What this feature does
Import with AI lets you upload an existing PDF from a Salesforce record and create a corresponding Oneflow contract.
Oneflow uses AI to extract available information from the PDF, including the contract duration and participants. The imported contract is automatically linked to the Salesforce record from which you started the import.
Imported contracts are intended for reference and archiving. They are not automatically sent for signing or included in active approval workflows.
When to use this feature
Use Import with AI to:
- Capture contracts created or signed outside Oneflow.
- Store a document received from a counterparty in Oneflow.
- Link an imported contract to an Opportunity, Account, Contact, or supported custom object in Salesforce.
- Archive an existing PDF in Oneflow while extracting supported information automatically.
How to import a document
- Open the relevant Salesforce record.
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Select Import Document with AI if the Oneflow widget does not contain any contracts. Select Import with AI if it already contains contracts.
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Under Document File, upload your PDF.
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Review the file name and size.
To select another file, select Remove, then upload a different PDF.
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Enter or review the Document Name.
Oneflow automatically suggests a name based on the Salesforce record name and uploaded file name. You can edit the name before importing.
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Select a Oneflow Workspace.
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Select a Oneflow Playbook.
If only one workspace or playbook is available, Oneflow selects it automatically.
NOTE
Only playbooks configured for the Salesforce integration are available. If no additional Salesforce integration playbooks are configured, Oneflow selects the default playbook automatically.
Learn more in Oneflow Playbooks.
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Select Import.
The Import button is unavailable until you provide all required information.
What happens during AI extraction
After you select Import, Oneflow creates the imported contract and starts AI extraction.
While the import starts, the dialog is temporarily unavailable. This prevents duplicate imports.
How to know when the import is complete
There are two possible outcomes.
AI extraction finishes while the dialog is open
If extraction finishes quickly, you see a confirmation message.
Select Open Contract to review the imported contract in a new tab. Select Close to return to Salesforce.
AI extraction continues in the background
If extraction takes longer, you see the following message:
Import started in the background. You can close this modal and continue working. Check Salesforce Notifications for completion updates.
Select Close and continue working in Salesforce. The import continues in the background.
When AI extraction finishes, the person who started the import receives a Salesforce notification titled AI Import Completed. The notification identifies the imported contract and lets you open its Salesforce contract record.
What to do if something goes wrong
You see an error when starting the import
Read the error message in Salesforce and correct the issue where possible.
For example, if Salesforce reports that you do not have permission to complete the action, contact your Salesforce administrator to verify your Salesforce and Oneflow access.
You receive an AI Import Failed notification
Open the contract from the notification and review its import status.
If you cannot identify the issue or continue the import, contact your administrator or Oneflow Support.
The dialog says that the import is running in the background
No immediate action is required.
The import is still in progress. Wait for the Salesforce notification before reviewing the imported contract.
Known limitations
- You can only import PDF files.
- You can import one file at a time.
- For best results, use files that are 3 MB or smaller.
- Imported contracts are intended for archiving and reference.
- AI extraction identifies supported information, including contract duration and participants.
- Background processing does not mean that AI extraction has failed.