Zapier actions are used to interact with Oneflow. Action steps in Zaps can create new items, such as contracts in an app or update existing items contracts, add participants, send the contract out etc.
Add New Participant
This action is used to add a new participant to an existing Oneflow contract. Once a zap with this action runs, a new participant with the provided details will be added to the specified contract.
There can be at most 40 participants across all parties in one contract.
The following are the inputs of the ‘Add new participant’ action.
| Input | Description | Field Type | Required? | Sample Input |
Add Participant As | Whom should this action run as. The user can select if the participant should be added to the specified contract as a user or the creator. When the ‘user’ option is selected, the relevant user email can be selected from the next drop down. | Dropdown | Yes | User/Creator |
Oneflow Account | The Oneflow account that will be used to add participants as. This will have to be specified if it is selected to add the participant as a user. If the creator option is selected, the default Oneflow account is connected at the start of defining the action. The users connected to the connected Oneflow account will be listed to be selected. Also, values from previous (other) actions could also be provided in the custom tab of the same field. | Dropdown | Yes* (If the email type is set to ‘User’) | test@gmail.com |
Contract ID | The identifier of the contract. | Text Box | Yes | 57313 |
Participant Type | The type of the participant in the contract. Available participant types:
| Drop down | Yes |
|
Company Name | The name of the company (If the participant type is selected as company) | Text Box | Yes (If the participant type is selected as company) | Sample Company |
Company Registration No. | The registration no. of the company. (If the participant type is selected as a company). The maximum no. of characters that can be there in a company reg. No. is 25. | Text Box | No | 23222 |
Party ID | The unique identifier of the party, which the participant should belong to. A party represents a legal entity in a contract. The value for party id can be chosen from the outputs of the previous actions too. I.e. get contract details.
| Text Box | Yes (If the participant type is selected as Colleague/Participant) | 232 |
Participant Name | First name and the last name of the participant | Text Box | Yes | John Doe |
Participant Email | Email address of the participant | Text Box | No | johndoe@testmail.com |
Participant Contact Number | The telephone number of the participant | Text Box | No | +46 xxx xxx xxx |
Role in Contract | The role of the contract
| Dropdown | Yes | Signatory Influencer Viewer |
When the action is triggered/tested and becomes successful, the following output is obtained.
participantId : 126797 participanteEmail : abc+test1@oneflow.com Permission: true deliveryChannel: email deliveryStatus: success identificationNumber: null myParticipant: false Name: Test Name Organizer: false createdTime: 2022-11-11T15:12:50+00:00 firstVisitedTime: null lastVisitedTime: null updatedTime: 2022-11-11T15:12:50+00:00 Visits: 0 phoneNumber: signMethod: standard_esign signState: undecided signStateUpdatedTime:null signatory: true title: twoStepAuthenticationMethod: none
The following table contains the explanation of each of the above output attributes.
| Attribute | Description | Sample Value |
| participantId | The unique ID of the participant. | 126797 |
| The participant's email address. | abc+test1@oneflow.com | |
| permission | Defines permissions for the contract participant. (contract:update - Indicates whether the participant is allowed to make changes in the contract.) | true |
| deliveryChannel | The name of the delivery method of the contract. Available delivery channels in Oneflow | email |
| deliveryStatus | Indicates the status of the notification that sends the contract participant. Available delivery statuses in Oneflow. | success |
| identificationNumber | The date of birth, SSN, personal number, etc., of the participant. | null |
| myParticipant | Whether the participant represents the current user or not. |
Add attachments or expanded PDF
- This action is used to add multiple attachments or a single expanded PDF to an existing contract.
- The contract should contain a PDF Document/Attachment section to be able to add attachments or expanded PDF to a contract.
- Only one PDF document can be added as an expanded PDF to a contract.
- The following file extensions are allowed: ASICE, BMP, CSV, DOC, DOCX, DOTX, GIF, JPEG, JPG, KEY, NUMBERS, ODS, PAGES, PDF, PNG, PPSX, PPT, PPTX, RTF, TIF, TIFF, TXT, XLS, XLSB, XLSM, XLSX, XML.
- Up to 30 files can be added as attachments, each of which does not exceed 20 MB, for a total of 50 MB per contract.
The following are the input fields related to Add Attachments or Expanded PDF action.
| Input | Description | Field Type | Required? | Sample Input |
| Add Attachment as | The type of the email. The user can select if the email type is Creator Email or User Email | Dropdown | Yes | User Email/Creator Email |
Oneflow Email | The email address used in the Oneflow account. | Text Box | Yes* (If the email type is set to ‘User Email’) | test@testmail.com |
File Name | Name of the file without the extension. When left empty, the name of the file is obtained by the file itself. | Text Box | No | test filename |
| File | Encoded file data, e.g., the list of files to be uploaded to the contract in binary, a publicly downloadable link or base64 format. Maximum file size should not exceed 20MB. | Text Box | Yes | |
Contract ID | The unique identifier of the contract | Text Box | Yes | 57313 |
Upload As | The file type of the file to be imported and added to the contract as. There are only two types available: attachment and expanded_pdf. | Dropdown | Yes | Attachment / Expanded PDF |
By clicking the ‘Custom’ tab of each field, the user has the ability of selecting values from a connected app event in a previous trigger/action.
When the above input attributes are provided and the action is executed, the following result can be obtained in a successful scenario, for both attachment types.
uploadStatus: successGet Contract Details
This action is used to retrieve the details of an existing Oneflow contract. The following are the inputs of the ‘Get Contract Details’ action.
| Input | Description | Field Type | Required? | Sample Input |
Contract ID | The unique identifier of the contract | Text Box | Yes | 5731312 |
In addition to the above required parameter, the following data fields can be retrieved optionally as additional fields, allowing users to get all the contract and party related data.
Data fields are contract variables (also known as placeholders, custom fields, tags, etc.) that you can use in contract product tables, text and image, and form sections.
- Contract Data Fields
- Party Data Fields
The following attributes of the provided contract will be retrieved as the output of this action (without contract/party data fields) when the action is tested/executed.
| Attribute | Description | Sample Value |
| id | The unique identifier of the contract | 57313 |
| name | The name of the contract | Sample Contract |
| state | Where the contract is in the signing process.
| overdue |
| workspaceID | The ID of the workspace that owns the template used to create the contract. | 130809 |
| templateID | The ID of the template used to create the contract. | 57311 |
privateOwnerSideCreatedTime | The time the contract was created. (The private ownerside object contains attributes that are only visible to the owner-side party. The owner-side party is the party that created the contract.) | 2022-10-17T03:56:49+00:00 |
canDeleteContract | Indicates whether the user is allowed to delete contracts. (delete permission) | true |
| canReceiveAttachments | Indicates if attachments can be uploaded to the contract via API. | true |
| canReceiveExpandedPDF | Indicates if a PDF document can be uploaded to the contract via API. | false |
| contractStateUpdatedTime | Time of the last update of the contract status. | 2022-11-01T00:00:03+00:00 |
| contractUpdateTime | Time of the last update of the contract. | 2022-11-13T05:29:53+00:00 |
| publishedTime | The time the contract was published. | 2022-10-17T11:38:15+00:00 |
| contractValue | Amount indicating the total value of the contract. | 500 USD |
| currency | The currency of the amount (contractValue). The currency is inherited from the workspace in which the contract is located. | USD |
lifecycleState | Keeps track of the contract status. See Lifecycle states. | Active |
lifecycleStateUpdatedTime | Time of the last update of the lifecycle status status. | 2022-11-01T00:00:03+00:00 |
If the user has selected any additional fields to retrieve, the opted additional details too will be output.
- Party Data Fields - Data related to parties of a contract. Under this object, the following party attributes along with relevant participant details are retrieved.
| Attribute | Description | Sample Value |
| Party Id | The unique ID of the party. | 57313 |
Identification Number | The unique organization number of the party. | undefined |
| name | The name of the owner-side/individual party. This can be the name of the company when the party is a company. | ABC |
MyParty | Whether the party belongs to the current user or not. | false |
A contract can consist of multiple parties, and a party can contain multiple participants. Each participant detail will be named as ‘party - number of the party - name of the field’ e.g.: party - 1 - participant - 1 - name. In the output of the zapier action, only the first three parties of the contract will be listed, along with the first three participants of each party.
The following table indicates the participant related attributes which are retrieved as a part of the party data fields.
| Attribute | Description | Sample Value |
| id | The unique ID of the participant. | 126427 |
| name | The name of the participant. | John Doe |
| title | The title of the participant. | Mr. |
The participant's email address. | johndoe@testmail.com | |
phone number | The mobile phone number of the participant. | +46 xxx xxx xxx |
| delivery channel | The name of the delivery channel. One of the Delivery channels. | |
delivery status | Indicates the status of the notification that sends the contract participant. One of the Delivery statuses. | bounce |
| permissions contract update | Indicates whether the participant is allowed to make changes in the contract. | true |
sign method | Shows the selected method of signing contracts. One of the Sign methods. | standard_esign |
sign state | The current state of the contract in the singing process. One of the Sign states. | undecided |
| role | The role of the participant Signatory - a party that can sign the contract, edit, and add comments. Influencer - a party with access to the contract who can edit and add comments. Viewer - a party with access to the contract who can add comments. | Signatory |
dataFields - 1 - key null dataFields - 1 - value Null … … dataFields - n - key null dataFields - n - value Null party - 1 - ID 364369 party - 1 - Identification Number undefined party - 1 - name ABC party - 1 - My Party false party - 1 - participant - 1 - id 126427 party - 1 - participant - 1 - name 12 party - 1 - participant - 1 - title party - 1 - participant - 1 - email rukshalaweerasinghe+test@oneflow.com party - 1 - participant - 1 - phone number +4694776494453 party - 1 - participant - 1 - delivery channel email party - 1 - participant - 1 - delivery status bounce party - 1 - participant - 1 - permissions contract update true party - 1 - participant - 1 - sign method standard_esign party - 1 - participant - 1 - sign state undecided party - 1 - participant - 1 - role Signatory party - 1 - participant - 2 - id null party - 1 - participant - 2 - name null party - 1 - participant - 2 - title null party - 1 - participant - 2 - email null party - 1 - participant - 2 - phone number null party - 1 - participant - 2 - delivery channel null party - 1 - participant - 2 - delivery status null party - 1 - participant - 2 - permissions contract update null party - 1 - participant - 2 - sign method null party - 1 - participant - 2 - sign state null party - 1 - participant - 2 - role null party - 1 - participant - 3 - id null party - 1 - participant - 3 - name null party - 1 - participant - 3 - title null party - 1 - participant - 3 - email null party - 1 - participant - 3 - phone number null party - 1 - participant - 3 - delivery channel null party - 1 - participant - 3 - delivery status null party - 1 - participant - 3 - permissions contract update null party - 1 - participant - 3 - sign method null party - 1 - participant - 3 - sign state null party - 1 - participant - 3 - role null
- Contract Data Fields - Data fields let a user map information to multiple places in a contract to save time and effort when creating a contract. The value and the key of such fields when contract data field option is selected as additional fields while retrieving the contract details. Currently, up to 150 data fields are supported in the Zapier x Oneflow integration along with keys and values for each of the fields.
| Attribute | Description | Sample Value |
| key | A short descriptive name for the data field. | contact email |
| value | The value of the data field. | johndoe@mail.com |
dataFields - 1 - key null dataFields - 1 - value Null … … dataFields - n - key null dataFields - n - value Null
The number of fields in the contract data fields will be equal to that of the selected contract’s template. For instance, if the template of the given contract has 3 data fields, 3 key value pairs will be output.
These output data can be used as inputs for other actions, sequenced after this action.
Send contract
This action is used to send/publish a contract that is already existing in Oneflow, to the participants of the contract. This action allows inviting participants to sign/view the contract.
| Input | Description | Field Type | Required? | Sample Input |
Email Type | The type of the email. The user can select if the email type is Creator Email or User Email | Dropdown | Yes | User Email/Creator Email |
Oneflow Email | The email address used in the Oneflow account. | Text Box | Yes* (If the email type is set to ‘User Email’) | test@gmail.com |
Contract ID | The unique identifier of the contract | Text Box | Yes | 57313 |
| Subject | The subject of the contract invitation message. The invitation is sent to all contract participants according to the delivery channel. Subject must contain at most 150 characters. | Text Box | Yes | Your contract subject |
| Message | The message to be displayed under the subject of the contract invitation. The invitation is sent to all contract participants according to the delivery channel. Message must contain at most 5000 characters. | Text Area | Yes | Your message |
Once the above details are specified and the contract is sent successfully, a link to the contract published is obtained. This link can be used to access/view the contract in Oneflow.
E.g. : link : https://oneflow.com/external-link/contract/57291
Create contract
This action is dedicated to creating a new contract providing necessary details.
| Input | Description | Field Type | Required? | Sample Input |
Oneflow Email | The email of the contract creator. | Text Box | Yes* (If the email type is set to ‘User Email’) | test@mail.com |
Contract Name | Name of the contract | Text Box | Yes | Test Contract |
Workspace | The name of the workspace. Workspaces available for the connected account will be listed as options in the dropdown. | Dropdown | Yes | Test Workspace |
| Template | The name of the template that will be used to create the contract.The templates available in the workspace will be listed as options. | Dropdown | Yes | Zapier Template |
How many data fields do you need to map while creating the contract? | The number of data fields the user wants to map while creating the contract, out of the number of data fields available in the template. | Text Box | No | 3 |
Custom Id of field n | The list of custom field ids in the template | Dropdown | Yes (If the number of fields is selected to be mapped is n,it will be mandatory to provide n number of custom ids) | Participant 1 name |
Value of field n | The relevant value for the nth custom field. | Text Box | Yes (If the number of fields is selected to be mapped is n,it will be mandatory to provide n number of custom values for selected field ids) | John Doe |
The workspaces and templates will be loaded according to the previously selected Oneflow account. Workspace or a template can be given as custom input also from a previous action’s output, by clicking on the custom tab in the same field.
Note: If a certain custom data field Id is selected again, the previous value provided for the relevant field will be replaced with the new value.Once the contract is successfully created, the following output will be displayed to the user.
| Attribute | Description | Sample Value |
| id | The identifier of the contract | 12222 |
| name | The name of the contract. | Annual Contract |
| state | Where the contract is in the signing process.
| draft |
workspaceID | The ID of the workspace that owns the template used to create the contract. | 130809 |
| templateID | The ID of the template used to create the contract. | 57311 |
privateOwnerSideCreatedTime | The time the contract was created. (The private ownerside object contains attributes that are only visible to the owner-side party. The owner-side party is the party that created the contract.) | 2022-10-17T03:56:49+00:00 |
canDeleteContract | Indicates whether the user is allowed to delete contracts. (delete permission) | true |
canReceiveAttachments | Indicates if attachments can be uploaded to the contract via API. | true |
canReceiveExpandedPDF | Indicates if a PDF document can be uploaded to the contract via API. | false |
| contractStateUpdatedTime | Time of the last update of the contract status. | 2022-11-01T00:00:03+00:00 |
contractUpdateTime | Time of the last update of the contract. | 2022-11-13T05:29:53+00:00 |
| publishedTime | The time the contract was published. | 2022-10-17T11:38:15+00:00 |
signingPeriodExpiryTime | The time during which a signatory can sign the contract. | 2022-11-01T00:00:00+00:00 |
contractValue | Amount indicating the total value of the contract. | 500 USD |
| currency | The currency of the amount (contractValue). The currency is inherited from the workspace in which the contract is located. | USD |
| lifecycleState | Keeps track of the contract status. See Lifecycle state. | Active |
lifecycleStateUpdatedTime | Time of the last update of the life-cycle status status. | 2022-10-17T11:38:15+00:00 |
Apart from the above contract related data fields, Contract Data Fields and Party Data Fields will be listed as same as the get contract details action’s output.
Delete contract
This action is used to delete an existing contract from Oneflow. The ability to delete a contract depends on your role in the workspace where the contract resides.
The following is the input for the ‘Delete Contract’ action.
| Input | Description | Field Type | Required? | Sample Input |
Oneflow Email | Email connected to Oneflow account | Dropdown | Yes | test@gmail.com |
Contract ID | The unique identifier of the contract | Text Box | Yes | 57313 |
If the action executes successfully, the particular contract will be deleted from Oneflow and the delete status will be notified.
deleteStatus: success
Download Contract
This action is used to download files from an existing Oneflow contract. Once a zap with this action runs, the contract, including its attachments will be downloaded. Each contract will always have one file to be downloaded.
The following is the input for the ‘Download Contract’ action.
| Input | Description | Field Type | Required? | Sample Input |
Contract ID | The unique identifier of the contract | Text Box | Yes | 57313 |
Once this action is executed, a downloadable link to the contract will be provided.
The following table contains the explanation of each of the above output attributes.
The downloaded contract file will include all attachments and signature files (if the contract is signed) connected to the contract.
| Attribute | Description | Sample Value |
| file | Public link to download the contract file |