Create a contract from a custom entity

This guide explains how to configure a new entity and create a contract from it. Follow the steps below to configure your custom entity and create a contract in it.

Step 1. Configure a custom entity

To create contracts in a custom entity, it must first be configured.

1. Log in to Dynamics 365 as an administrator or system customizer.

   NOTE: Make sure you have the Oneflow Admin role assigned to access the Oneflow settings page.

2. In Dynamics 365, click the current app name to go to the apps page.

   

   Select Oneflow Administration.

   

   NOTE If you use an older version of the integration (before 3.8.0.8), then Oneflow Settings appears under the main Settings menu in the Advanced settings page of the legacy UI of Dynamics 365. If you use an older version of the integration (before 3.8.0.8) with the new Dynamics 365 UI, then Oneflow Settings appears in the side panel in the Advanced settings page of Dynamics 365.

3. Open the Setup Entities tab. To add a new entity, click into the Select an entity search field.

   

4. Search for or select the entity you want to configure (e.g., Invoice/Customer Asset) and click Configure Entity. It will then be added to the list below.

   

   

   

   NOTE You can only create contracts from customizable, non-activity entities associated with a contact or account. Only those entities will appear in the list.

5. The entity will be added to the Oneflow list in Inactive status. To activate the entity, map the fields in the Party/Participants mapping section.

   NOTE You only need to map one of these fields (Party or Participants). For Account and Contact entities, mapping is not required. The system will use contacts from those entities automatically.

   

6. You can now activate your entity using the toggle bar.

   

7. You can configure two-way sync and product sync for the entity by navigating to the Data fields and Products tabs.

   TWO-WAY SYNC Learn more about configuring two-way synchronization for your data and products: Two-way synchronization for data fields: Keep your contract data and Dynamics data in sync automatically. Two-way synchronization for products: Sync product line items between your contracts and Dynamics.

8. To create contracts from the entity you just configured, you need to add the Oneflow widget to your entity form following the instructions in Add the Oneflow widget to a custom form.

   

   You should now see the widget on your custom entity record with a message indicating that configuration is incomplete.

9. Open a record in Dynamics 365 Sales Hub and confirm that the Create contract button appears in the Oneflow widget.

   

Step 2. Enable Notes and Activities for the custom entity

To send files and see participant updates in the widget, make sure Notes and Activities are enabled.

1. Go to Settings → Advanced Settings.

   

2. Navigate to Settings → Customization → Customize the system.

   

   

3. Under Components → Entities, open your entity and ensure Notes and Activities are checked under Communication & Collaboration.

   

   NOTE If Notes is disabled, the Files section will be hidden. If Activities is disabled, the Contacts section will be hidden. Once enabled, these settings cannot be disabled.

Step 3. Create a contract

1. In Dynamics 365 Sales Hub, open your custom entity record and click Create contract on the widget.

   

2. If your entity isn't visible on the Dashboard, use Advanced Find.

   

3. In Advanced Find, select your entity in Look for, click Results, and choose the desired record.

   

   

4. Fill in contract details, select Workspace and Template, then click Create contract.

5. NOTE You can choose up to 10 contacts per contract.

   

   Once created, the contract opens in Oneflow and appears in the widget with:

   • Contract name
   • Status
   • Contacts and their statuses
   • Created/Updated dates

Click the right or left arrow at the bottom of the widget to navigate between contract cards. To create a new contract, navigate to the last card with Create contract button. It's possible to create up to 10 contracts related to one entity.

Create contracts with products

For Opportunity or Quote entities, ensure the Oneflow template contains exactly one product table.

1. Log in to Oneflow with the same email used for Dynamics 365.

2. Go to Templates → Create template.

   

3. Add a Product table block.

   

4. Select the Dynamics CRM Template group and click Save template.

   

5. Activate your template by clicking Publish.

   

6. When creating a contract in Dynamics 365, the products will automatically transfer to the Oneflow product table.

   

Add attachments and a PDF to the contract

Your Oneflow template must include one PDF section and one Attachment section.

1. In the Oneflow – Create contract window, click Upload or drop files in the Files section. After files are uploaded, they will appear in the Files section and be automatically selected. Uploaded files are stored in Dynamics 365 in the Timeline of the entity where you create the contract.

   

   NOTE: You can upload up to 20 files, each up to 20 MB, with a total limit of 50 MB per contract. PDF files appear in the Files section like other files and can be downloaded in the same way. By default, uploaded files appear in the Attachments section of the Oneflow contract

   To add a PDF document to the PDF section in a Oneflow contract:

2. Select the PDF file and enable Display in PDF section.

   

   NOTE Only one PDF can be marked to display in the contract’s PDF section.

3. Select other files to attach to the contract. After creation, they will appear in the Attachment and PDF sections.

Edit contract participant data

1. In the Oneflow – Create contract window, click the Edit icon next to a contact.

   

2. Update participant Role, Email, Phone, or type, then click Save.

   

Add multiple emails and phone numbers to participant

You can configure up to three emails and phone numbers for participants. All mapped values appear in the dropdown list when editing a participant.

1. Go to Advanced Settings.

   

2. Click Settings → Oneflow Settings.

   

3. Under Get started, click Add another Phone number or Add another Email.

   

4. Select the Dynamics contact field to map.

   

5. Click the Delete icon to remove mappings.

   NOTE You can remove only additional mappings; at least one email and phone number mapping must remain.

6. Check the new fields by opening Create contract → Edit participant. New values should appear in dropdowns.

   

   NOTE If a field value is empty in the contact card, it will not appear in the dropdown list.