App objects in HubSpot x Oneflow

When you create a contract from HubSpot, Oneflow automatically adds information about the contract and its participants to HubSpot.

This is automatic. You do not need to turn on a separate setting or create these records manually.

Oneflow creates two types of HubSpot "app objects":

• Oneflow Document: one record for the Oneflow contract.
• Oneflow Participant: one record for each participant in the contract.
  • Each Oneflow Participant is a separate HubSpot record associated with its Oneflow Document. 
  • HubSpot displays these records under Oneflow Participants within each Document record.

Use cases: How to use the records in HubSpot

Oneflow Document and Participant records can support work beyond reviewing a single contract. You can:

• start workflows from contract or participant changes. See Workflow use cases;
• build reports and dashboards for contract progress and value. See Create a contract operations report;
• filter contracts or participants by their current properties. See Create filtered record views;
• update an associated Deal when a contract changes state; and
• create renewal or follow-up reminders.

Open a Oneflow Document from a HubSpot record

For each contract, Oneflow creates one Oneflow Document record in HubSpot. 

When the contract is created from a supported HubSpot record, the Oneflow Document appears as an association on that record.

1. Open the HubSpot record from which you created the contract (i.e. a deal).

2. Locate Oneflow Documents in the associated-records area. 

   

3. Select the contract name to open its Oneflow Document record.

   

The Oneflow Document record gives you a working view of the contract inside HubSpot.

You can review information such as:

• the contract name and state;
• the document value and currency;
• when the contract was created, published, or last updated;
• the signing-period expiry time;
• the lifecycle state and relevant lifecycle dates;
• Oneflow data fields included in your mapping configuration; and
• links to the contract in Oneflow and its source HubSpot record, when available.

View Oneflow participant details in HubSpot

Oneflow creates a separate Oneflow Participant record for each contract participant and associates it with the Oneflow Document.

1. On the Oneflow Document record, locate Oneflow Participants. 

   

2. Review the participants associated with the contract. 

3. Select a participant's name to open their Oneflow Participant record.

   

The Oneflow Participant record can show:

• the participant and party name;
• email address and phone number;
• role and title;
• delivery channel and delivery status;
• signing method and signing state; and
• whether the participant can update the contract.

Use this information to identify a participant who has not signed, has declined, or has a delivery issue before you follow up.

How the records stay current

Oneflow updates these HubSpot records when relevant events happen in the contract.

Reports use case: Create a contract operations report

Use HubSpot's custom report builder to track current contract and participant data.

1. In HubSpot, go to Reporting > Reports.
2. Select Create report.

3. Select Custom report, then select Next. 

   

4. Select Oneflow Document or Oneflow Participant as the primary data source.

   You can add an associated data source when your report needs CRM context, such as Deals associated with Oneflow Documents.

   

5. Select the properties, filters, and visualization for the question you want to answer.

   For example, you can create a vertical bar chart showing the number of Oneflow contracts in each state, such as draft or signed.

   

6. Save the report. Add it to a dashboard if other users need ongoing access.

Useful reports include:

When reporting across Deals and Oneflow Documents, only associated records are included. A Oneflow Document created from a HubSpot custom or app object has a Resource link instead of a source-record association.

Create filtered record views

You can filter the Oneflow Document or Participant index page without creating a report.

1. Select Filter.
2. Select the + icon, then search for and add an app object property.

Examples include:

• Documents with a current State of pending or declined; 

  

• Documents with a Signing period expiry time in the next seven days or this month; 

  

• Documents with a Lifecycle contract end time in the next 90 days;
• Participants whose Sign state is declined; and
• Participants with a delivery issue.

Save the view when your team needs to return to the same operational list.

Properties that continue to update

Use the following properties when a workflow or report must follow later changes:

• Document state and state-update time;
• document updated time and published time;
• signing-period expiry time;
• lifecycle state and lifecycle dates;
• mapped Oneflow data fields; and
• Participant details, delivery information, signing method, and signing state.

The contract name, document value, currency, workspace, template, creation source, and capability properties are captured when the Oneflow Document record is created.