Create a contract in Sympa HR

Angelica A
Angelica A
  • Updated

This article explains how to create and manage documents through the Sympa HR – Oneflow integration.

REQUIREMENTS

  • The integration between Oneflow and Sympa HR needs to be fully configured.
  • You need to be signed in to Oneflow and Sympa HR using the same email address.
  • You need the appropriate candidate-reporting permissions in Sympa HR.
  • The Oneflow template needs to be published and use the Sympa Template playbook.
  • The Oneflow template needs to contain exactly one PDF document section.
  • The Oneflow workspace and template IDs need to be mapped correctly in the Sympa HR template.
  • The authorized signer needs access to the mapped Oneflow workspace and template.

In Oneflow

Create a document template for Sympa HR

  1. Navigate to the desired workspace and open the Templates tab.
  2. Click + Create Template or open an existing template.
  3. Enter a template name and add the required content.
  4. Add exactly one PDF document section to the template.
  5. Open the Data fields tab.
  6. Open the Select playbook dropdown and select Sympa Template.
  7. Open Settings and expand Counterparty preferences.
  8. Set the Counterparty type to Individual.
  9. Click Publish and activate the template.
  10. Note the workspace and template IDs. These need to be added to the corresponding Sympa HR template. You can read more on how to add the template to Sympa HERE

IMPORTANT

  • One Sympa HR template can be mapped to only one Oneflow template.
  • The workspace_id and template_id values must be correct and appear only once in the Sympa HR template.

In Sympa HR

Check that the Contract option is available

Before creating a contract, confirm that the Contract option is available for the selected candidate.

  1. Open the candidate’s page in Sympa HR.
  2. Hover over the page group containing the link to contracts.
  3. Click Contract.

NOTE

The Sympa HR interface may differ depending on your organization’s configuration. If the Contract option is unavailable, contact your Sympa HR administrator.

Create a contract

  1. On the candidate’s Contracts page, click Create new.
  2. In the New document window, open the Electronic document dropdown.
  3. Select the appropriate Sympa HR template.
  4. Click Start e-signing.
  5. Review the automatically populated employee and authorized-signer details.
  6. To change the authorized signer, start entering the signer’s name and select the correct person from the suggestions.
  7. Update the Subject and Document name.
  8. Click Preview to review the contract in a new browser tab.
  9. Once you have reviewed the contract, click Send.

AUTHORIZED SIGNERS

  • The authorized signer’s email address needs to match their Oneflow account email address.
  • The authorized signer needs access to the workspace and template mapped in the Sympa HR template.
  • Multiple authorized signers can be added if this functionality has been enabled by your Sympa HR administrator.

NOTE

The Document name entered in Sympa HR is only displayed in the Sympa HR contract table. The contract name in Oneflow is managed separately in Oneflow.

Your contract has been created! The candidate will receive an email invitation containing a link to open and sign the contract in Oneflow.

Check the contract status

  1. Open the candidate’s page.
  2. Hover over the relevant page group, such as Contracting.
  3. Click Contract.
  4. Review the contract status in the contract table.

A contract can have one of the following statuses:

  • Completed: The contract has been signed by all parties.
  • Delivered: The contract has been delivered to the candidate.
  • Sent: The contract has been sent to the candidate for signing.
  • Declined: One of the parties has declined the contract.
  • Expired: The signing period has ended.

Once all parties have signed the contract, its status changes to Completed, and the signed contract becomes available in Sympa HR.

Troubleshooting

  • If the Contract option is unavailable, contact your Sympa HR administrator to confirm that it has been configured for the candidate page.
  • If you cannot create a contract but your colleagues can, confirm that your email address is registered in your organization’s Oneflow account.
  • Confirm that all contract participants have unique email addresses and phone numbers.
  • Confirm that the authorized signer is a valid Oneflow user and has access to the mapped workspace and template.
  • Confirm that the Sympa HR template contains the correct workspace_id and template_id values.
  • If you cannot find the contract in Oneflow, check the workspace ID in the Sympa HR template. The contract will be created in that workspace.
  • If contract creation fails, confirm that the Oneflow template contains exactly one PDF document section.

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