Working with data fields (Zapier)

Explaining the concepts

Think of data fields as smart variables in your Oneflow document.

When setting up a Zap that creates a Oneflow contract based on a trigger, you can assign values to data fields in Oneflow from a Zapier app integration.

A USE CASE For instance, consider a scenario where you want to create a Zap that automatically creates a Oneflow contract (action) whenever a contact’s lifecycle stage is changed from subscriber to lead in HubSpot (trigger). In this case, you can map HubSpot properties to data fields in Oneflow. For example, the HubSpot property Deal amount can be mapped to a Oneflow contract data field called Deal_amount. Once the contract is created, the value of the Deal amount property in HubSpot will be transferred to the data field in the Oneflow contract.

Stage 1: Create a template group

To create a Template group in Oneflow, perform the following steps:

1. Navigate to Admin > Workflows.
2. Under the Template groups tab, click on the + Add a template group button.
3. Provide a suitable name and description, then click Confirm to proceed. 
   You have now successfully created the Template group.

Stage 2: Add data fields to the template group

After creating the Template group, it will appear in the list of template groups.

1. Click on your template group.

2. Click on the Data Fields tab.

3. Click on + Add a data field.

4. Enter an appropriate name for the data field, then click Confirm.

Stage 3: Create a template with data fields

1. Click on the Templates icon from the side panel.

2. Select a template from the Template Library, create a new one, or open an existing template.
3. Rename your template by clicking on its name and entering a new one.

2. Click the Data fields icon in the side panel. From the Template groups dropdown, select Dynamics CRM Template and Save the template.
   
   

Adding data fields to a text section

2. Click + Add content and add a Text and image section to your template (if it doesn’t already have one).

6. Position your cursor where you want to add a data field in the document.
7. Click the Insert data-field icon to add a data field.

8. Select your desired data field from the Data Field dropdown (these come from your Template Group).

9. Click Confirm to insert it into the template.

10. Click Save, then click Publish to activate the template.
    

Adding data fields to a form section

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.

Stage 4: Map data fields to Zapier

1. Open or create a Zapier template workflow (Zap) of your choice. In the Create contract in Oneflow action, select your template from the Templates dropdown.

   This template should be the one you assigned to a Template group in Step 4 of Stage 3.

   

2. In the field labeled How many data fields do you need to map while creating the contract?, enter the number of data fields to map (1 to n, depending on your template).
3. In the Custom ID of field n field, select your data field from the dropdown. You should now see your data fields listed in Zapier.
4. In the Value of field n field, select a value to assign to that data field.
   • This value can come from the trigger app in the Zap (e.g., a HubSpot property).
   • For instance, if the trigger event is from HubSpot, select a HubSpot field and press Enter to assign it.