How to update kintone information when a contract is completed with GMO Sign by integrating GMO Sign and kintone

The process consists of 5 steps in total

1. Register GMO Sign and kintone as My Apps
2. Set a trigger to activate once the signature is completed in GMO Sign
3. Generate an access token and retrieve document details in GMO Sign
4. Set an action to update records in kintone
5. Test and verify

Step 1: Integration of GMO Sign and kintone My Apps

If you are using it for the first time, please check First Time Yoom.

1. Log in to your Yoom account.

If you do not have an account, please create one on the Yoom account issuance page first.

Click "My Apps" and select "New Connection".

2. Click on New Connection.

3. You can search by app name from the red frame.
In this case, search and register GMO Sign and kintone respectively.
Once registration is complete, the icons for GMO Sign and kintone will appear in My Apps.

For information on how to register kintone as My App, please refer to the link below.

How to Register kintone as My App

Additionally, there are some points to note regarding integration with GMO Sign.
For details, please check the link below.

About Integration with GMO Sign

If you have any other questions about Yoom, please check the Yoom Help Center.

Selecting a Template and Preparing the Storage Location

Click "Try it" on the banner below to start setting up automation.

If the following message appears, the template copy was successful.

Step 2: Set a trigger to activate when employee information is updated

1. Set up by clicking in order.
First, click on "When the signature is completed" at the top.
Please note that there are some considerations when using GMO Sign's "When the signature is completed" as an app trigger.
Please check the following link.

Points to note when using GMO Sign's app trigger

2. You can freely enter the title.
Enter the account information to link with GMO Sign.
Select "When the signature is completed" for the trigger action.
Once the input is complete, click "Next".

3. Copy the Webhook URL and set it in the management screen within GMO Sign.
Once the setup is complete, perform a test and save if there are no errors.

Step 3: Generate access token and retrieve document details in GMO Sign

1. Click on the "Generate Access Token" icon.

2. Enter the account information to link with GMO Sign.
Select "Generate Access Token" for the action.
Once the setup is complete, click "Next".

3. Set the secret key and customer ID.
If you do not know the secret key and customer ID, please contact GMO Sign.
Once the setup is complete, perform a test and save if there are no issues.

4. Return to the flow.
Click on the "Retrieve Document Details" icon.

5. Select "Retrieve Document Details" for the action.
Once the setup is complete, click "Next".

6. Set the secret key, customer ID, and access token.
Set the access token obtained earlier as the output for "Access Token".
Once the input is complete, perform a test and save.

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Step 4: Set an action to update records in kintone

1. Click on the "Update Record" icon.

2. Enter the account information to link with kintone.
Select "Update Record" for the trigger action.

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3. Enter the app ID.
Once the input is complete, click "Next".

4. Set the conditions for the record you want to update.
You can select the conditions for the record you want to update from the dropdown.

5. Set the values for the record after the update.
Click on the field to display the output, and select any from the list.
Once the setup is complete, perform a test and save if there are no issues.

6. This completes the flow of [Updating kintone information when a contract is completed with GMO Sign].

Step 5: Test and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn on Trigger" button to activate the flow bot.

Specific Use Cases for This Flow

We will also introduce use cases where the template introduced this time can be utilized.

1. Automatic Update of Customer Information Upon Contract Completion

As soon as a contract is completed, customer information is automatically updated, making it easier for sales representatives to always grasp the latest information.
Since the type of contract and detailed data for each customer are also automatically reflected, the manual input effort is reduced, and an improvement in work efficiency can be expected.
Moreover, automation creates an environment where it is easier to focus on sales activities.
Especially for companies with many customers, automatic information updates reduce the burden on representatives and promote quick responses based on accurate data.

2. Automatic Setting of Next Tasks After Contract Completion

When a contract is completed, the specific tasks to be tackled next are automatically set, making it easier for representatives to understand the next steps.
This allows for efficient handling as delivery schedule checks and requests for customer follow-up are automatically listed.
Even when multiple contracts are progressing simultaneously, necessary tasks are organized, reducing the burden on representatives and smoothing management.

3. Automation of Invoice Issuance Process After Contract Completion

When a contract is concluded with GMO Sign, billing information is automatically updated within kintone, and a notification is sent to the invoice issuance representative.
This shortens the time from contract completion to invoice issuance and prevents billing omissions.
Additionally, since billing amounts and billing destination information are automatically reflected, the risk of human error is expected to be reduced.
This streamlines the entire invoice issuance process and may lighten the burden on the accounting department.
Especially for companies handling many contracts, automation of operations leads to a reduction in working time and helps create time to focus on other important tasks.

With Yoom's template, you can complete the setup smoothly without difficult tasks.
Try this convenient flow from the link below.

Examples of Other Automations Using GMO Sign and kintone

There are many other examples of automation using GMO Sign and kintone in Yoom, so let me introduce a few.

1. This is a flow where a contract is created with GMO Sign and a signature request is sent whenever the status is updated in kintone.
By using this template, a contract is automatically created and a signature request is sent with GMO Sign every time the status is updated in kintone's process management.
This allows you to proceed with subsequent tasks efficiently without having to frequently check kintone.

2. This is a flow to store files in Google Drive once the document signing is completed with GMO Sign.
By utilizing this flow, files are automatically saved to Google Drive upon the completion of contracts or agreements with GMO Sign.
This reduces manual work and prevents saving files in the wrong location or forgetting to save them.

3. This is a flow to notify Slack when a comment is posted on kintone.
kintone is a useful tool for improving work efficiency, but manually checking Slack every time a comment is posted can lead to missed information or delayed responses.
By using this template, project members can immediately check comments and respond promptly.

Summary

By integrating GMO Sign with kintone, the information in kintone is automatically updated once a contract is completed with GMO Sign.
Utilizing automation allows for instant updates without waiting for manual input. As a result, the latest information can be shared with the team in a timely manner.
Implementing automation with Yoom is easy for anyone to start. It can be completed simply by entering information step by step, even without specialized knowledge.
By integrating frequently used apps, tedious tasks become easier. Please give it a try.