Configure automation settings (HiBob)

The Oneflow and HiBob integration allows you to control how employee records are created and where signed contracts are stored. You can adjust these settings to ensure proper governance and prevent premature actions.

Prerequisites

BEFORE YOU BEGIN

Before you configure automation settings, verify your access and permissions:

You must log in as an administrator in Oneflow.
You must configure the HiBob integration using your service user ID and token.
Your HiBob service user must have upload permissions to access employee folders.

Steps to configure automation settings

Follow these steps to choose your contract storage location and employee creation behavior.

Go to Marketplace, click HiBob, and click the Setup button.
Navigate to the Automation settings tab.
Under Signed contract storage, open the dropdown menu and select the HiBob folder where you want signed contracts from Oneflow to be stored.
Under Employee creation, locate the Automatically create employees in HiBob after a contract is signed toggle. Turn the toggle on or off based on your preference.
Click Save changes.

NOTE

If you navigate away with unsaved changes, a warning message appears. You must click Save changes to apply your updates.

INFORMATION:

Review these default behaviors and limitations when setting up your automations.

Default storage: By default, signed contracts are stored in the Confidential Docs folder. If your account previously stored signed contracts in a custom folder, that folder is pre-selected.
Folder restrictions: You cannot select shared folders for contract storage due to privacy limitations. All other custom folders in your HiBob environment are available.
Folder updates: If you change the storage folder, only contracts signed after the change are uploaded to the new folder. Existing documents remain where they were previously stored.
Default employee creation: The setting to create employees automatically is enabled by default to ensure a smooth transition.
Disabling employee creation: Turning off the employee creation setting only prevents new employee creation. The integration will continue to update existing employees in HiBob when a matching record is found.

Troubleshooting

Use this guidance to resolve common configuration errors.

Folder no longer exists

If the selected folder is deleted in HiBob, you will see the error message: "The selected folder no longer exists in HiBob. Please select a new folder." To resolve this, open the Automation settings tab and select an available folder from the dropdown menu.

WARNING

Until you select a new folder and save, signed contracts will not be uploaded to HiBob.

If a contract is signed while the configured folder is unavailable, you will receive an email notification.

You must then manually download the signed contract from Oneflow and upload it to the relevant folder in the employee's HiBob profile.

Missing folder permissions

If you see the error message "You don't have permission to access folders. Check your permission in HiBob.", verify your service user settings in HiBob. Ensure that the service user has permission to upload documents to the selected folder. The folder list may still be visible, but document upload requires the correct folder permission.

Connection errors

If you see the message "Could not connect to HiBob.", your service user credentials may be invalid. Go to the Configure HiBob page and reconfigure the integration using a valid service user ID and token.