As a Sympa HR and Oneflow user, you can create Oneflow contracts and follow their status directly from Sympa HR. In this article, you will learn how to create in Sympa HR as well as how to delete them.
The workflow with this integration consists of the following steps:
- Step 1. Check if the Contract option is available for the candidate
- Step 2. Create a contract
- Step 3. Check the contract status
- Delete a contract
Note: Before creating a contract in Sympa HR, make sure you are signed in to your Sympa HR, and Oneflow accounts with the same email address. Anyone with the reporting candidate account can create contracts in Sympa HR.
Step 1. Check if the Contract option is available for the candidate
Note: This article shows a sample of the Sympa HR user interface that might differ from yours due to your company setup preferences. Please reach out to the Sympa HR admin if you have trouble finding page groups and UI elements described further.
To create a new contract in Sympa HR, make sure this option is available for the selected candidate.
To check this:
Log in to your Sympa HR account, go to the Personnel section and click the candidate name.
On the candidate's page, hover over the page group with the link to contracts and click Contract.
Note: If the Contract option is not available, please get in touch with your Sympa HR administrator to set it up for you
Step 2. Create a contract
Now that you've ensured that the contract Create feature is available for the selected candidate, you can create your first contract in Sympa HR.
To create a contract:
On the Contracts page, click Create new.
In the New document pop-up window, Electronic document drop-down list, select one of the available templates, and click Start Esigning. (Please see the Getting started with Sympa HR article for more details.)
Note: Make sure your Sympa HR template has the correct Oneflow workspace and template IDs mapped. (For more details, please refer here.)
- The Employee and the Authorized signer's details will be populated automatically based on your Sympa HR configurations.
- However, you can update the Authorized signer details. Start typing in a new signer name in the Authorized signer field and select one of the suggested variants. (You can have multiple Authorized Signers for the contract. Please get in touch with your Sympa HR administrator to enable this feature.)
Note: Please ensure that the authorized signer's email is the same as their Oneflow account email and have access to the Oneflow workspace and template ID specified inside the Sympa HR Template; otherwise, the contract creation will fail.
In the next step, update the Subject and Document name fields of the electronic document.
You can also preview the contract in this step by clicking the corresponding button in this pop-up window. The contract preview will automatically open in a new tab of your browser. If you are satisfied with the contract, click Send, and the contract will be sent to the candidate for further signing on Oneflow.
Note: This Document name will be reflected only in the Sympa HR contract table, whereas the name of this contract in Oneflow is set when you open it in the Oneflow app.
The candidate will receive an email with an invitation to open and sign the contract with the link to access the contract in Oneflow.
Step 3. Check the contract status
In Sympa HR, a contract can have one of the following statuses:
Completed: the contract has been signed by all parties.
Delivered: the contract has been delivered to the candidate.
Sent: the contract has been sent to the candidate for signing.
Declined: one of the parties marked the contract as declined.
Expired: the period within which the parties should have signed the contract has ended.
You can always check your contract status. To view the contract status:
On the candidate's page, hover over the relevant page group and click Contract (in this example, it's the Contracting page group.)
Once both parties sign the contract, the system will change the contract status to Completed, and you will be able to access the signed contract in Sympa HR.
Delete a contract
If you want to delete your contract in the Sympa HR app, click the Actions menu item and click Delete.