How to Integrate SPIRAL with Chatwork to Share New Registration Information via Automatic Notifications

Have you ever thought, "It would be great if we could automatically notify when new customer information is registered"? Sharing information manually is time-consuming and prone to errors. The solution to these challenges is the integration of SPIRAL and Chatwork. SPIRAL is a convenient data management tool that allows you to easily build forms and workflows, and is chosen by many companies. By combining SPIRAL with Chatwork, you can share new registration information in a timely manner and achieve smooth communication. In this article, we will explain in detail how to achieve this integration without programming and provide insights into its mechanism and usage. Please read to the end. Recommended for: This flowbot is perfect for the following people: - Those who manage new registration data with SPIRAL but find information sharing cumbersome - Those who use Chatwork for internal communication but want to reduce manual transcription and notification tasks - Those who want to try app integration but are worried about their programming knowledge - Managers or leaders aiming to speed up information sharing between teams - Those who want to reduce workload by utilizing automation tools Benefits and specific use cases of notifying Chatwork when a record is registered in SPIRAL: This tool fits various industries, but this time we focused on the benefits of automatically notifying front staff, sales/membership promotion staff, and managers when new gym memberships are registered in SPIRAL. We will introduce the appeal of this flowbot from the perspective of each position. 1. A system where automatic notifications smoothly prepare for customer service: Member information registered in SPIRAL is automatically notified to Chatwork, eliminating the hassle of input and communication, allowing you to focus on customer service and support. When a new member is registered, information such as name and membership date is regularly notified to Chatwork. This allows front staff to efficiently adjust schedules and prepare for the next customer interaction. Furthermore, smooth information sharing among staff reduces the risk of misunderstandings and communication errors, leading to more reliable responses. 2. Secure operation with error-free information sharing: Since the information registered in SPIRAL is notified to Chatwork as is, there is no worry about errors due to manual input, providing peace of mind. This maintains data accuracy. For example, automatic notification of member names and membership dates reduces discrepancies in information among staff. As a result, it becomes easier to promptly transition to preparatory tasks associated with registration (e.g., preparing documents or granting system access rights). Additionally, reducing manual work can cut down on time spent on verification tasks, leading to a more organized management system. 3. Customizable notification content for efficiency: Notification content can be freely customized for each department, allowing precise sharing of necessary information for each task. This system reduces unnecessary information exchange and supports efficient business execution. When a new member is registered in SPIRAL, data such as name, membership date, and desired class is notified to Chatwork in the format required by each department. For example, the front staff room receives notifications of member names and membership dates, which helps in reception preparation. Meanwhile, the sales department room receives notifications about the classes members are interested in and the status of benefit usage, making follow-ups more effective. By delivering necessary information to the necessary places, it contributes to improving the productivity of the entire team. From here, we will explain how to set up the automation of "notifying Chatwork when a record is registered in SPIRAL" using Yoom's flowbot template.

[About Yoom]

Integration Process

Register My App to Yoom (SPIRAL and Chatwork)
Copy the Template
Set App Trigger and Integrate Apps
Turn on the Trigger Button and Start Integration

※Notice

You can choose the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. The shortest activation interval you can choose varies depending on the plan, so please check in advance.

A 2-week free trial is available for paid plans. During the trial period, you can also use apps with usage restrictions on the free plan and AI features (operations).

How to Create an Integration Flow for SPIRAL and Chatwork

Things to Prepare in Advance

We have summarized the items necessary for integration.

SPIRAL

SPIRAL account information (operation from the management screen is required)
Access Token
- Log in to SPIRAL and access the management screen.
- Proceed to "Account Issuance" > "API Agent" and create a new API agent.
- When you create an API agent, an API key (access token) will be issued.
- After issuance, enable the status to make it usable.
  Official site: API Agent Management

App
- Refers to applications within SPIRAL.
Database to Add Records
- Refers to the database within SPIRAL, which is the storage location for data managed within the application.

Chatwork

Chatwork account information (email address, password)
Room ID to send Chatwork notifications

＞Help: How to Check Chatwork Room ID

Step 1: Register My App

Here, you will set up to register the app information to be integrated into Yoom. Log in to Yoom's workspace and click + New Connection on the My Apps screen.

A list of apps that can be connected to Yoom and a search window will be displayed. Search for the app to be integrated this time from the search window, and then proceed to register My App.

SPIRAL

Click the app name from the search results. A screen to enter the values obtained in SPIRAL will be displayed.

Account Name
- Please enter any value. A value that can identify the account, such as an email address, is recommended.
Access Token
- Enter the value obtained during the preparation. Official site: API Agent Management

Enter the required items and click the add button to complete the registration of SPIRAL's My App.

Chatwork

Select Chatwork from the search results. The login screen will be displayed.

Enter the email address and password of the account to be integrated and allow access from Yoom.

This completes the registration of Chatwork's My App.

Step 2: Copy Yoom's Flow Bot Template to My Project

Click this banner.

The template will be copied to My Project. You can access My Project from the left menu bar.

Step 3: App Trigger "When a Record is Created"

Click on the first step of the template.

Here, you will set up to retrieve information from the SPIRAL database.

(1/2) Select Integration Account and Action

This item is already pre-configured.

App Trigger Title
App
Account Information for Integration with SPIRAL
Trigger Action

→ Click Next.

(2/2) API Detailed Settings for App Trigger

Trigger Activation Interval
- Set the activation interval for the Flowbot. You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
App ID
- Click the edit field to display app candidates. Selecting the relevant app will quote the ID.
Database ID
- Click the edit field to display database candidates. Selecting the relevant database will quote the ID.

→ Click Test. → After success, add the value of the SPIRAL database item. Click the "+ Add Value to Retrieve" button.

Clicking will display the JSONPath specification screen. Here, you will add the values obtained from SPIRAL as output.

SPIRAL items will be displayed. Click the blue plus button next to the item you want to use for notifications to add it as an output. It will be available for use when setting up the notification content later.
The added items will be displayed on the right. After selection, click "Add" at the bottom right.

→ Click Save.

Step 4: "Send Message" to Integrate with App

Click on the second step of the template.

Here, you will set up notifications to Chatwork.

(1/2) Select Integration Account and Action

This is already pre-configured.

App Trigger Title
App
Account Information for Integration with Chatwork
Trigger Action

→ Click Next.

(2/2) API Connection Settings

Room ID
- Click the edit field to display room candidates. Selecting the room for notification will quote the ID. Alternatively, you can obtain the ID by checking the room settings in Chatwork.
  Help: How to Check Chatwork Room ID

Message Content

Create a template for the notification.

Click the edit field to display the outputs added in the previous step. Selecting them allows you to embed the reference code within the template. It is recommended to enter the item name before the reference code so that team members can easily recognize it when displayed.

→ Click Test. → Success

→ Click Save. This concludes the current step.

Step 5: Turn ON the App Trigger

Once all steps are configured, a completion screen will be displayed.

Turn ON the Trigger to activate the Flowbot. You can toggle it with the switch at the top left of the template.

<span class="mark-yellow">The Flowbot setup was easily completed without programming.</span> The notification was confirmed on Chatwork.

The Flowbot template used this time is here.

Make More Use of It! 3 Automation Examples Using SPIRAL

SPIRAL can integrate not only with Chatwork but also with other apps, further expanding the scope of automation.

1. Automatically Create Dropbox Folders with SPIRAL Registration

When a client is registered in SPIRAL, a folder is automatically created in Dropbox. This efficient flow reduces manual work and prevents errors.

2. Automatically Reflect SPIRAL Registration Information in Google Calendar

Automatically register the information from SPIRAL into Google Calendar events. This eliminates the need for manual input, potentially improving work efficiency and the accuracy of information sharing.

3. Automatically Add Webflow Form Submission Information to SPIRAL

Automatically add Webflow form submission data to SPIRAL. This will reduce working time and streamline customer support.

Summary

By integrating SPIRAL and Chatwork with a flow bot, data sharing becomes more efficient, facilitating smoother business operations. This automation features a simple mechanism that requires no programming, making it easy to set up even for first-time integrations. The ability to implement it in a short time without specialized skills is also an attractive point. Please check the details of the flow bot from the banner below and try out this convenient feature!

See you again!