This guide will help you connect Oneflow with your Sympa HR account.
The integration must be configured by an administrator.
Before getting started, ensure you are signed in to your Sympa HR, and Oneflow accounts with the same email.
Set up the Sympa HR integration in Oneflow
Enable the Sympa extension
- Log in to your Oneflow account.
- Click on the Settings cog, then select Extensions.
- Enable the Sympa extension by clicking the toggle. Note:
If you do not see the Sympa card on the Extensions page, please email firstname.lastname@example.org to enable it.
The Oneflow system will generate a new token that you will later need to enter in Sympa HR settings and send to Sympa to complete the setup. Copy the token and securely save it for future use.Note:
This token is shown only once. Save the token as soon as it’s displayed to connect your Oneflow and your Sympa HR accounts later.
Click the Details button and set up the extension.
Create a workspace in Oneflow
In Oneflow, workspaces organize your account contracts, templates, address books, etc., into relevant categories and control access (read more here). You may want to manage your workspaces later once you have completed your integration setup.
To create a new workspace:
- Go to Admin > Workspaces and click + Create workspace.
- Fill in the workspace Name, select the Type, then click Confirm.
- To retrieve the Workspace ID, go to Admin > Workspaces, and open the relevant workspace.
- You can find the workspace ID in the left pane.
Now you can use this workspace to create contract templates for your integration.
Alternatively, you may use an existing workspace to create your first template.
You will need this workspace ID later on when you map a Oneflow template to a Sympa HR contract template.
Create a contract template
Now that the preliminary setup is done, you can create a template that Oneflow will use to create Sympa HR contracts.
To create a new contract template:
- Go to Templates.
- Click on + Create Template or open an existing template.
- In the template header, specify the template name and then modify the template. To add various sections to your template, click the + icon and select a desired item from the drop-down menu.Note:
To create contracts, your Oneflow contract template must have a PDF document section. Make sure you add precisely one such section to the contract template; otherwise, users won't be able to create contracts. If the template contains more than one PDF section, the contract transfer from Sympa HR to Oneflow will fail.
From the Settings pane, open the Template group drop-down, then select Sympa Template.
Among other settings, make sure to select Individual in the Counterparty type field since you will sign employment contracts with individuals, not companies.
Other options available in the template Settings are optional and may be changed as per your business needs.
Click Save template when you are done with modifying the template.
Return to the template list and activate your template. Also, make sure to note down the template ID as you will need it later for mapping with the Sympa HR template.
Set up the Oneflow integration in Sympa HR
Now that we're done with the Oneflow integration setup, it's time to set it up in Sympa HR.
It is recommended that the below configurations are done by a Sympa HR administrator who understands the Sympa HR system setup for your organization.
Add a new electronic signature
The first step in the setup process is adding new settings for the Electronic signature in Sympa HR.
To add new settings:
Log in to Sympa HR using the administrator credentials.
Go to Settings > Integrations > Electronic Signatures.
Enter the e-sign setting Name (for example, Oneflow).
In the Type field, select Sympa HR eSign API.
Service provider URL field: enter the following value: https://cs6f7sidnd.execute-api.eu-west-1.amazonaws.com/default/sympahr-adapter
Integration Key: enter the API Key generated in Oneflow.
Secret Key: This value will be entered separately by the Sympa HR consultant. Leave this field empty until the corresponding value is provided.
Click Create when you're done.
Set up the electronic signing service provider
To be able to use the electronic signing you created in the previous step, you need to choose this setting as the electronic signing service provider for creating contracts in Sympa HR:
To set up the electronic signing service provider:
In the admin account, go to Settings > Formbases.
Expand the Contract formbase and slick Data field settings.
In the Contract - Data field settings category, Contracts data field setting, click the Edit icon .
Scroll down to the Electronic signing settings section and select the electronic signature you created in the previous step. You may also want to choose an Identification method for your electronic signature.
Click the Save icon in the upper-right part of the window when you're done.
Now you can proceed to specify the Contract custom properties. This step is optional, and you can skip it if this doesn't suit your business needs.
Specify contract custom properties
This is an optional step, but it can be helpful to edit the contract in the Oneflow app before submitting it to the candidate. If this property is not set, the contract will be sent to the candidate directly from Sympa HR without the ability to edit in Oneflow.
At this step, you can specify a custom property that will allow you to create contracts in Oneflow as a draft. Once set, Oneflow will create all contracts as drafts for that organization.
To set up this custom property:
On the same Contract - Data field settings page, scroll down to the Custom properties section.
Under the Property 1 fieldset, JSON alias field, type in is_draft and set the Value to true.When a contract is sent from Sympa HR to Oneflow, it will be in a draft version. It will allow you to adjust the contract in Oneflow before sending it to the candidate.
Create a contract template
To create a Sympa HR contract template:
Log in to Sympa HR with the admin credentials.
Go to Settings > Formbase > Contract > Document template report settings.
Click "+" in the top-right corner of the section.
- Fill in the Document template fields:
Template name: descriptive name of your contract template.
Supported formats: select the Electronic document checkbox and, optionally, printable formats.
Document template: upload the contract template file created by Sympa HR as per your business needs.
Please refer to a Sympa HR administrator to get more information about creating contract templates. Also, see the example of a Sympa HR template below in this note. You can take the help of your Sympa HR administrator/consultant to create such templates as per your business needs.
Map Sympa HR templates with Oneflow templates
- One Sympa HR template maps to precisely one template in Oneflow.
- Since Oneflow will use the selected workspace for mapping with the Sympa HR contract template, please ensure you use the correct workspace ID.
To map the Sympa HR contract template (uploaded in the step above) with the Oneflow contract template, you will need your Oneflow Workspace ID and the Template ID (created in steps 4 and 5 of the Oneflow setup part ).
Navigate to the Sympa HR contract template: Setting > Formbase > Contract > Document template report settings and click a file name you want to edit. This will start an automatic download. You will then be able to open it locally.
The workspace and the template IDs need to be placed inside the sympa template for integration to work. You might want to hide these IDs in your template if you don't want participants of the contract to see these IDs, as this information may not be relevant to them.
To hide these IDs, you can change the font color of the text to match the background of the document.
To locate these values, you can highlight the document content by pressing CTRL+A on your keyboard.
The workspace and template IDs should appear as follows:
Insert the correct workspace_id and template_id values.
Upload the template back to the Document template report settings as explained in the previous step.
For the correct work of the integration, please ensure that the workspace_id and the template_id values are correct and have only one instance in the template.