Get started with Oneflow x HiBob

Angelica Angelis
Angelica Angelis
  • Updated

Enable the HiBob integration

  1. Log on to Oneflow as an administrator, go to Marketplace > click HiBob and then Enable.

Configure the HiBob integration

  1. On the HiBob page in Marketplace, click the Setup button. You will be redirected to the configuration page.

NOTE

  • If you wish to try out Oneflow × HiBob features within a sandbox environment, click the Switch to the sandbox environment toggle.
  • You will need separate credentials (HiBob service user ID and service user token) to access the sandbox environment.
  1. On the configuration page, enter the HiBob (production or sandbox) service user ID and service user token. To learn more, see Get the HiBob service user ID and token.
  2. Click Submit.

Get the HiBob service user ID and token

  1. Log in to HiBob as an administrator.

  2. Click your profile icon in the top-right corner, then select System Settings from the dropdown menu. 

  3.  Navigate to Integrations > Automation > Service users > click Manage.

  4. Click + Create service user to add a new service user.

    INFORMATION

    If you already have a service user: click the three dots in the relevant service user row, then click Refresh token to get a new service user token.

  5. Enter an appropriate Service User name and Display Name.
  1. Click Next.
  1. Copy and paste the Service User ID and Token to their relevant text fields on the Configure HiBob page.
  2. Click Back to Oneflow (at the top-right corner) to return to the Marketplace page. You will then be redirected back to the HiBob page in Oneflow. The green tick next to Extension setup indicates that the configuration is successful.
  1. Set the required permissions for the service user in HiBob. To learn more, see Configure permission groups for service users.

INFORMATION

  • If the service user token in HiBob is refreshed after the Oneflow integration was configured, you will be disconnected from the Oneflow × HiBob integration. 
  • To reconnect to Oneflow, click the Setup button on the HiBob page in Oneflow Marketplace, then enter the new Service User ID and Token.

Configure permission groups for service users

  1. While logged in to HiBob as an administrator, click your profile icon in the top-right corner, then select System Settings and navigate to Account > Permission groups. 

  2. Click + Create permission group and select Service user. 

  3. Enter a name for the group in the Group name field. From the Select service users dropdown, select the checkboxes corresponding to each service user you want to add to the permission group.

  4. Click Apply. A confirmation box will appear; select Confirm to proceed, then click Create. The permissions page will load. You can now grant the necessary permissions to this group.

    NOTE

    To modify the permissions of an existing permissions group, open the group, then click Edit permissions.

  5. Important: See list of permissions that need to be enabled to ensure all necessary permissions are enabled. Select the checkboxes in each category in the Features and People's data tabs to configure permissions for the selected service users.
  6. Click Save. A confirmation box will appear; select Apply to proceed.

Required Permissions Reference

INFORMATION

To ensure a smooth experience, make sure the following permissions are enabled:

List of permissions to be enabled: 

Features → People

  • Add new people to the company.
  • Delete people from the company.
  • Invite people to join Bob.

People's data (selected categories)

Docs & Confidential Docs

  • Upload selected employees' docs in the folder.

People → About

  • Edit selected employees' About sections.
  • View selected employees' About sections.

Address

  • Edit selected employees' Address sections.
  • View selected employees' Address sections.

Basic info

  • Edit selected employees' Basic info sections.
  • View selected employees' Basic info sections.

Contract

  • Edit selected employees' Contract sections.
  • View selected employees' Contract sections.

EEO

  • Edit selected employees' EEO sections.
  • View selected employees' EEO sections.

Email

  • Edit selected employees' email addresses.

Emergency

  • Edit selected employees' Emergency sections.
  • View selected employees' Emergency sections.

Employment

  • Edit selected employees' Employment sections.
  • View selected employees' Employment sections.

Equity

  • Edit selected employees' Equity sections.
  • View selected employees' Equity sections.

Financial

  • Edit selected employees' Financial sections.
  • View selected employees' Financial sections.

Home

  • Edit selected employees' Home sections.
  • View selected employees' Home sections.

Identification

  • Edit selected employees' Identification sections.
  • View selected employees' Identification sections.

Jobs

  • Edit selected employees' Jobs sections.
  • View selected employees' Jobs sections.

Lifecycle

  • Edit selected employees' Lifecycle sections.
  • View selected employees' Lifecycle sections.

Payroll

  • Edit selected employees' Payroll sections.
  • View selected employees' Payroll sections.

Personal

  • Edit selected employees' Personal sections.
  • View selected employees' Personal section histories.
  • View selected employees' Personal sections.

Personal contact details

  • Edit selected employees' Personal contact details sections.
  • View selected employees' Personal contact details sections.

Training

  • Edit selected employees' Training sections.
  • View selected employees' Training sections.

User data

  • Edit selected employees' User data sections.
  • View selected employees' User data sections.

Work

  • Edit selected employees' Work sections.
  • View selected employees' Work sections.

Work contact details

  • Edit selected employees' Work contact details sections.
  • View selected employees' Work contact details sections.

Work eligibility

  • Edit selected employees' Work eligibility sections.
  • View selected employees' Work eligibility sections.

Configure data fields

To link HiBob fields to Oneflow data fields, follow the steps below.

INFORMATION

Introducing data fields

  • Data fields are smart contract variables that help seamlessly transfer candidate information from Oneflow to HiBob. To learn more, see Data fields.
  • For instance, when the candidate fills in their email in a data field within the Oneflow contract, this will automatically be transferred to the Employee email field of the employee's record in HiBob once both parties have signed the contract.
  • You can add data fields to a text or form section in a Oneflow template.

NOTE

  • By default, 30 System data fields are already mapped to HiBob fields and are unchangeable.
  • Apart from these 30 system data fields, you can map additional HiBob fields to Oneflow data fields under Custom data fields.
  • Once mapped, data fields can be accessed from the list of data fields in any template that uses the "HiBob template" playbook in Oneflow.
  • A maximum of 150 data field mappings in total are supported (System and Custom data fields).
  • To learn how to add custom fields to an employee's profile and set permissions in HiBob, see Set up people's data fields.
  1. Log in to Oneflow.
  2. Click Marketplace.
  3. Click HiBob.
  1. Click the Setup button. You will be redirected to the configuration page.
  1. Select the Configure Data fields tab.
  2. Click Add data field under Custom data fields.
  1. Select a HiBob property from the dropdown and provide a Oneflow label.
    HiBob property: Select the HiBob field to link to Oneflow.
    Oneflow label: Provide a name for the data field within Oneflow.
  1. Click Save to apply your changes. The Oneflow label provided will then appear in the list of data fields in your Oneflow template and contract.
  1. Ensure view and edit permissions are active for the data fields you added. To do this, navigate to Settings > Account > Permission groups > [Group name] > People's data > People.
  2. Click Edit permissions, then enable the “edit” and “view” permissions corresponding to the field name, and click Save.
    For example, if you mapped the Education field to a data field in Oneflow, enable “edit” and “view” permissions corresponding to the Education field in the People section. 

To learn more, see Set up people's data fields.

Next: Create a Oneflow template.

INFORMATION

You can control where signed contracts are stored and whether employees are created automatically in HiBob. See Configure automation settings to learn more.

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