How to integrate SmartHR with Confluence to automatically invite employees to Confluence when they are registered in SmartHR

y.matsumoto

In the business field, streamlining human resource management and information sharing is a crucial factor in supporting organizational growth. By smoothing the processes from onboarding new employees to daily operations, productivity and teamwork can be enhanced. This article introduces a method to automatically invite employees to Confluence once they are registered in SmartHR by integrating SmartHR with Confluence. Utilizing this method can potentially streamline onboarding and information management processes, thereby strengthening team collaboration. We will explain the benefits of this integration in detail and provide specific methods to easily integrate apps without coding. Please read to the end. Recommended for: - Those who have implemented SmartHR and Confluence and aim to streamline integrated operations - HR personnel who want to streamline onboarding tasks and reduce workload - HR personnel who want to reduce manual invitation tasks and streamline back-office operations - Project managers who want to enhance work sharing and collaboration among team members Benefits and Examples of Integrating SmartHR and Confluence Benefit 1: Streamlining Onboarding Tasks By integrating SmartHR with Confluence, you can automatically invite employees to Confluence once they are registered in SmartHR, thereby streamlining onboarding procedures. This automation allows employees to access necessary information from their first day, potentially reducing the time until they start working. For example, if employment rules and workflows are posted on Confluence, new employees can smoothly confirm them, possibly saving the person in charge the trouble of explaining individually. Benefit 2: Reducing HR Personnel's Workload Many back-office personnel in companies using Confluence may manually invite new employees to Confluence for each new member. This task is particularly burdensome and increases workload when there are many employees and frequent new hires. However, by integrating SmartHR with Confluence, it is possible to automate user invitations based on SmartHR information, potentially reducing manual invitation tasks and streamlining back-office operations. This automation may lighten HR personnel's workload, allowing them to focus more on other important tasks, which could lead to increased productivity. Benefit 3: Enhancing Team Collaboration Integrating SmartHR with Confluence can potentially promote team collaboration. By establishing a system where new employees can quickly access Confluence project pages once registered in SmartHR, they can swiftly check task progress and notes, possibly deepening their understanding of the work. This automation can foster proactive communication among members, potentially leading to increased productivity. From here, we will explain how to use the no-code tool Yoom to "invite employees to Confluence once they are registered in SmartHR." [About Yoom] How to Automatically Invite Content Added to SmartHR to Confluence It is possible to achieve this by receiving the registration of employees in SmartHR using SmartHR's API and inviting them to the Confluence site using Confluence's API. Generally, programming knowledge is required to achieve this, but it can be easily realized without programming knowledge by using the no-code tool Yoom. 〈Set the flow with the following process〉 - Register SmartHR and Confluence as My Apps - Copy the template - Set the trigger in SmartHR and the operation in Confluence - Turn on the trigger button and start the flow Start creating the flow by registering for free with Yoom from here! (If you are already registered, please log in.)

Step 1: SmartHR and Confluence My App Integration

1. How to Register SmartHR

Click "My Apps" in the left column and select "New Connection" to search for SmartHR.

Enter the SmartHR subdomain on the new registration screen and click "Add".

2. How to Register Confluence
Next, click "New Connection" and search for Confluence.

Now, the integration of SmartHR and Confluence My App is complete!
Let's click "Try it" on the banner below and start editing the flow.

Step 2: Setting the Trigger to Activate When an Employee is Registered in SmartHR

First, let's set the item "When an employee is registered".

This page is already set up.
Check each item on the screen to ensure the settings are correct, and if there are no issues, proceed to the next page.

Please enter the subdomain, referring to the annotation outside the frame.
Click "Test", and if successful, click "Next".

Please register a sample employee in SmartHR for testing purposes.

When you perform the test, the employee information you registered earlier will be retrieved as output.
Once you have confirmed that there are no errors in the information, click "Save".

Step 3: Invite User Information to the Confluence Site

Next, let's set the item "Invite user to the site".

This page is already set up.
Check each item on the screen to ensure the settings are correct, and if there are no issues, proceed to the next page.

Please enter the Cloud ID, referring to the annotation outside the frame.
The email address is set as above. (This item cannot be changed.)

By setting it as above, when an employee is registered in SmartHR, you can obtain the "email address" and automatically invite them to Confluence.

If the test is successful, please click "Save".

Step 4: Turn ON the Trigger

All flow settings are complete!
The above screen will be displayed, so click "Turn ON Trigger" to activate the flow.
This completes the flow of "Inviting to Confluence when an employee is registered in SmartHR".

Introduction to Other Automation Examples Using Confluence

1. This flow automatically creates a page in Confluence when a row is added in Google Sheets.
By utilizing this flow, you can reduce work time as manual transcription becomes unnecessary due to automatic synchronization. Additionally, it helps prevent input errors, omissions, and mistakes in the target space.

2. This is a flow that automatically adds a footer comment to a Confluence page when a row is added in Google Sheets.
By utilizing this flow, you can eliminate the need to manually enter comments in Confluence, potentially reducing work time and preventing transcription errors.

3. This is a flow to automatically invite employees to Confluence when they are registered in Notion.
By utilizing this flow, you can streamline regularly occurring tasks and prevent invitation errors due to manual input, leading to quick and accurate information sharing.

Summary

In this article, we introduced a method to integrate SmartHR with Confluence, allowing for automatic invitations to Confluence when an employee is registered in SmartHR.
By utilizing this flow, you can streamline the onboarding process and reduce the burden on the HR department.
Additionally, by enhancing team collaboration, you may expect an improvement in work productivity.
With Yoom's Flowbot, you can integrate apps with just editing tasks, making automation easily achievable even for those without programming knowledge.
There are many convenient Flowbots that can be easily created even with the free plan, so please make use of them.

The person who wrote this article

y.matsumoto

Until now, I have experienced sales and sales office work in the human resources industry. Based on my experience in my previous job, I feel that the problems faced by various companies can be reduced by “automating operations.” Through Yoom, we will continue to send out information on a daily basis so that we can solve your problems even a little bit!