Template: Convert new OneDrive PDF files into Oneflow contracts and email them via Microsoft Outlook

This Zap creates Oneflow contracts whenever a file is uploaded to a folder in OneDrive.

1. Trigger: New file in OneDrive

This Zap starts whenever a new file is uploaded to a folder in the defined OneDrive account.

Choose account

• OneDrive Account: Select a OneDrive account of your choice from the dropdown list.
  • You can choose from a list of Microsoft accounts already connected to the Zapier account you're logged in to.
  • If the required account is not available in the dropdown list, click on the + Connect a new account button to add a new OneDrive account.

Set up trigger

• Folder: Choose the folder in OneDrive to which the file will be uploaded. This tells Zapier where to look for a file upload.
  • Navigate through the folder tree using the dropdown next to each folder name.
• Include file contents?: Set this setting to No if your file size exceeds 100MB.

2. Filter files in OneDrive

This stage can be used to filter files according to specific conditions.

You can opt to customize the default filters, or click Continue to proceed to the next action.

• Only continue if...
  • Name: The file name should end with the ".pdf" extension (Default). 
  • This means this Zap will only run if the uploaded file type is a PDF.
  • You can add or change these default filter options to filter files based on different criteria.

3. Action: Create contract in Oneflow

Having picked the necessary files, the Oneflow contract can be created.

Choose account

• Oneflow account: Select your Oneflow account from the list of connected accounts in Zapier.
  • If your Oneflow account is not listed, click on the  + Connect a new account button to add a new Oneflow account. To learn more, see Connecting to Oneflow accounts.

Set up action

• Create contract as: Refers to the user creating the contract (I.e. Who is creating this contract?). Typically, the contract will be created by the Oneflow account user name you selected in the previous step.
  • Templates and Workspace options are populated based on the Oneflow account selected in this field.
• Contract name: The name of the contract is set to be taken automatically from the uploaded document, with the prefix "Contract".
• Workspace: Select the workspace from your Oneflow account to which this contract will be added to.
• Template: Select a template from your Oneflow account.

Data fields (Optional)

Note:
You can assign values to data fields in Oneflow from fields in the OneDrive account.
To use data fields in a contract, the template group the contract belongs to needs to contain data fields (these are created in Oneflow).
To configure data fields for the Oneflow contract, make sure to select a template that belongs to a template group containing data fields.
To learn more about data fields, see Create a contract with data fields.

• How many data fields do you need to map while creating the contract?: Once you've selected a template with data fields, enter the number of data fields you would like to configure in the text field that appears. (I.e. You may add up to three data fields to the zap. Type 1, 2, or 3)
  • The specified number of data fields will then appear in the fields below.
• Custom ID of field n: Select the Oneflow data field from the dropdown. This dropdown lists all data fields contained in the selected Template.
• Value of field n: Enter a value for the Oneflow data field.

4. Action: Add an attachment or Expanded PDF in Oneflow

This action attaches the PDF to the Oneflow contract created in the previous stage.

• Add attachments or expanded PDF as: Select the user that's performing this action (i.e. who is adding the attachment to the contract?).
  • Contract creator (Default): adds the attachment as the contract creator (Oneflow user creating the contract).
  • Another user from Oneflow account: add the attachment as another user in the Oneflow account.
• File name: By default, the file will be attached to the contract with the same file name as the OneDrive file.
• File: Select the OneDrive file from the dropdown. Alternatively, paste the public link to the OneDrive file in the field.
  • File size should not exceed 20MB.
  • File types allowed: ASICE, KEY, RTF, BMP, NUMBERS, TIF, CSV, ODS, TIFF, DOC, PAGES, TXT, DOCX, PDF, XLS, DOTX, PNG, XLSB, GIF, PPSX, XLSM, JPEG, PPT, XLSX, JPG, PPTX, XML.
• Contract ID: The contract ID is set to be taken from the previous contract creation action’s output.
• Upload as: The PDF can be uploaded to the contract as an attachment or as an Expanded PDF section.

5. Action: Add participant in Oneflow

This step involves adding a participant to the contract.

• Add new participant to contract as: Select the user that's performing this action (i.e. who is adding the participant to the contract?).
  • Contract creator (Default): add the participant as the contract creator (Oneflow user creating the contract).
  • Another user from Oneflow account: add the participant as another user in the Oneflow account.
• Contract ID: The contract ID is set to be taken automatically from the previous contract creation action.
• Participant type: Select a participant type from the dropdown. 
  • Individual (Default): Adds an individual as a counterparty in the contract.
    
  • Colleague/Participant: Adds the participant as an owner-side party in the contract (i.e. For Instance, someone who works in the same organization as the contract creator can be added as a colleague in the contract.)
  • Company: Adds a company as a counterparty in the contract.
    Note: The subsequent fields will change based on the participant type you select.
• Party ID (if participant type is a colleague): Enter a unique identifier for the legal entity to which the participant (colleague) belongs to (i.e. For instance, this could be a company number). A party represents a legal entity in a contract.
• Company name (if participant type is a company): Enter the company name.
• Participant name: Enter the participant's name.
• Participant email: Enter the participant's email.
• Role in contract: Select a role in the contract for this participant.
  • Signatory (Default): The participant will be required to sign the contract.
  • Viewer: The participant can only view the contract.

6. Action: Send email in Microsoft Outlook

This action lets you send the contract to a contact via email.

• Add the necessary details to send the email.
• To: You may add up to five recipients in the To field separated by commas.
• Subject: A default subject is added. However, this is editable.
• Body: A default text is included in the email's body including a link to the Oneflow contract.

• The specified email address will receive an email as follows.