Automate Oneflow Document Updates with a Salesforce Flow Invocable Action

1. Overview

The Update Oneflow Documents invocable action lets Salesforce administrators automate the process of keeping Oneflow documents in sync with Salesforce data, without requiring any manual work.

Once configured in a Salesforce Flow (scheduled or event-based), the action will automatically push the latest Salesforce values into the associated Oneflow documents every time it runs.

What does it do?

• Reads the Salesforce record you specify (for example, an Opportunity, Account, or Custom Object).
• Finds all linked Oneflow documents for that record.
• Pushes updated field values (data fields, participants, products, document value) to Oneflow.
• Skips fully signed documents and, by default, partially signed documents to protect existing signatures.
• Returns a structured result so you can check what was updated and what was skipped.

2. Key concepts before you start

Before setting up your Flow, it helps to understand the following terms and rules that govern how the action behaves.

3. Input & output reference

3.1 What you pass in (inputs)

3.2 What you get back (outputs)

4. When documents are skipped

The action automatically protects certain documents from being overwritten. Below are the conditions that cause a document to be skipped:

5. How to add this action to a Flow

The following steps walk you through adding the Update Oneflow Documents action to a Scheduled Flow. The same steps apply to any other Flow type.

Step 1: Open Flow Builder

1. Log in to Salesforce and navigate to Setup.
2. In the Quick Find box, search for Flows and click Flows.
3. Click New Flow.
4. Select Scheduled-Triggered Flow (for nightly runs) or choose another trigger type as needed.

Step 2: Configure the schedule (for Scheduled Flows)

1. Set the Start Date and Time (for example, every night at 2:00 AM).
2. Set the Frequency to Daily (or as required).
3. Under Run Flow For, select a collection of records; for example, all Opportunities updated in the last 24 hours.

Step 3: Add a loop (for collections)

If your Flow processes a collection of records (recommended for bulk use), add a Loop element to iterate over each record individually before calling the action.

1. Click the + icon on the canvas to add an element.
2. Select Loop.
3. Set the Collection Variable to your collection of records (for example, {!Get_Opportunities}).
4. Click Done.

Step 4: Add the action element

1. Inside your Loop (or directly on the canvas for single records), click the + icon and select Action.
2. In the search box, type Update Oneflow Documents.
3. Select the action from the list.

Step 5: Configure the input values

1. For Object Record Id, click the field and select the record ID variable from your Flow (for example, {!loopVariable.Id} if inside a loop, or {!$Record.Id} for a record-triggered flow).
2. For Update Partially Signed Documents, leave unchecked (false) for standard use. Enable only if you have a specific business reason to update partially signed documents.
3. Click Done.

Step 6: (Optional) Use the output

You can store the action output in a Flow variable and use it in decision branches, notification emails, or log records.

1. In the action element, scroll to Store Output Values.
2. Map each output field (for example, status, contractsSkipped) to Flow variables for later use.
3. Add a Decision element after the action to branch on status = None or status = Partial if you want to trigger notifications for skipped documents.

Step 7: Activate the Flow

1. Click Save and give your Flow a descriptive name (for example, Nightly Oneflow Document Sync).
2. Click Activate.

6. What data gets synced

When the action runs for an eligible document, it pushes the following data from Salesforce to Oneflow:

7. Troubleshooting