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.

App objects: Workflow uses cases

Oneflow Document and Oneflow Participant records can turn your contract activity into structured HubSpot data. 

You can use this data to update CRM records, notify teams, plan renewals, and report on contract progress.

This section provides practical examples based on the properties and associations created by Oneflow.

Choose the record that starts the workflow

Use the record whose properties describe the event you want to act on.

Update a Deal when its contract is signed

This workflow keeps the Deal stage aligned with the contract without requiring a sales representative to update it manually.

This example applies when the contract was created from a HubSpot Deal and the Oneflow Document is associated with that Deal.

1. In HubSpot, go to Automation > Workflows.
2. Select Create workflow > From scratch.
3. Select Met filter criteria.
4. Choose Oneflow Document as the record type.

5. Set the enrollment trigger to State is equal to signed. Select Next, then save the trigger.
   
   Add the following trigger:

   • Property: State
   • Rule: is equal to any of
   • Value: signed

   NOTE State is a text property populated from Oneflow. Use the exact value displayed on an existing Oneflow Document record when you configure the trigger.

   

6. Add the Edit record action.

   1. Select the + below the trigger.
   2. Search for and select Edit record.

   

7. Select the associated Deal as the record to edit, then set Deal stage to your signed or closed-won stage.

   1. Configure the action as follows:
   • Target object: Deal
   • Association to object: the available Deal association
   • Property to edit: Deal stage
   • Change type: Replace
   • Choose a value: Closed won

   

8. Add an internal notification for the Deal owner or onboarding team, if needed.
9. Review the workflow, test it with a sample Oneflow Document, then publish it.

You can create a similar workflow for declined contracts. Set State to declined, then notify the Deal owner or move the associated Deal to the appropriate stage.

Create a renewal reminder

Use the Oneflow Document lifecycle dates to surface contracts before they reach the end of their term.

1. Create a Oneflow Document workflow.

2. Trigger: Set the enrollment criteria so Lifecycle contract end time is after today and within your renewal window, such as the next 90 days.

   You can add other criteria required by your process, such as Lifecycle state.

   

3. Action: Under Communications, choose a notification type, such as email or an in-app notification, and configure it. 

   

4. In the action configuration fields, include the Oneflow contract properties you need, such as the contract name, end time, document value, and Document link. 

   

5. Test the date criteria with a sample record, then publish the workflow.

If the Oneflow Document is associated with a Deal, you can also edit that Deal or create the next CRM step required by your renewal process.

Other workflow ideas

The available workflow actions depend on your HubSpot subscription. When an action targets another record, that record must be associated with the enrolled Oneflow record.