Template: Create Oneflow contracts when an opportunity's status changes in Close CRM (Zapier)

Christoffer Utterborn
Christoffer Utterborn
  • Updated

This Zap creates a Oneflow contract whenever an opportunity's status changes in Close CRM.

This streamlines CRM processes, ensuring the timely creation of contracts.

1. Trigger: New opportunity status in Close

App & Event

  • Select Close CRM as the App.

  • Event: Set to New Opportunity in Status (This triggers the Zap when an opportunity's status changes in Close).

Choose account

  • Choose account: Select a Close CRM account from the dropdown.
    • Getting an API key for Close CRM: In your Close CRM account, navigate to Settings > Developer > API Keys and generate a new API key. Copy and paste the key to authenticate.

Set up trigger

  • Select your trigger conditions for opportunity status change in Close.
    • Example: Setting New Status ID to Proposal Sent runs the Zap when an opportunity enters that stage.
    • Setting New Status ID to Won runs the Zap when an opportunity is marked as won.
    • Setting both Old Status ID and New Status ID runs the Zap only when the opportunity moves from a specific old status to a specific new status.
  • Trigger on Opportunity Creation: Defaults to No. Change to Yes if you want the Zap to run when a new opportunity is created.

2. Action: Find contact in Close

This action retrieves contact data from Close to be used in the Oneflow contract creation step (specifically for adding participants).

  • Contact Name, Email, Phone, and Title: Select the relevant fields from the Close opportunity to map to Oneflow.
  • Lead ID: The template uses lead_id (the ID of the lead in Close) by default, but you can change this search field if necessary.

3. Action: Create contract in Oneflow

When the Close opportunity reaches the specified stage, a contract is created in Oneflow.

Choose account

  • Oneflow account: Select your connected Oneflow account.

Set up action

  • Create Contract as: Select the user who creates the contract in Oneflow. Note: Available Workspaces and Templates depend on the user selected here. Select this field first.
  • Contract Name: Defaults to the Lead name from the Close opportunity.
  • Workspace: Select the Oneflow workspace where the contract will be created.
  • Template: Choose a contract template from your Oneflow account.

Data fields (Optional)

If you cannot see data fields in the Zapier dropdown, you likely need to configure a Template Group in Oneflow. This allows you to set common data fields for your templates.

HOW TO CONFIGURE TEMPLATE GROUPS

  1. Create a Template Group: In Oneflow, navigate to Admin Workflows Template groups. Click + Add a template group, name it (e.g., "Close CRM"), and confirm.
  2. Add Data Fields: Click on your new template group, select the Data Fields tab, and click + Add a data field. Enter names for the fields you want to populate from Close (e.g., "Deal Value").Add data field button

  3. Connect to Template: Open your contract template, click the Template group dropdown, and select the group you just created.

    Select Template Group
    Save Template Group

  4. Map in Template: Within the template editor, highlight the text you want to be dynamic, click the Data field icon, and select the field you created in Step 2. You can also map data fields to forms in a document.

    Insert data-field icon
    Selecting data field

Once complete, refresh fields in Zapier to see your data fields in the dropdown list below.

  • How many data fields do you need to map? Enter a number (e.g., 1–3) depending on the number of fields you want to configure.

    • The corresponding number of input fields will appear below.

  • Custom ID of field n: Select the Oneflow data field from the dropdown list.
  • Value of field n: Map the corresponding value from Close CRM.

4. Action: Add participant in Oneflow

This step adds a participant to the contract using the data retrieved in Step 2.

NOTE

This template includes pre-filled participant fields based on the actions above. Modify them if needed or click Continue to proceed.

  • Add new participant to contract as: Select the user performing this action.
    • Contract creator: Adds the participant as the contract creator.
    • Another user: Adds another Oneflow user from your account.
  • Participant type: Select the participant type.
    • Individual (Default): Adds an individual as a counterparty.
  • Colleague/Participant: Adds an owner-side party.
  • Company: Adds a company as a counterparty.

NOTE

The required fields change depending on the participant type selected.

  • Party ID (if colleague): Enter the company’s legal identifier.
  • Company name (if company): Enter or map from Close CRM.
  • Participant Name, Email, and Phone: These are automatically mapped from the contact found in the "Find Contact in Close" step.
  • Role in contract:
    • Signatory: The participant signs the contract.
    • Viewer: The participant can view but not sign.

5. Action: Create a note in Close

Close CRM logs activities such as contract creation. This step adds an activity note in Close containing a link to the created Oneflow contract.

  • You can edit the default message or keep it as is. Click Continue to complete setup.

NOTE

After completing all steps, publish the Zap to automate contract creation between Close CRM and Oneflow.

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