Template: Convert new Box account PDF file into Oneflow contract (Zapier)

This Zap creates Oneflow contracts whenever a file is uploaded to a folder in a Box account.

1. Trigger: New file in Box Account

This Zap starts whenever a new file is uploaded to a folder in the specified Box account.

Choose account

• Box account: Select a Box account from the dropdown list.
  • You can choose from Box accounts already connected to your Zapier account.
  • If the desired account isn't listed, click + Connect a new account to add one.

Set up trigger

• Folder: Choose the folder in your Box account where files will be uploaded.
  • Use the dropdown menu to navigate through the folder structure.
• Share: Optionally, select a sharing level for the uploaded file (Open, Company, or Collaborator access).

2. Filter files in the Box account

This step filters files based on specific criteria. You can customize the default filters or click Continue to proceed.

• Only continue if...
  • Name: The file name should end with the .pdf extension (default).
  • This Zap runs only if the uploaded file is a PDF.
  • You can edit or add additional filter options to define your own criteria.

3. Action: Create contract in Oneflow

After identifying the uploaded file, Oneflow will automatically create a contract.

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 user who will create the contract.
  • The available Templates and Workspace options depend on the selected account.
• Contract name: Automatically uses the uploaded document's name, followed by "Contract".
• Workspace: Choose the Oneflow workspace where the contract will be created.
• Template: Select a contract template from your Oneflow account.

Data fields (optional)

• How many data fields to map: Enter a number between 1 and 3.
  • The corresponding number of fields will appear below.
• Custom ID of field n: Select the Oneflow data field from the dropdown list.
• Value of field n: Enter the value to populate the data field.

4. Action: Add attachment or Expanded PDF in Oneflow

This step attaches the uploaded file from Box to the created Oneflow contract.

• Add attachment or Expanded PDF as: Choose who performs the action.
  • Contract creator (default): Adds the attachment as the creator.
  • Another Oneflow user: Adds the file under another Oneflow account user.
• File name: Defaults to the original Box file name.
• File: Select the Box file or paste its public link (max 20 MB).
• Contract ID: Automatically populated from the contract creation step.
• Upload as: Choose between Attachment (default) or Expanded PDF.

5. Action: Add participant in Oneflow

This step adds a participant to the contract.

• Add new participant to contract as: Choose who performs this action.
  • Contract creator (default): Adds the participant as the creator.
  • Another user: Adds the participant as another Oneflow user.
• Contract ID: Automatically fetched from the previous action.
• Participant type: Choose a type from the dropdown.
  • 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 organization.
• Company name (if participant type is company): Enter the company name.
• Participant name and email: Default to the connected Box account but can be edited.
• Role in contract:
  • Signatory (default): The participant must sign the contract.
  • Viewer: The participant can only view the contract.

6. Action: Send outbound email

This final step sends the created Oneflow contract to a contact via email.

• Fill in the details to send the email.
• To: You can include up to five recipients, separated by commas.
• Subject: A default subject is included but can be edited.
• Body: The body includes a default message with a link to the Oneflow contract.