example where the output 【Last Name】 and 【First Name】 obtained in the previous step are referenced in the "String After Replacement" section.
(8) After obtaining the replacement conditions without any issues and configuring according to the operation, click [Test] and then click [Save].
・Setting Chatwork
(1) Finally, click the third action "Upload File".
(2) Enter the account information to be linked and click [Next].
(3) In the next screen, set the "Room ID". As shown in the screen below, obtain the content from the linked account, and the content will be expanded as 'candidates', so make use of the expanded information.
(4) The "Message Content" is set as the notification message. As shown in the screen below, you can utilize the output. (As an example, the output 【Department】 and 【Last Name】 obtained from the previous step are referenced in the message content.)
(5) In this flow, we want to send the issued document along with the notification message, so the "File Attachment Method" is set as follows. (You can set it according to your operation.)
(6) After entering the information, click [Test] and if there are no issues, click [Save]. This completes the setup.
・Turn ON the Trigger
By clicking the red frame part "Turn ON the Trigger" in the screen below, the flow bot will start automatically.
Here is the template used this time
Other Automation Examples Using SmartHR and Chatwork
There are other examples of automation using SmartHR and Chatwork on Yoom, so let me introduce a few.
Notify Chatwork When an Employee is Registered in SmartHR
You can quickly send a welcome message to new employees via Chatwork, which can enhance communication within the team. By notifying Chatwork, which you are familiar with using, the person in charge can quickly grasp the information of new employees without accessing SmartHR.
Send Employment Contract and Register in SmartHR After Entering New Employee Information in Form
This is a flow where an employment contract is automatically created and registered in SmartHR when new employee information is submitted from a specific form. By sharing the completion status of the procedure in Chatwork, the onboarding process can be expedited.
Notify Chatwork when an employee is removed from SmartHR
When an employee is removed from SmartHR, a notification is automatically sent to a Chatwork room, allowing not only HR personnel but also related departments and all team members to quickly understand the information about the departing employee. This eliminates the need for manual notifications and information sharing in the Chatwork room, thereby reducing the burden on HR personnel.
Summary
By incorporating the app integration of SmartHR and Chatwork introduced this time into your operations, you can automatically issue certificates of employment based on SmartHR's information, further streamlining daily HR tasks. Additionally, by notifying the status to your regularly used Chatwork, you can smoothly proceed with subsequent tasks. This reduces the workload on personnel, thereby reducing the risk of human error.
To enhance the operational efficiency of the entire organization, please utilize Yoom to experience automation through app integration.
The person who wrote this article
k.ueno
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