Setting up the Oneflow integration is easy! Check out this article, and you will learn how to set up, activate, and use your HubSpot CRM integration with Oneflow.

Enable HubSpot integration in Oneflow

1. Log in to Oneflow as an administrator, go to Marketplace > click on HubSpot > Enable.
   

2. Click Authenticate to HubSpot. You will then be redirected to your HubSpot account.

3. Select the HubSpot account you want to integrate with Oneflow and click Choose Account to authorize the integration:
   The integration is now active!

Add the Oneflow card to the layout

To create contracts from a deal, contact, or company you need to add the Oneflow widget to HubSpot's dashboard layout.

1. In HubSpot, navigate to Settings > Integrations > Connected Apps and select Oneflow.
   

2. Click on the object you wish to add the Oneflow card to. For instance, to add Oneflow to the deal sidebar, click on Add to Deal.
   

3. Click on the View Name where you intend to use the Oneflow app. For instance, if you have multiple views and wish to use Oneflow in the Sales view.
   

4. Click on the Add cards button for the right sidebar cards, then select Apps and select the Oneflow app.
   

   Note:
   If your view has the old contract card for the Oneflow app, ensure to deselect it and select only the new Oneflow app card.
5. Drag and drop the Oneflow card to a preferred position in the sidebar.

6. Click on Save (or Save and exit) to save the layout.
   

7. Repeat these steps for other objects in HubSpot (companies, deals, contacts, or custom objects).

Create a HubSpot template in Oneflow

After configuring the integration, you need to activate the HubSpot template group in all the Oneflow templates to connect these templates to HubSpot.

You need to activate the HubSpot template group separately for each template:

1. In the Oneflow app, go to Templates and click Create template or open an existing template to connect to HubSpot.
   Alternatively, click on Template library, select a template, and click on Confirm.
   
   

2. Click on the Data fields icon in the side panel. From the Template groups dropdown, select HubSpot Template.
   

3. After setting up the template group, you can create data fields for information that should be automatically passed from HubSpot to your Oneflow contract (Optional). 
   
   You may add data fields to a text or form section in your Oneflow template.
   
   To add a data field to a text section in your template, move the cursor to the place you wish to add a data field, then click on the tag icon (insert data-field) in the toolbar. A list of the available data fields will be displayed. Select a field, then press Confirm.

   
   To add a data field to a form section, click on a field in the form, then select the field from the data field dropdown menu. In the Data field card, click Save.

   The data fields get marked with a link symbol when you add data fields to a Form section.

   Note:

   If your template has no Form field, you can add one by clicking the + icon > Form > Add field.
   

4. If you wish to attach files or PDFs to contracts, add an Attachments section and a PDF document section to your template (Optional).

5. Click on the Publish button to activate the template.

   Note:

   The template must be active in Oneflow to show up in HubSpot.

Get started with the Oneflow widget in HubSpot

Now that the Oneflow setup is done, you can start using the Oneflow integration in HubSpot:

1. In HubSpot, open any deal, contact, company or create a new one; the Oneflow module will appear in the right pane.

2. Create a contract to get started!
   

Create new contract

Now that the setup is complete, you can create contracts in HubSpot using the Oneflow widget.

Information:
You can create contracts based on an existing deal, contact, or company or during the creation of a new one.

Before creating a contract:

Ensure the deal has at least one contact or company associated with it.
The contacts in the Create Contract window are populated with the contacts belonging to the company associated with the deal and/or other contacts added to the deal.

Existing deal

To create a contract from a HubSpot deal:

1. In HubSpot, open a deal, and in the Oneflow pane, click the Create Contract button.
   

2. Select the Workspace, Template, and the contacts you want to add as participants to the contract.
   You can also attach files to the contract. Click on Upload Files to add files to the list, then select the files to add to the contract using the checkboxes.
   

   Contract Name: This field will be populated automatically in the Create Contract window based on the HubSpot deal name.

   Workspace: Select a Oneflow workspace to create the contract in.

   Template: Select a Oneflow template to create the contract from.

   Note:
   
   If you wish to attach files and/or expanded PDFs to your contract, select a template containing an Attachments section and/or a PDF documents section.

   Contacts: Select the contacts to add as participants to the contract using the checkboxes.

   Note:
   

   Select at least one contact from the list to enable the Create Contract button.

   Type: Selecting the company name will add the contact as a participant under that company in the contract. Selecting “Individual” will add the contact as an individual participant in the contract.

   Note:
   
   If the relevant Hubspot Deal has an associated company, it will be listed in the 'type' dropdown, along with an option to select if the contact is an 'individual'. In the instance of no organizations associated with the Hubspot deal, there will be only one option in the type dropdown as 'individual'. If the Hubspot Deal has a company associated with it, but the name of the company is missing, the dropdown will have an option as 'Undefined Company'.

   Role in contract: Select a role for each participant in the contract.
   • Signatory: can sign the contract.
   • Influencer: can edit the contract.
   • Viewer: can view and comment on the contract.

   Signing order: Enable the Signing order toggle to control the order in which participants receive their invitation to sign the contract.

   Once enabled, a Signing order column will appear, allowing you to assign a specific sequence number to each participant.

   Once the contract is published, participants will receive the invitation to sign in the order you specified. Learn more.

   Note:

   If the template includes predefined participants, signing order values for newly added participants (for the contract) will continue sequentially based on the number of participants in the template.

   For example, if the template has 3 participants, the next participant added in the contract will be assigned a signing order starting from 4.

   Add PDFs/attachments: Any files already added as attachments to the HubSpot deal will be displayed in the list. You can also add files using the Upload Files button. Select the files to add to the contract using the checkboxes.

   Quotes: Any quotes associated with the HubSpot deal will be displayed in the list (expired quotes will not be listed). You may choose to add the quote as a PDF attachment to your contract using the checkbox.

   Note:

   Only certain file types can be added as attachments to Oneflow contracts. See contract file extensions, to view a list of all supported file types.

   Only published and active quotes can be attached to the contract. Expired quotes will not appear in the ‘Add attachments’ list.

   Expand in PDF Section: This option applies to PDF files. If the toggle is set to “Yes”, then the PDF file will be displayed in an expanded PDF section in the Oneflow contract. If the toggle is set to “No” then the PDF file will be added as a normal attachment in the contract.

3. Click on the Create Contract button.

4. Click Navigate to contract to be redirected to the Oneflow application.

5. In Oneflow, edit the contract per your needs and click Send to send the contract to all contract participants. 
   When you create a contract, the HubSpot deal will also display relevant information such as the deal owner, company, and contacts created for that deal:
   

New deal

Alternatively, you can create a contract while creating a new deal. 

In this case, perform the following:

1. In HubSpot, click Sales > Deals and click Create deal.

2. In the Create deal window, specify the Deal name, Company, and contact, then click Create.
   

3. The Contact and Company added above will display in the deal view. Click the Create Contract button in the Oneflow pane.
   

4. Select the Workspace, Template, and the contacts you want to add as participants to the contract.
   You can also attach files to the contract. Click on Upload Files to add files to the list, then select the files to add to the contract using the checkboxes.
   

   Contract Name: This field will be populated automatically in the Create Contract window based on the HubSpot deal name.

   Workspace: Select a Oneflow workspace to create the contract in.

   Template: Select a Oneflow template to create the contract from.

   Note:
   
   If you wish to attach files and/or expanded PDFs to your contract, select a template containing an Attachments section and/or a PDF documents section.

   Contacts: Select the contacts to add as participants to the contract using the checkboxes.

   Note:
   

   Select at least one contact from the list to enable the Create Contract button.

   Type: Selecting the company name will add the contact as a participant under that company in the contract. Selecting “Individual” will add the contact as an individual participant in the contract.

   Note:
   
   If the relevant Hubspot Deal has an associated company, it will be listed in the 'type' dropdown, along with an option to select if the contact is an 'individual'. In the instance of no organizations associated with the Hubspot deal, there will be only one option in the type dropdown as 'individual'. If the Hubspot Deal has a company associated with it, but the name of the company is missing, the dropdown will have an option as 'Undefined Company'.

   Role in contract: Select a role for each participant in the contract.
   • Signatory: can sign the contract.
   • Influencer: can edit the contract.
   • Viewer: can view and comment on the contract.

   Signing order: Enable the Signing order toggle to control the order in which participants receive their invitation to sign the contract.

   Once enabled, a Signing order column will appear, allowing you to assign a specific sequence number to each participant.

   Once the contract is published, participants will receive the invitation to sign in the order you specified. Learn more.

   Note:

   If the template includes predefined participants, signing order values for newly added participants (for the contract) will continue sequentially based on the number of participants in the template.

   For example, if the template has 3 participants, the next participant added in the contract will be assigned a signing order starting from 4.

   Add PDFs/attachments: Any files already added as attachments to the HubSpot deal will be displayed in the list. You can also add files using the Upload Files button. Select the files to add to the contract using the checkboxes.

   Quotes: Any quotes associated with the HubSpot deal will be displayed in the list (expired quotes will not be listed). You may choose to add the quote as a PDF attachment to your contract using the checkbox.

   Note:

   Only certain file types can be added as attachments to Oneflow contracts. See contract file extensions, to view a list of all supported file types.

   Only published and active quotes can be attached to the contract. Expired quotes will not appear in the ‘Add attachments’ list.

   Expand in PDF Section: This option applies to PDF files. If the toggle is set to “Yes”, then the PDF file will be displayed in an expanded PDF section in the Oneflow contract. If the toggle is set to “No” then the PDF file will be added as a normal attachment in the contract.

5. Click on the Create Contract button.

6. Click Navigate to contract to be redirected to the Oneflow application.

7. The Company will be added as the counterparty in the Oneflow contract. The Company Contacts and contact information specified in Step 2 will appear as the contract participants.
   
   

Company

1. Open an existing company or create a new company in Hubspot. In the Oneflow pane, click on the Create Contract button.
2. If you are creating a contract from an existing company in HubSpot, it is the same as creating from an existing deal.
3. If you are creating a contract via a new company, it is the same as creating from a new deal.
4. When creating a contract from a company, all the contacts associated with the company will be added to the participants list. You can then select which contacts you wish to add as participants to the contract using the checkboxes.

Contact

1. Open an existing contact or create a new contact in Hubspot. And in the Oneflow pane, click on the Create Contract button.
2. If you are creating a contract from an existing contact, it is the same as creating from an existing deal.
3. If you are creating a contract via a new contact, it is the same as creating from a new deal.
4. When creating a contract from a contact in HubSpot, all the contacts of the company associated with the contact will be added to the participants list. You can then select which contacts you wish to add as participants to the contract using the checkboxes.

Switching to a different HubSpot account

To use the Oneflow app/integration with another HubSpot account, follow the steps below.

1. Log in to Oneflow as an administrator. Navigate to Marketplace > HubSpot.
2. Log in to the HubSpot account you wish to connect with Oneflow (i.e. in another browser tab).
3. On the HubSpot page in Oneflow, click on the Authenticate to HubSpot button. You will be redirected to HubSpot.
4. Select the HubSpot account you wish to connect to and click Choose Account to authorize.
5. In the event you wish to reverse this action, repeat the above steps and select the previous HubSpot account.

Registration number mapping

The registration number of the company (Reg No.) is transferred from the company's Organization number (Org no) in HubSpot and looks as follows in the Oneflow contract:

As a Oneflow admin, you can change the field set as the registration number in the company settings in HubSpot. 

To change the registration number field:

1. In the Oneflow pane of a HubSpot deal, click Settings.
   

2. Select a field in the Company registration number mapping field with which you want to map the company registration number.

Stage mapping

The Oneflow x Hubspot integration enables you to manage deal stages in different pipelines according to the contract status created from the deal with pre-configured values. You can set up this functionality under the Stage mapping tab on the Oneflow  Settings page.

Note:

To configure Stage mapping, you need to be logged in to HubSpot as admin. Once configured, the deal stage will be updated automatically when the contract status is changed.
Stage mapping does not affect deals with multiple contracts.

Configure stage mapping

To configure stage mapping:

1. Click the Stage mapping tab.
   The system will display the list of Pipelines in your Hubspot account, and you can configure stage mapping for each.

2. Select the pipeline to which you want to configure the stage mapping.

3. Click the toggle button to enable stage mapping for the selected pipeline.

4. You can select the targeted deal stage for each contract status change. The deal stages in the dropdown are based on the selected pipeline.

   Note:
   Please note that you can opt for 'No stage' change if you don’t need any stage change for a particular contract status change.

5. Apply the changes before you navigate to configure another pipeline.

6. You can configure stage mapping for every pipeline and individually enable or disable it.

Two-way sync

Under the Two-way sync tab in Settings, you can link HubSpot properties to data fields in Oneflow. This enables you to keep your data in sync on both platforms. 

To learn more, see Mapping HubSpot Properties and Two-way sync.