Create a contract with HiBob

Angelica A
Angelica A
  • Updated

This article explains how to create documents through the HiBob – Oneflow integration and transfer employee information between Oneflow and HiBob.

REQUIREMENTS

  • The integration between Oneflow and HiBob needs to be configured.
  • The template needs to be published.
  • The template needs to use the HiBob Template playbook.
  • The template needs to contain the data fields that should transfer information between Oneflow and HiBob.
  • The user needs permission in Oneflow to create documents from the template.

In Oneflow

Create a document template for HiBob

  1. Open the desired workspace and click Templates in the side panel.
  2. To use an existing template, open the Template Library and select Employment contract.
  3. Alternatively, click + Create template to create a template from scratch.
  4. Click the current template name and enter a descriptive name.
  5. Open the Data fields tab.
  6. Open the Select playbook dropdown and select HiBob Template.
  7. Customize the template and add the sections you need.
  8. Add the data fields that should transfer information between the Oneflow document and HiBob.
  9. Click Publish to activate the template.

INFORMATION

Data fields are contract variables used to transfer information between Oneflow and HiBob. For example, an email address entered in a linked Oneflow data field can be transferred to the employee’s email field in HiBob after the contract is signed.

Create a contract

  1. Click + New document in the Oneflow side panel.
  2. Under Use template, select your published HiBob template.
  3. Customize the contract as needed.
  4. Click + Add counterparty.
  5. Select Individual as the counterparty type.
  6. Add the employee as a participant.
  7. Enter the employee information in the linked data fields.
  8. Click Confirm.
  9. Click Save changes.
  10. Click Send.
  11. Enter the email Subject and Message.
  12. Click Send again to send the contract.

Your contract has been created! Once all signatories have signed it, the linked employee information will be transferred to HiBob.

Create or update an employee

The values entered in the Oneflow data fields determine whether the integration creates a new employee or updates an existing employee in HiBob.

Create a new employee

  1. Leave the Employee ID data field empty.
  2. Complete the remaining employee data fields.
  3. Send the contract for signing.
  4. Once all signatories have signed, a new employee record will be created in HiBob.

Update an existing employee

  1. Enter the existing employee’s Employee ID, Employee email, or both.
  2. Complete or update the remaining employee data fields.
  3. Send the contract for signing.
  4. Once all signatories have signed, the matching employee record will be updated in HiBob.

IMPORTANT

  • If both the Employee ID and Employee email are entered, they need to match the same HiBob employee.
  • If no matching employee can be found, an error notification will be sent to your registered email address.
  • When updating an employee through the Sandbox environment, the Employee Work Effective Date field is required.
  • The signed contract can be stored in the employee’s Confidential Docs section, depending on your automation settings.

Auto-fill employee details from HiBob

This feature can save you time by fetching and auto-filling existing HiBob employee details directly into your Oneflow document.

REQUIREMENTS

  • HiBob needs to be connected to Oneflow using a valid service user ID and token.
  • The service user needs the required HiBob permission groups.
  • The template needs to use the HiBob Template playbook and contain mapped data fields.
  • The fields that should be retrieved from HiBob need to be configured in the integration settings.
  1. Create a contract using a HiBob template containing mapped data fields.
  2. Enter the employee’s HiBob ID or email address in the corresponding data field.
    You can find the employee’s HiBob ID in the employee's profile URL in HiBob (example: [https://app.hibob.com/people/employee-profile/](https://app.hibob.com/people/employee-profile/) ).
  3. Save the contract as a draft.
  4. Reload the page.
  5. Oneflow will search for a matching employee in HiBob and populate the configured fields.
  6. Review and update the employee information, such as salary or job details.
  7. Send the contract for signing.
  8. Once the contract has been signed, the updated information will be transferred to HiBob.
NOTE 

If an error occurs while updating the employee profile in HiBob, you will receive a notification to your registered email address.

EFFECTIVE DATES

  • If you update work-related information, such as the employee’s job title, department, or manager, also update the Work Effective Date.
  • If you update salary-related information, also update the Salary Effective Date.

DATA TRANSFER LIMITATIONS

The following fields are not transferred from Oneflow to HiBob:

  • Reports to
  • Direct reports
  • Employment type
  • Buddy
  • HRBP
  • Payroll manager
  • IT admin
  • Manager’s ID
  • Second-level manager
  • Is a manager
  • Number of direct reports
  • Number of direct and indirect reports
  • Job category

Calculated HiBob fields, such as Age, Birthday, and Accumulated Tenure, are updated automatically when their underlying fields change.

Use case: promoting an employee while updating their salary

Use case: promoting an employee while updating their salary

  • Assume your organization has decided to promote an employee, Sara, from HR Manager to Senior HR Manager. To formalize this promotion in the form of a contract, you create a contract in Oneflow.
  • However, instead of manually copying and pasting or re-entering her details from HiBob to Oneflow, you want to fetch the employee’s data automatically from HiBob to the Oneflow document.
  • You simply create a contract using a HiBob template, enter Sara’s email address into the data field, and save the contract. Once you reload the page, ta-da, all remaining fields have been auto-filled.
  • Since Sara’s promotion also includes a pay raise, you can easily update the new salary value in the linked data field. Once Sara signs the contract, the new salary will be updated in HiBob as well.

Troubleshooting

  • If a template is unavailable, confirm that it is published and uses the HiBob Template playbook.
  • If employee information is not transferred, confirm that the required data fields have been added and mapped correctly.
  • If a new employee is not created, confirm that the Employee ID field was left empty and that all required employee information was entered.
  • If an existing employee is not updated, confirm that the Employee ID or Employee email matches an existing HiBob employee.
  • If both identifiers are entered, confirm that the employee ID and email address belong to the same employee.
  • If auto-fill does not work, confirm that the HiBob service user and permission groups are configured correctly.
  • If updated work or salary information is not transferred, confirm that the relevant effective-date field has also been updated.
  • If an employee update fails, check the error notification sent to your registered email address.

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