How to integrate SPIRAL with Google Chat to automatically notify by quoting newly added information

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

"I wish there was a system that would automatically notify Google Chat when new data is registered in SPIRAL." 
"If I could share important data immediately, I could take the next action more smoothly." 
"It would be reassuring to have a system that prevents manual transcription and notification omissions." 
Have you ever thought like this?We want to avoid spending time on information sharing tasks, but we become cautious because mistakes can have wider impacts. The solution to these concerns is our no-code "SPIRAL × Google Chat" integration flow bot.
By using this system, you can efficiently share information with your team after setting it up. In this article, we will clearly explain the benefits and specific setup methods of this integration, so please read to the end.

Recommended for

This flow bot is perfect for the following people.

Those who want to reduce the hassle of information sharing because they manually transcribe SPIRAL data
Those who want to prevent input errors and notification omissions and share information accurately
Those who want to reduce the hassle of regularly checking SPIRAL and grasp necessary information in a timely manner
Those who use SPIRAL and Google Chat

Benefits and 3 Specific Use Cases of Notifying Google Chat When a Record is Registered in SPIRAL

In the e-commerce industry, it is required to smoothly proceed with various tasks such as product management, customer support, and delivery arrangements. This time, based on the challenges often faced by e-commerce operation teams, sales departments, and delivery teams, we will introduce the specific effects obtained by integrating SPIRAL and Google Chat.

1. Smoother Information Sharing by Reducing Manual Work

By introducing a system where SPIRAL data is automatically notified to Google Chat, there is no need to manually transcribe and share new order information. This reduces the hassle of work and minimizes the risk of input errors and notification omissions.
For e-commerce operation teams that want to accurately convey product data and campaign information to the entire team, this will be a great help. For example, if new order information can be notified in real-time on Google Chat every time it is registered, the operation team will no longer need to regularly check SPIRAL, making it easier to grasp the necessary situation. This allows for smoother progress in the next steps, such as inventory checks and delivery preparations.

2. Flexible Customization to Accommodate a Wide Range of Tasks

In this automation, the notification content can be customized. By incorporating the citation code for each item obtained in SPIRAL into a template, notifications can be set to focus on the information needed by each department. This allows for accurate sharing of information tailored to the needs of each department.
In the sales department, receiving new order data in real-time on Google Chat allows for smooth handling of inquiries and adjustment of sales plans. For example, if a large order or an order meeting specific conditions is registered, it becomes easier to consider appropriate actions triggered by it.
This flexibility will help smooth the overall flow of work.

3. Preventing Task Delays with Prompt Notifications

When new information is registered in SPIRAL, automating notifications to Google Chat eliminates the need for manual transcription. This prevents human errors such as input mistakes and notification omissions that often occur during sharing. Accurate information is shared quickly, allowing for immediate transition to the next action.
In the delivery team, receiving order confirmation information in a timely manner allows for accurate reflection in the shipping schedule. This reduces the risk of delivery delays while avoiding manual errors, ultimately leading to improved customer satisfaction.

From here, we will explain the automation setup method for "Notifying Google Chat when a record is registered in SPIRAL" using Yoom's flow bot template.

[About Yoom]

Integration Process

Register My App to Yoom (SPIRAL and Google Chat)
Copy the template
Set up app triggers and integrate apps
Turn on the trigger button to start integration

※Notice

Trigger activation intervals can be selected from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. The shortest activation interval varies depending on the plan, so please check in advance.

Paid plans include a 2-week free trial. During the trial period, you can also use apps and AI functions (operations) that have usage restrictions in the free plan.
Integration with Google Chat is only possible with Google Workspace.

Help: How to send a message to a space in Google Chat

How to Create an Integration Flow between SPIRAL and Google Chat

Items to Prepare in Advance

The items necessary for integration are summarized below.

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.

Google Chat

Since integration with Google Chat and Yoom can only be performed by those with administrator privileges on Google Cloud Platform, please request the administrator to integrate Yoom and Google Chat.

＞Help: How to Register My App for Google Chat (OAuth)

Step 1: Register My App

Here, you will configure the settings 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 from the search window, and then register My App.

SPIRAL

Click on the app name from the search results. A screen to enter the values obtained from 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 preparation. Official site: API Agent Management

Enter the required fields and click the add button to complete the registration of My App for SPIRAL.

Google Chat

Select Google Chat (OAuth) from the search results.

Click Sign in with Google and select the Google account to be integrated.

Enter the information obtained from Google Cloud Platform in each field and click the add button.

＞Help: How to Register My App for Google Chat (OAuth)

This completes the registration of My App for Google Chat.

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

Click on 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 preset.

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 values to the SPIRAL database items. Click the "+ Add Value to Retrieve" button.

Clicking will display the JSONPath specification screen. There, 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 notification content later.
Added items will be displayed on the right. After selecting, click "Add" at the bottom right.

→ Click Save.

Step 4: Integrate with the App "Send Message to Channel"

Click on the second step of the template.

Here, you will set up notifications for Google Chat.

(1/2) Select Integration Account and Action

This is already preset.

App Trigger Title
App
Account Information for Integration with Google Chat
Trigger Action

→ Click Next.

(2/2) API Connection Settings

Resource Name of the Space
- Click the edit field to open a dropdown and display the names of integrated Google Chat spaces. Selecting a space name will quote the ID.

Message Content

Create a template for the notification.

Click the edit field to open a dropdown and display the outputs obtained in the previous step. Selecting the content to send to Google Chat will automatically quote the embed code. Entering the item name before the quoted code makes it easier to understand.

‍

→ Click Test. → Success

→ Click Save. This concludes the current step.

Step 5: Turn ON the App Trigger

Once all steps are set, 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.

The Flowbot setup was easily completed without programming. The Flowbot template used this time is here.

Make the Most of It! 3 Automation Picks Using SPIRAL

SPIRAL goes beyond integration with Google Chat and can also connect with other apps, further expanding the scope of automation.

1. Automatically Create Folders for Each Client! Reduce Effort

When you register a client with SPIRAL, a corresponding folder is automatically created in Google Drive. This ensures consistency in the folder creation process and prevents naming errors and variations in management rules. Additionally, it reduces the time spent manually creating folders, allowing you to allocate more time to other important tasks.

2. Streamline Data Entry by Integrating Google Sheets with SPIRAL

When a new row is added to a Google Sheet, the data is automatically registered in SPIRAL. This eliminates the need for manual data entry, reducing the time and effort required for input tasks. Additionally, the risk of input errors is minimized, making it easier to share accurate data with other team members.

3 Automatic Synchronization of Google Spreadsheet Updates with SPIRAL

When data in a Google Spreadsheet is updated, it is automatically reflected in the records of SPIRAL. This mechanism eliminates the need for manual entry and prevents input errors. Additionally, the data is synchronized with minimal time lag, allowing the team to always share the most up-to-date information.

Summary

By integrating SPIRAL with Google Chat, you can easily build a system to reduce effort and share information accurately and quickly. By utilizing Yoom's flow bot, you can set it up without programming knowledge. Use the use cases introduced here as a hint to help improve the efficiency of your company's operations. Why not implement this flow bot now and enhance the productivity of your entire team?

See you again soon!