Workflows: Use cases (HubSpot)

When a ticket is closed, create a contract with pre-populated ticket and contact details

Consider a ticket from a customer with standard service requests, like a package upgrade, where the customer's SLA needs to be updated.

Prerequisites

• The Oneflow template should contain data fields.
• HubSpot contact properties should be mapped to Oneflow data fields in the Two-way sync & mapping settings. To learn more, see Two-way sync.

Trigger

• Configure a ticket-based workflow that triggers when a ticket reaches a particular stage (e.g., ticket closure).

Actions

• Add a branch based on 'Time to First Response SLA Status'.
• From the Oneflow panel, add a Create contract action to the "happy path" (i.e., when the SLA is restored on time) to create a Oneflow contract with a template of your choice. This will contain all contact and ticket-related property mappings.

• Upon creation, the contract will be populated with the contact and ticket property values, ready to be signed by the customer.
• You can add the contact from HubSpot as a participant to the contract via the Add participants to a contract action.
• You can then publish and send the contract to be signed by the signatories via the Send contract action.

A lead submits a marketing form on your website

Automatically create a contract in Oneflow whenever a lead submits a marketing form on your website.

Prerequisites

• The fields in the marketing form must be mapped to properties in HubSpot when you design the form.
• The Oneflow template should contain data fields.
• HubSpot contact properties should be mapped to Oneflow data fields in the Two-way sync & mapping settings. To learn more, see Two-way sync.

Trigger

• Enroll a contact whenever they submit a marketing form on the website.

Action

• Add a Oneflow action to Create a contract. The contact's information will be populated in the contract's data fields.
• You can add the contact from HubSpot as a participant to the contract via the Add participants to a contract action.

Automatically create contracts based on HubSpot triggers

Workflows provide endless customization options for your contract flow. You can add Oneflow’s Create contract and Send contract actions to a workflow trigger of your choice to automate the contract creation and publishing process. The workflow will run whenever a specific trigger condition is met in HubSpot (for instance, when a deal moves from one stage to another, or exceeds a certain monetary value).

Trigger

• For instance, you can add a trigger that enrolls a deal whenever it moves to the "Decision-maker bought-In" stage in your sales pipeline.

Action

• Add a Oneflow action to Create a contract based on a template of your choice. Note: With two-way sync configured, your contract will automatically populate with deal-related information mapped to data fields.
• You can then add HubSpot contacts associated with the deal object as participants to your Oneflow contract via the Add participants to a contract action.

Automatically create contracts tailored to customer segments

Use if/then branches to tailor your contracts to diverse customer segments.

Trigger

• Add a trigger to enroll a contact when they become a sales-qualified lead.

Actions

• Add a branch based on Industry (or any other contact property by which you wish to segment customers).
• In this example, if the contact’s industry is “IT”, the Create contract action is added to create a contract using a specific template in a particular workspace. Likewise, if the contact’s industry is “Telecommunications”, the Create contract action is configured to create a contract using a different template and workspace.

Keep Oneflow contracts updated when HubSpot deal details change (push updates)

Sales cycles are dynamic. Deal terms can change after a contract has already been created, especially during negotiation. Instead of manually updating the contract or creating a new one, you can use the Push updates to contract action to send the latest mapped HubSpot values to the existing Oneflow contract.

For example, a sales rep creates a contract from a HubSpot deal. Before the prospect signs, they request a change to the deal amount and close date. The sales rep updates those values in HubSpot, and a workflow pushes the updated values to the matching Oneflow contract.

Prerequisites

Trigger

• Configure a deal-based workflow that triggers when key deal properties are updated.
• For example, trigger the workflow when Amount, Close date, Deal stage, or another mapped deal property changes.

Actions

• From the Oneflow panel, add the Push updates to contract action.
• Select the Oneflow user who should perform the action.
• Add the contract ID of the Oneflow contract you want to update.
• When the workflow runs, HubSpot uses the enrolled deal record as the source of the updated values.
• Oneflow then updates the matching mapped data fields in the selected contract.
• If the contract is connected to a HubSpot deal with line items, the action can also update product table rows in Oneflow, provided the product mappings are valid.

Sync negotiated Oneflow contract updates back to HubSpot (fetch updates)

Oneflow contracts can be interactive. During the contract process, participants may update editable fields, such as quantities, billing details, or other negotiated terms. Use the Fetch updates from contract action to bring those updates back into HubSpot, so your CRM reflects the latest contract data.

For example, a prospect receives a Oneflow contract and changes the product quantity directly in the Oneflow contract. A HubSpot workflow can then fetch that updated quantity from Oneflow and update the associated HubSpot deal's line item property. This helps keep CRM reporting in HubSpot in sync with what was actually agreed in the contract.

Prerequisites

Trigger

• Configure a workflow trigger based on your preferred sync point.
• For example, run the workflow on a schedule, after a deal reaches a specific stage, or when your team marks a contract as ready to sync.

Actions

• From the Oneflow panel, add the Fetch updates from contract action.
• Select the Oneflow user who should perform the action.
• Add the contract ID of the Oneflow contract you want to fetch updates from.
• When the workflow runs, Oneflow uses the contract ID to retrieve the latest supported updates from the contract.
• HubSpot then updates the mapped properties on the enrolled HubSpot record.
• If the contract is connected to a HubSpot deal with line items, the action can also update supported deal line item values in HubSpot.