Template: Create Oneflow contracts for updated deal entries in Zoho CRM (Zapier)

This Zap creates a Oneflow contract whenever a deal is created or updated in Zoho CRM.

This streamlines CRM processes, ensuring timely contract creation and reducing manual data entry errors.

1. Trigger: New/Updated module entry in Zoho CRM

App & Event

• Select Zoho CRM as the App.
  • Note: You will require a premium Zoho account to integrate Zoho CRM as an app inside Zapier.
• Event: Select New/Updated Module Entry in Zoho CRM as the event.

Trigger

• Module: By default, this is set to Deals. This means the Zap starts when a new deal is created or updated in Zoho CRM.

2. Filter setup and testing

After a deal is created or updated in Zoho CRM, a filter checks the stage name. The Zap continues only if the deal matches the stage specified in this filter.

• From the first field, select the attribute to filter by (default: Stage).
• From the second field, select a condition such as Text Exactly matches.
• In the third field, enter the name of the stage you wish to filter deals by (e.g., “Qualification”). The Zap will only continue if the deal is in that stage.

3. Action: Find the module entry in Zoho CRM

To add a participant to the Oneflow contract, you’ll need contact details related to the Zoho deal. This step retrieves that information.

App & Event

• Event: Select Find Module Entry.

Action

• Module: Set to Contacts (this will search for contact data).
• Field name: Choose the field to search by (e.g., Full Name).
• Value: Enter a value for that field — for example, the full name of the contact linked to the deal.
• Should this step be considered a success when nothing is found: Default is No. Setting this to Yes allows the Zap to continue even if no contact is found (you’ll then need to add the participant manually in the next step).

4. Action: Create a Contract in Oneflow

When the Zoho CRM deal reaches the specified stage, a contract is created in Oneflow.

Choose account

• Oneflow account: Select your Oneflow account from connected accounts in Zapier.
  • If your account is not listed, click + Connect a new account. See Connecting to Oneflow accounts for more information.

Action

• Create Contract as: The Oneflow user creating the contract. The Templates and Workspace lists update based on this account.
• Contract Name: Defaults to the Potential Name field from Zoho CRM. You may customize it.
• Workspace: Choose the workspace where the contract will be added.
• Template: Select a Oneflow template.

Data fields (Optional)

• How many data fields do you need to map? Enter the number of data fields (1–3).
• Custom ID of field n: Select the Oneflow data field from the dropdown.
• Value of field n: Enter the value to assign to that field.

5. Action: Add Participant in Oneflow

This step adds a participant to the contract using details obtained in Stage 3.

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

• Party ID (if participant type is colleague): Enter a unique company identifier.
• Company name (if company): Defaults to the Account Name field from Zoho CRM.

• Participant name: Defaults to the Full Name from Zoho CRM.
• Participant email: Defaults to the contact’s email from the deal in Zoho CRM.
• Participant phone: Defaults to the contact’s phone from Zoho CRM.
• Role in contract:
  • Signatory: The participant must sign the contract.
  • Viewer: The participant can only view the contract.

6. Create a note with a link to Oneflow contract inside the deal in Zoho

1. A fresh record containing a link to the Oneflow contract will be established within the Notes section of the Deals module.
2. To update a note in the related module, you need to provide the related deal ID as the parent ID.