Playbooks
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INCLUDED IN Playbooks and native integrations are included in all paid plans. |
A playbook (formerly known as template groups) is a container where you create and store data fields.
Within a playbook, you can connect one or multiple integration blueprints. This allows you to map and connect fields between Oneflow and your external integrations.
Data fields can also be used independently within Oneflow. This makes it possible to reuse and map information across different sections of a document, helping you save time and reduce manual work.
A playbook will be assigned to a template, where its data fields can be used and mapped within form fields and text elements.
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REQUIREMENTS & LIMITATIONS Requirements: You will need the following permissions to create and manage Integrations and playbooks:
Limitations:
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Create a playbook
To create a playbook, follow these steps:
- Go to Admin > Select Playbooks.
- Click + Create playbook.
- Enter a name and description > Click Confirm.
Your playbook will now appear in the list.
Data fields
When you click on a Playbook you will find the Data fields tab, this provides an overview of your existing data fields and their mappings. This is also where you create new data fields and configure how they map to integration fields.
The data fields you create here can later be used in your templates.
Create a data field
To create a new data field, follow these steps:
- Select the Playbook you want to use.
- Select the Data fields tab > Click + Add data field.
- Enter a name, and optionally add a description and a default value.
- (Optional) Under Mapped integration fields, select a field from a connected integration blueprint. This will only appear if you already have a connected integration to the playbook.
- Click Confirm.
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NOTE Default value is a pre-filled value assigned to a data field, which is used automatically unless it is manually changed. |
Your data field is now created.
Once your data fields are set up, you can add them to a template.
đź”—Learn more about adding data fields to templates here
Connect an Integration blueprint to your Playbook
To use playbook data fields with an integration, you need to connect an integration blueprint to the playbook. You can connect up to 5 integration blueprints to a single playbook.
Playbook data fields are the fields you place in your Oneflow templates. Integration blueprints contain the fields from your connected integrations. By connecting them, you can map integration fields to your playbook data fields.
This allows you to control how data flows between Oneflow and your integrations.
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EXAMPLE If you’re using both a CRM and an ERP, you might create the document from your CRM and have the counterparty fill in details (for example, reference numbers or delivery information). This ensures those responses can be captured and made available to both systems. |
You can map both of these integration fields to a single playbook data field. This field can then be added to your template and reused wherever needed.
When a value is entered in the template, the connected integrations will be able to retrieve and use that same value, and can also update the field value.
To connect a blueprint to a playbook you:
- Go to the admin tab and select Playbooks.
- Select the playbook you want to use.
- Select Connected integrations and click on Connect an integration blueprint.
- Select the integration you would like to connect.
- Choose if you want to create matching fields in the playbook. This will add the data fields from the integration to the playbook you have created.
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NOTE We suggest only adding new data fields for the first integration blueprint, as it can create duplicate fields. |
- Decide how you want future created integration fields to be handled > Click Confirm.
The integration blueprint is now connected to your playbook. You can now map the integration’s data fields to your playbook data fields.
Connected integration blueprints & advanced settings
When you add an integration blueprint to a playbook, you can edit it and view an overview of the blueprint.
On this page, you can also access the Advanced setting.
By default, integrations that have none of their blueprints connected to the playbook will not be able to read or write to any data fields in documents using the playbook.
When enabling this setting these integrations will be able to utilize the field mappings between the playbook and this blueprint, and thus see and write to the data fields mapped to this blueprint.
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EXAMPLE If you’re using a third-party tool like Zapier or Microsoft Power Automate, enabling this setting can help you retrieve all the required data and use it in a later action. |
Map fields
Once you’ve connected an integration blueprint to a playbook, the next step is to map the fields. Mapping allows you to define which integration fields correspond to your playbook data fields.
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LIMITATION The only supported field type is string at the moment. |
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NOTE Some integration fields may be required to map. These are marked as required by the integration, typically because the data is necessary for the integration to function correctly. |
Once a playbook is added to a template, the connected integration fields can send and retrieve data for those sections.
đź”—Learn more about how to build and configure templates here