Using data fields with Hibob

This article explains how to use data fields with the HiBob integration. Data fields allow you to automatically transfer candidate information from a Oneflow contract to the corresponding employee record in HiBob.

Playbooks

The HiBob integration uses the HiBob template playbook in Oneflow. The playbook connects your configured HiBob field mappings to your Oneflow template.

When the HiBob playbook is assigned to a template, the system and custom HiBob data fields become available in the template’s data field list.

How data fields work

Data fields are smart contract variables that transfer information from a Oneflow contract to HiBob.

For example, if a candidate enters an email address in a mapped data field in the Oneflow contract, the email address is transferred to the Employee email field in HiBob after all parties have signed the contract.

You can connect data fields to both text and form sections in a Oneflow template.

In HiBob

Available data fields

The integration provides two types of data fields:

• System data fields – 30 predefined mappings that are available by default and cannot be changed.
• Custom data fields – Additional HiBob properties that you can map to Oneflow and label according to your needs.

Prepare custom fields

Before mapping a custom HiBob field, make sure the field exists in the employee profile and that the integration’s service user has permission to view and edit it.

To learn how to add custom fields to an employee's profile and set permissions in HiBob, see Set up people's data fields.

Configure service-user permissions

1. In HiBob, go to Settings Account Permission groups.
2. Open the permission group that contains the service user.
3. Go to People's data People.
4. Click Edit permissions.
5. Enable the View and Edit permissions corresponding to every custom field you want to map.
6. Click Save.

For example, if you map the Education field to Oneflow, enable the view and edit permissions for Education in the service user’s permission group.

In Oneflow

Map a custom HiBob field

1. Log in to Oneflow as an administrator.
2. Go to Marketplace.
3. Open HiBob.
4. Click Setup.
5. On the configuration page, open the Configure Data fields tab.
6. Under Custom data fields, click Add data field.
7. Under HiBob property, select the HiBob field you want to connect to Oneflow.
8. Under Oneflow label, enter the name that should identify the field in Oneflow.
9. Click Save.

The Oneflow label will appear in the data field list for templates that use the HiBob template playbook.

Map data fields to your template

1. Open the Oneflow template you want to configure.
2. Confirm that the template uses the HiBob template playbook.
3. Click the Data fields icon in the side panel.
4. Add the required HiBob data fields to the template’s text or form sections.
5. Repeat these steps for all fields that should be transferred to HiBob.
6. Publish the template.

After the contract has been signed by all parties, the information entered in the mapped Oneflow data fields is transferred to the corresponding employee fields in HiBob.

Learn more about adding data fields to templates HERE. 

Troubleshooting

A HiBob field is not available for mapping

Confirm that:

• The field exists in the HiBob employee profile.
• The connected service user has permission to view and edit the field.
• You are viewing the Custom data fields section on the configuration page.
• The integration has not reached the maximum of 150 data field mappings.

A mapped field is not available in the Oneflow template

Confirm that:

• The custom data field mapping has been saved.
• The Oneflow template uses the HiBob template playbook.
• You are viewing the correct template’s data field list.

Information is not transferred to HiBob

Confirm that:

• The Oneflow contract has been signed by all parties.
• The mapped Oneflow data field contains a value.
• The service user has permission to view and edit the corresponding field in HiBob.
• The HiBob integration is still connected.