Integrate CollaboFlow with Google Workspace to update employee information in Google Workspace when a request is approved in CollaboFlow.

The integration of CollaboFlow and Google Workspace can streamline employee information management, enhancing the speed and accuracy of operations. By automating updates related to employee transfers or position changes, it can prevent manual errors and save time. This centralized management and instant updates of employee information are particularly beneficial for large organizations or companies prioritizing security, reducing the administrative burden.
This article provides a detailed introduction to the benefits and integration methods of linking CollaboFlow with Google Workspace.

Recommended for

HR personnel in companies managing many employees who wish to reduce the hassle of information updates
Administrators in companies who want to quickly update or deactivate employee accounts upon resignation or transfer
Companies using multiple systems that want to centralize employee information management and reduce the risk of incorrect information being reflected in other systems

Benefits and Examples of Integrating CollaboFlow with Google Workspace

Benefit 1: Speeding Up Tasks and Saving Time

Do you find it cumbersome to manually update employee information in Google Workspace, such as address changes or permission updates due to position changes?
However, by integrating with CollaboFlow, once a request is approved, the information in Google Workspace is immediately updated, reducing the time spent on manual tasks.
For example, you can instantly reflect changes in an employee's account when their position changes. This update prevents delays in work and allows resources to be allocated to other tasks, ensuring smooth operations across the company.

Benefit 2: Improving Data Consistency and Accuracy

The integration of CollaboFlow and Google Workspace allows for centralized management of employee information, enhancing data consistency and accuracy.
For instance, when there is a department transfer, the information in Google Workspace can be automatically updated upon approval of the request in CollaboFlow. This eliminates the need for manual updates, keeping information always up-to-date and preventing discrepancies between different systems. Managing employee information across multiple locations can be challenging, but integration centralizes management, providing accurate information quickly and reducing the risk of errors.

Benefit 3: Enhancing Management Transparency and Tracking Functionality

By integrating CollaboFlow and Google Workspace, you can easily track all request and approval histories related to employee information updates.
For example, if there is a position change or department transfer for an employee, you can check the request details, approval status, and the history of the actual changes. This tracking feature allows you to understand in real-time at which stage a request is being processed, enabling administrators to respond quickly. Increased transparency in history not only prevents unauthorized changes or errors but also makes it easier to identify the cause if a problem arises.
Thus, the transparency and reliability of management tasks improve, leading to smoother operations across the organization.

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How to Update Google Workspace Employee Information When a Request is Approved in CollaboFlow

By integrating CollaboFlow with Google Workspace, you can update employee information in Google Workspace when a request is approved in CollaboFlow. Generally, programming knowledge is required to achieve this, but using the no-code tool Yoom allows you to do it easily without programming knowledge.

Register CollaboFlow and Google Workspace as My Apps
Settings for receiving Webhooks
Retrieve request details by linking with CollaboFlow
Update employee information by linking with Google Workspace

If you are not using Yoom, please register for free from here.

If you are already using Yoom, please log in.

Step 1: Integrate Collabflow and Google Workspace with My Apps

(1) After logging into Yoom, select "My Apps" from the left column and click "+ New Connection".

(2) From the list of new connections in My Apps, click on Collabflow.
(3) On the "New Registration for Collabflow" screen, enter your account name, user ID, and API key after confirming the red line, and click "Add".

(4) Next, integrate Google Workspace. Similarly, click on Google Workspace from the list of new connections in Yoom.
※ Google Workspace is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections of the flow bot you set will result in errors, so please be careful. Paid plans such as the Team Plan and Success Plan offer a 2-week free trial.
(5) On the Google Workspace login screen, click "Sign in with Google".

(6) Select your account and log in with your account.

Once the integration is complete, Collabflow and Google Workspace will be registered in My Apps on Yoom.
This completes the My Apps registration.
Next, let's set up triggers using templates!

Step 2: Settings for Receiving Webhooks

(1) We will use the template introduced earlier. Click "Try it" on the banner below to copy it.

Click on "Receive Webhook from Route (Webhook Trigger)" in the App Trigger.

(2) From the "Select Integration Account and Action" screen in Collabflow, verify that there are no errors in the account information linked with Collabflow, keep the trigger action as "Receive Webhook from Route (Webhook Trigger)" and click "Next".

(3) From the "App Trigger Webhook Event Reception Settings" screen, copy the Webhook URL and configure it in the Collabflow management screen.
Once the setup is complete, click "Test" and if no errors occur, click "Save" at the bottom.

Step 3: Integrate with Collabflow to Retrieve Application Details

(1) Next, integrate with Collabflow to retrieve application details.
Click on "Retrieve Application Details".

(2) From the "Select Integration Account and Action" screen in Collabflow, verify that there are no errors in the account information linked with Collabflow, keep the action as "Retrieve Application Details" and click "Next".

(3) From the "API Connection Settings" screen, verify the red line and enter the instance name and application code.

Select the document ID from the output.

Once the input is complete, click "Test" and if no errors occur, click "Save" at the bottom.

Step 4: Integrate with Google Workspace to Update Employee Information

(1) Next, integrate with Google Workspace to update user information.
Click on "Update User Information".

(2) From the "Select Integration Account and Action" screen in Google Workspace, verify that there are no errors in the account information linked with Google Workspace, keep the action as "Update User Information" and click "Next".

(3) In the "API Connection Settings" screen, only the "User ID" of the update target is a required field, so please use the output to set it.
Other fields are for setting the values to be updated, so feel free to enter them.
For example, if you want to update the address information due to a move, you can select from the output as shown in the image below to update the "Address" with the new information.

Once the input is complete, click "Test" at the bottom, and if no errors occur, click "Save".
(4) Finally, click "Turn On Trigger".

This completes the flowbot "Update Google Workspace Employee Information When Application is Approved in Collabflow".

Examples of Other Automations Using CollaboFlow and Google Workspace

At Yoom, we have many examples of automations using CollaboFlow and Google Workspace, and we would like to introduce a few of them.

1. Register Employee Information in Google Workspace When a Hiring Request is Approved in CollaboFlow

When a request is approved in CollaboFlow, employee information can be automatically registered in Google Workspace. By utilizing this flow, you can eliminate the manual registration process, thereby reducing the burden on HR personnel. This is especially ideal for companies with a large number of employees.

2. Add Employees to a Google Workspace Group When a Request is Approved in CollaboFlow

When a request is approved in CollaboFlow, the employee is automatically added to a specified group in Google Workspace. This reduces the workload for HR personnel and allows for smoother operations. It is especially ideal for companies with a large number of employees.

3. Register user information in Collaboflow when added to Google Sheets

By adding user information to Google Sheets, the information is automatically added to Collaboflow as well. Automating this process can reduce the workload for staff and save time. Additionally, even departments not using Collaboflow can register, facilitating smoother information sharing and potentially improving overall speed.

For those who want to check templates using Collaboflow and Google Workspace, please visit the following site.

List of Flowbot Templates Using Collaboflow

List of Flowbot Templates Using Google Workspace

Summary

The integration of Collaboflow and Google Workspace will streamline employee information management, enhance operational efficiency, and improve data consistency.
Automated information updates prevent manual errors and delays, allowing for quick and accurate management. These benefits are essential for smooth business operations, especially for large organizations and companies that prioritize accurate data management.
Let's aim for more efficient and reliable business operations by implementing the integration of Collaboflow and Google Workspace!