Template: Create a Oneflow contract when candidate stage in Workable is moved to offer and send an email to the owner (Zapier)

When a Zap is created using this template, it automatically creates a Oneflow contract whenever a candidate is moved to the Offer stage in Workable.

The candidate is added as an individual counterparty to the contract, and the contract is sent via email to the candidate.

1. Trigger: Updated candidate stage in Workable

App & event

• Select Workable as the app.
  • This is the app from which the trigger event is captured.
• Event: Select Updated Candidate Stage.
  • This triggers the Zap when a candidate's stage is updated.

Choose account

• The Account dropdown displays a list of connected Workable accounts.
• If no accounts are connected, you'll need to connect your Workable account to Zapier.

Set up trigger

• Account: Select your Workable account.
• If your account isn't listed, click + Connect a new account.

Configure trigger

• Account: Select your Workable account.
• Job: Leave this empty to capture stage changes from all job listings. To filter by specific jobs, select a job from the dropdown.
• Stage: Set this to Offer to trigger the Zap whenever a candidate reaches that stage.

2. Action: Create contract in Oneflow

App & event

• Select Oneflow as the app.
• Event: Select Create Contract.
  • This creates a new contract in your Oneflow account.

Choose account

• Oneflow account: Select your connected Oneflow account.
• If your account isn't listed, click + Connect a new account. Learn more: Connecting to Oneflow accounts.

Set up action

• Create contract as: Select the Oneflow user who will create the contract. The available Templates and Workspace options depend on the selected account.
• Contract name: Defaults to the candidate's Full name and Position title from Workable. You can customize this field.
• Workspace: Select the workspace where this contract will be created.
• Template: Select a template from your Oneflow account.

Data fields (optional)

• How many data fields to map: Enter the number of data fields you would like to configure (1–3).
  • The corresponding fields will appear below.
• Custom ID of field n: Select the Oneflow data field from the dropdown (e.g., "Candidate_Emails 1").
• Value of field n: Enter or map the value to assign to that field (e.g., the candidate's email from Workable).

3. Action: Add participant in Oneflow

The Oneflow contract includes two main participants: the candidate from Workable (as the counterparty) and the contract creator (as the owner-side party).

App & event

• Select Oneflow as the app.
• Event: Select Add Participant.
  • This adds participants to the contract.

Choose account

• Oneflow account: Select your connected Oneflow account. If it's not listed, click + Connect a new account.

Set up action

• Add new participant to contract as: Choose who adds the participant.
  • Contract creator (default): Adds the participant as the contract creator.
  • Another Oneflow user: Adds the participant as another Oneflow user.
• Contract ID: Automatically populated from the previous step (step 2).
• Participant type: Choose the type of participant.
  • Individual (default): Adds an individual as a counterparty.
  • Colleague/Participant: Adds an owner-side party.
  • Company: Adds a company as a counterparty.

• Party ID (if participant type is colleague): Enter a unique identifier for the legal entity.
• Company name (if participant type is company): Enter the company name.
• Participant name: Defaults to the candidate's Full name from Workable.
• Participant email: Defaults to the candidate's email from Workable.
• Participant contact number: Defaults to the candidate's phone from Workable (if available).
• Role in contract:
  • Signatory (default): The participant must sign the contract.
  • Viewer: The participant can only view the contract.

4. Action: Send contract in Oneflow

App & event

• Select Oneflow as the app.
• Event: Select Send Contract.
  • This sends the created contract to all participants.

Choose account

• Oneflow account: Select your connected Oneflow account. If it's not listed, click + Connect a new account.

Set up action

• Oneflow user performing this action: Select the Oneflow user who will send the contract (defaults to Contract creator).
• Contract ID: Automatically populated from the previous step (step 2).
• Subject: The email subject line. Defaults to include the candidate's name and position title from Workable. You can customize this field.
• Message: The email message body sent with the contract. A default message is provided that includes the candidate's name and position. You can customize this field.

5. Action: Send outbound email in Email by Zapier

App & event

• Select Email by Zapier as the app.
• Event: Select Send Outbound Email.
  • This sends an email notification when the Zap is triggered.

Set up action

• To: The email recipient. Defaults to the owner-side participant's email address.
• Subject: The email subject line. Defaults to include the candidate's name and position title (e.g., "Candidate [Full name] got an offer as [Position title]").
• Body (HTML or Plain): The email message content. A sample template is included with the candidate's name, position title, and a link to the Oneflow contract.

Each time a candidate's stage is updated to Offer in Workable, this Zap automatically generates a contract in Oneflow and sends it to the candidate. The contract owner also receives a notification email with a direct link to the contract.