Getting started with Flex HRM x Oneflow

Overview

The Flex HRM x Oneflow integration connects your HR system with Oneflow to streamline employment workflows. It automatically fetches employee details from Flex HRM into Oneflow contracts and updates employee records when contracts are signed.

Additionally, it uploads both pending and signed contract PDFs directly to the employee's Flex HRM profile, keeping your documentation in sync at every stage.

Before you begin

• Flex HRM credentials: username and password with appropriate permissions.
• A document category in Flex HRM with a name starting with "Oneflow" (for example, "Oneflow Documents") that has "Used in Employment Register" enabled.

Supported workflows

• Fetch Employee Data: Automatically fetch employee details from Flex HRM into Oneflow Documents when you enter an employee number. Add a company number if your Flex HRM account has multiple companies or reused employee numbers.
• Update on Sign: Update employee profiles and employment periods in Flex HRM with Oneflow document data upon signing.
• Archive Signed Oneflow document: Upload signed and published Oneflow document to employee profiles in Flex HRM.
• Manager Assignment: Add the employee's immediate manager as an owner-side colleague in Oneflow.
• Dynamic Naming: Update the Oneflow document name automatically using employee and template names.

How it works

Triggers and actions

The integration responds to four contract events:

Create a Flex HRM API user

The integration authenticates with Flex HRM using a dedicated API user account. You must create this user in Flex HRM and have its credentials ready before you can complete the Oneflow setup. These credentials are required in Step 1: Prepare your Flex HRM credentials.

Required roles and permissions

The API user must have the following permissions in Flex HRM:

• View and update employees
• View and update employment periods
• View and update employment documents
• View and update employment rates
• Access to all companies whose employees will be managed through this integration

Request an API user from Flex HRM

You can reach the Customer Delivery team through:

• Service portal: flexhrm.com/support, weekdays 8:00 AM to 4:00 PM
• Phone: +46 19 10 39 15, weekdays 8:00 AM to 12:00 PM

When you contact them, specify that you need:

• A new user account intended for API and integration use
• The permissions listed in Required roles and permissions above

Setup

Step 1: Prepare your Flex HRM credentials

You must encode your Flex HRM credentials in Base64 format before you connect in Oneflow.

You will need:

• Flex HRM customer number
• Base64-encoded authentication string

Construct the credential string

Combine your Flex HRM details in the following format with no spaces:

customer_number:username:password

Example:

6163:Oneflow:pass@1234#

• Customer number: The number shown in the bottom-right corner of Flex HRM (next to "Customer")

  

• Username: Your Flex HRM account username
• Password: Your Flex HRM account password

Encode the string to Base64

1. Open a Base64 encoding tool (for example, Filator or your terminal).

2. Paste your credential string into the input field.

   

3. Click Encode to Base64.

4. Copy the encoded result.

   

Step 2: Connect Flex HRM to Oneflow

In Oneflow:

1. Sign in to Oneflow as an administrator.

2. Go to Marketplace > Flex HRM, then select Enable.

   

3. Select Setup. The Connect Flex HRM page opens.

On the Connect Flex HRM page:

1. In Flex HRM Customer number, enter your customer number (for example, 6163). Use letters and numbers only, with no special characters.
2. In Encoded authentication code, paste the Base64 code from Step 1.
3. To review how Oneflow stores and uses the code, expand How this connection works.
4. Select Verify & Connect.

When the connection succeeds, Oneflow confirms it and shows your connection details: the customer number and the date you connected. The integration also adds a Flex HRM Template group to your account, with the default Flex HRM data fields ready to use.

Settings

To manage automatic employee creation and Flex HRM employment templates, open the Settings tab.

• New employee creation: When enabled, Oneflow automatically creates a new employee in Flex HRM after a Oneflow document is signed.
• Employment templates: Select which Flex HRM employment template Oneflow should use when creating new employees for each company.

Step 3: Create a Flex HRM template in Oneflow

1. In Oneflow, go to Templates > Create template.
2. Open the template editor and click the Data fields icon in the sidebar.
3. From the Template groups dropdown, select Flex HRM Template.

4. Add data fields to your template:
   • Click the pen icon on a form field > Data field.
   • Select a Flex HRM data field (for example, Employee number, First name, Email work).
   • Click Save.

5. For text sections, highlight the text and click the Insert data field icon in the editor, then select the appropriate field and click Confirm.

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

   

   

Step 4: Verify the setup

Test the fetch flow

1. Create a contract from your Flex HRM template.

2. In the contract, enter a valid Flex HRM employee number into the Employee number field. If your Flex HRM account has multiple companies or reused employee numbers, also enter the matching company number in the Company number field.

   

3. Save the contract and wait a few seconds.

4. Refresh the contract page.

Expected result: The contract's data fields are automatically populated with employee information from Flex HRM (name, address, email, position, employment dates, and manager).

Test the publish and sign flows

Test PDF upload on publish (pending contract)

1. Complete any required fields in the contract.
2. Click Send for signing to move the contract from draft to pending status.

Expected result:

• A pending version of the contract PDF is uploaded to the employee's Flex HRM profile under the Oneflow Document category.
• The document name in Flex HRM follows the format: [Contract Name] - Pending.pdf or [Employee Name] - [Template Name] - Pending.pdf if the contract has no name.

• The employee profile data is not updated at this stage (updates only occur after signing).

Test employee update and final PDF upload on signing

1. Have all required parties sign the contract.
2. Wait for the contract to reach Signed status.

Expected result:

• The employee profile in Flex HRM is updated with data from the signed contract (for any mapped fields that were changed).
• The document name in Flex HRM follows the format: [Contract Name] - Signed.pdf or [Employee Name] - [Template Name] - Signed.pdf if the contract has no name.

• Employment period records are created or updated based on the start/end dates and position fields.
• The signed PDF replaces or supplements the pending PDF in the employee's Flex HRM profile under the Oneflow document category.