Template: Outlook: Create Oneflow contracts from new Microsoft Outlook email attachments

This Zap creates a Oneflow contract whenever a new PDF attachment is received in Microsoft Outlook. The attachment is uploaded as an expanded PDF, and the email sender is added as a participant with viewer permissions.

1. Trigger: New attachment in Microsoft Outlook

The Zap starts when a new email attachment is received in your Microsoft Outlook account.

App & trigger

• Select Microsoft Outlook as the app.
• Trigger event: Select New Attachment. The Zap runs whenever a new email with an attachment is received in Outlook.

Account

• Select your Microsoft Outlook account from the dropdown. If the required account isn't listed, click + Connect a new account to add it.

2. Filter: Filter conditions

This step ensures the Zap only continues for PDF attachments.

• Only continue if...
  • Attachments Mime Type (Text) Exactly matches: application/pdf
  • The Zap continues only when the attachment is a PDF file.

3. Action: Create contract in Oneflow

This step creates a new contract in Oneflow using the PDF attachment's filename as the contract name.

App & action

• Select Oneflow as the app.
• Action: Select Create Contract.

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 Oneflow user who will create the contract. The available Templates and Workspace options depend on the selected account.
• Contract name: Defaults to the PDF attachment filename. You can customize this field.
• Workspace: Select the Oneflow workspace where the contract will be created.
• Template: Select a template from your Oneflow account.

4. Action: Add an attachment or expanded PDF in Oneflow

This step uploads the Outlook PDF attachment to the Oneflow contract created in the previous step.

App & action

• Select Oneflow as the app.
• Action: Select Add Attachment or Expanded PDF.

Account

• Oneflow account: Select your connected Oneflow account.

Configure action

• Add attachment or expanded PDF as: Choose who performs this action.
  • Contract creator (default): Uploads the file as the contract creator.
  • Another Oneflow user: Uploads the file as another Oneflow user.
• Contract ID: Automatically populated from step 3.
• File name: Defaults to the Outlook attachment filename. You can customize this field.
• File: Select the Outlook attachment from the dropdown. File size must not exceed 20 MB.
• Upload as: Set to Expanded PDF to add the file as an expanded PDF section in the contract.

5. Action: Add participant in Oneflow

This step adds the Outlook email sender as a participant to the contract with viewer permissions.

App & action

• Select Oneflow as the app.
• Action: Select Add Participant.

Account

• Oneflow account: Select your connected Oneflow account.

Set up action

• Add new participant to contract as: Choose who performs this action.
  • Contract creator (default): Adds the participant as the contract creator.
  • Another Oneflow user: Adds the participant as another Oneflow user.
• Contract ID: Automatically populated from step 3.
• Participant type: Choose the type of participant.
  • 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 legal entity to which the participant belongs.
• Company name (if participant type is company): Enter the company name.
• Participant name: Automatically mapped to the Outlook sender's name.
• Participant email: Automatically mapped to the Outlook sender's email address.
• Role in contract: Set to Viewer. The participant can view the contract but cannot sign it.

Emails with multiple attachments

If a single email contains multiple PDF attachments, the Zap runs once for each attachment. Each run creates a separate contract in Oneflow with that individual attachment uploaded as an expanded PDF and the email sender added as a participant.

Mark a contract as signed (optional)

The Oneflow Zapier integration does not include a native Mark as Signed action. To mark a contract as signed automatically, you can add an extra step to your Zap using Zapier's Webhooks by Zapier action to make a custom API call to the Oneflow API.

To add this step to your Zap:

1. After step 5, add a new action step to your Zap.

2. Select Custom, then select Webhooks as the app and POST as the event.

   

3. URL: Enter the Oneflow API endpoint for marking a contract as signed:
   • https://api.oneflow.com/contracts/{contract_id}/mark_as_signed

   • Contract ID: Map this from the contract creation step (step 3).

     

4. Payload type: Select JSON.
5. Headers: Add your Oneflow API key as the authorization header.