Create contracts using Oneflow x HiBob

Create a template

1. Log in to Oneflow.
2. Click on the Templates icon from the side panel.

3. Click on the Template Library, then select Employment contract. Alternatively, to create a document from scratch, click on + Create template.

4. Click on the current template name and enter a new name for your template (i.e. “HiBob Template One”).

5. Click on the Data fields icon in the side panel. From the Select playbook dropdown, select HiBob Template.

6. Customize the template to match your needs by editing its sections.
7. Open the Data fields tab in the right sidebar to view available fields. You can then insert these fields into your template sections.
8. Add data fields to your template to transfer information to fields in HiBob. To learn more, see Add data fields to a text section and add data fields to a form section.
9. Click on the Publish button to activate the template.

9. You can now start creating contracts with this template.

Add data fields to a text section

1. Position the cursor where you want to add a data field (i.e. where input is required from the candidate).

2. Click on the Insert data-field icon to add a data field.

3. Select the corresponding HiBob data field from the dropdown. This is the field in HiBob to which the candidate’s input will be transferred.

4. Click on Confirm to insert the data field into the template.

5. Double-click on the data field to customize its placeholder text and other attributes.

6. Click Confirm to save the field settings.
7. Repeat these steps for each data field you want to link.

Add data fields to a form section

To customize data fields within a form section, perform the following:

1. Click on the form field to edit the field’s name and the HiBob data field it is linked to.
2. From the Data field dropdown, select a HiBob data field you want to link. This is the field in HiBob to which the candidate’s input will be transferred.

3. Click Save.
4. To add another row of fields to the form section, or to customize form options, click on the cog icon near the form section.

5. Repeat these steps for each data field you want to link.

Creating and updating employees

Employee information entered into Oneflow data fields will be transferred to HiBob once the contract is signed.

How Employee Creation/Update Works

• Create a new employee in HiBob when the contract is signed:
  • Leave the Employee ID data field blank, while filling in the remaining fields, and send the contract.
  • A new employee record will be created in HiBob once the contract is signed by all signatories.
• Update an existing employee in HiBob when the contract is signed:
  • Fill in the Employee ID data field, along with the remaining fields, and send the contract.
    OR
  • Fill in the Employee email data field, along with the remaining fields, and send the contract.
  • If both the Employee ID and Employee email fields are filled, then they need to match a corresponding employee record in HiBob. If a match cannot be found, you will receive an error message to your registered email address.
  • If a match exists, then the HiBob employee record corresponding to the Employee ID or Employee email will be updated once the contract is signed by all signatories.
• If you are updating an employee through a contract using the Sandbox environment, then the Employee Work Effective Date field is mandatory and needs to be filled.

Creating a contract

You can now create a contract for a candidate using the HiBob template you created.

1. Click on the + New document icon from the side panel.

2. From the Use template section, select the template you created for HiBob.

3. Customize the contract to match your needs.
4. Click + Add counterparty to add an employee as a counterparty to the contract.

5. Select Individual as the counterparty type.

6. Fill in the data fields in the text or form sections with the participant's details (i.e., employee's details).
7. Click Confirm.
8. Click on Save changes.

9. Click Send. In the dialog that appears, enter a Subject and Message, then click Send again to finalize.

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.

1. Create a contract in Oneflow using the existing HiBob template (which already includes mapped data fields). 

   INFORMATION           You can fetch field data if the HiBob template in Oneflow contains the employee’s ID, email address, or both. If both identifiers exist, but point to different employees, Oneflow prioritizes and uses the email address to retrieve the employee’s details.

   

2. Enter the employee’s HiBob ID or email address in the linked data field.

NOTE 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 draft contract.
4. Reload the page. Oneflow will check if there’s an existing employee in HiBob matching the provided ID or email. If a match is found, Oneflow will automatically fill in the fields that are mapped in the document using the data from that HiBob profile.
5. Perform changes to the data fields (i.e. salary, work effective date), and send the contract.
6. Once the contract is signed the changes will be transferred to HiBob.

Use case: promoting an employee while updating their salary