Create a contract in Ipool

This article explains how to create documents through the Ipool–Oneflow integration. You can create a document for an employee, such as an employment contract, or for a customer, such as a customer agreement. Ipool creates a draft in Oneflow with information from Ipool already filled in. You then review and send the document from Oneflow.

Ipool's interface labels are given in English, with the Swedish label in parentheses the first time each label appears.

In Oneflow

Prepare a template for Ipool

Complete these steps once for each template you want to use, such as an employment contract or a customer agreement.

1. Go to Templates and click Create template, or open an existing template.
2. Click the Data fields icon in the side panel.
3. Under Select playbook, choose a playbook connected to the relevant Ipool blueprint. For example, choose your Employment contracts playbook for employee documents or your Customer agreements playbook for customer documents.
4. Add the relevant Ipool data fields where you want information from Ipool to appear.
5. Click Save, then Publish.

For customer documents, the template's playbook must be connected to the Ipool – Kund blueprint.

Review and send the document

Complete these steps after creating a draft in Ipool, as described in the next section.

1. Review the draft that opens in Oneflow. Information from Ipool is already filled in.
2. Check for empty fields and make any necessary changes.
3. When the document is ready, click Send to send it to the participants.

In Ipool

Create a document for an employee

1. Go to Employees (Anställda) and open the employee's profile.
2. Open the Documents (Dokument) tab and click Create document for signature (Skapa dokument för signering).
3. Select the Workspace and Template (Mall).
4. Under Fill from employment (Fyll i från anställning), check that the correct employment is selected. Ipool selects the newest employment by default. For documents that do not relate to a specific employment, such as a framework agreement, select No employment (Ingen anställning).
5. Check the Sign method (Signeringsmetod), such as BankID. Ipool selects the template's preferred method by default.
6. Click Create draft (Skapa utkast).

The draft opens in Oneflow in a new tab. Its name is based on the template and the employee. The employee is the counterparty and signs the document, and you sign on behalf of your company.

Create a document for a customer

1. Go to Customers (Kunder) and open the customer.
2. Open the Documents tab and click Create document for signature.
3. Select the Workspace.
4. Select the Template. Only templates whose playbook is connected to Ipool – Kund are listed.
5. Under Signing contact (Kontakt som signerar), check who will sign for the customer. Ipool selects the customer's primary contact if they are eligible to sign; otherwise, it selects the first eligible contact. Inactive contacts and contacts without an email address are listed but cannot be selected.
6. Check the Sign method.
7. Click Create draft.

The draft opens in Oneflow in a new tab. The customer's company is the counterparty: the selected contact signs on its behalf, and you sign on behalf of your company.

For either document type, review and send the draft using the steps in the In Oneflow section.

Open documents and track their status

The employee's or customer's Documents tab lists all documents created from Ipool, with the newest first. If the Oneflow tab did not open, for example because your browser blocked it, you can open the draft from this list.

1. Open the employee or customer and go to the Documents tab.
2. Click the template name in the Document column to open the document in Oneflow.
3. Check the document's status. It updates automatically when the document changes in Oneflow.
4. To retrieve the latest status immediately, click the refresh icon, Refresh status (Uppdatera status).

The available statuses are:

• Draft (Utkast)
• Out for signature (Ligger ute för signering)
• Signed (Signerat)
• Declined (Avvisat)
• Expired (Förfallet)
• Deleted (Borttaget)

Troubleshooting

• Create document for signature is grayed out: Read the reason displayed next to the button. If you are not linked to a Oneflow user, ask an Ipool administrator to link you under Who creates documents.
• No templates are available: Check that the template is published, its playbook is connected to the correct Ipool blueprint, and it is in a workspace where you have permission to create documents.
• A workspace is missing: Ask your Oneflow administrator for permission to create documents in that workspace.
• Ipool reports that its fields are missing in Oneflow: An Ipool administrator must go to Settings (Inställningar) > Integrations (Integrationer) > Oneflow and click Add what is missing (Lägg till det som saknas). If that button is not available, open Advanced (Avancerat) and click Sync (Synka).
• The template's playbook is missing an Ipool field: Ask a Oneflow administrator to add the missing field to the playbook under Admin > Playbooks > Data fields.
• An email address or mobile number is missing: Add the employee's or contact's email address in Ipool. If the template or sign method requires a mobile number, add one in Ipool or choose another sign method.
• The Oneflow connection is not working or needs renewing: The integration may have been disabled in Oneflow. Ask a Oneflow administrator to enable it again in Marketplace. An Ipool administrator must then paste the new token under Settings > Integrations > Oneflow > Advanced > Replace token (Byt token).
• Oneflow no longer accepts your linked user: Your user may have been deactivated in Oneflow. Ask an Ipool administrator to link you again under Who creates documents.
• A document's status has not updated: Click the document's refresh icon to retrieve the latest status from Oneflow.
• You cannot delete an employee, customer, or contact: Check whether they have documents. Deactivate them instead to keep the documents traceable. If an employment has documents, end the employment instead of deleting it.