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Template: Convert new Google Drive file into Oneflow contract as an attachment

This Zap automatically creates a Oneflow contract whenever a new file is uploaded to Google Drive.

Note: A wide range of file types are supported.

1. Trigger: New file in Google Drive

This Zap starts when a new file is added to the chosen Google Drive.

Choose account

  • Google Drive account: Select a Google Drive account of your choice from the dropdown list
    • You can choose from a list of Google accounts already connected to the Zapier account you're logged in to.
    • If the required account is not available in the dropdown list, click on the + Connect a new account button to add a new Google Drive account.

Set up trigger

  • Drive: Select a drive from your Google Drive account (i.e. personal or shared drives connected to the account). You could also enter the name of the drive in the Custom tab in the dropdown.
  • Folder: Choose the Google Drive folder to which the file will be uploaded to. This tells Zapier where to look for a file upload.
    • Navigate through the folder tree using the dropdown next to each folder name.
    • If you do not select a folder, the file will be uploaded to the root level of your Google Drive.

2. Filter files in Google Drive

  • Only continue if...
    • File Extension: These conditions check if the uploaded file's extension is any of the following.
      • Allowed file types: asice, .key, .rtf, .bmp, .numbers, .tif, .csv, .ods, .tiff, .doc, .pages, .txt, .docx, .pdf, .xls, .dotx, .png, .xlsb, .gif, .ppsx, .xlsm, .jped, .ppt, .xlsx, .jpg, .pptx or .xml, a google document/presentation/spreadsheet or a PDF.
    • This Zap will run only if the uploaded file type is one of the following.

3. Action: Find a file in Google Drive 

  • Click Continue to move to the next stage (No specific input is required here).
    • The details of the file will be returned as this step succeeds.

4. Action: Create contract in Oneflow

Having picked the necessary files, the Oneflow contract can be created.

Choose account

  • Oneflow account: Select your Oneflow account from the list of connected accounts in Zapier.
    • If your Oneflow account is not listed, click on the  + Connect a new account button to add a new Oneflow account. To learn more, see Connecting to Oneflow accounts.

Set up action

  • Create contract as: Refers to the user creating the contract (I.e. Who is creating this contract?). Typically, the contract will be created by the Oneflow account user name you selected in the previous step.
    • Templates and Workspace options are populated based on the Oneflow account selected in this field.
  • Contract name: The name of the contract is set to be taken automatically from the uploaded document, with the prefix "Contract".
  • Workspace: Select the workspace from your Oneflow account to which this contract will be added to.
  • Template: Select a template from your Oneflow account.

Data fields (Optional)

  • You can assign values to data fields in Oneflow from fields in the Google document.
  • To use data fields in a contract, the template group the contract belongs to needs to contain data fields (these are created in Oneflow).

  • To configure data fields for the Oneflow contract, make sure to select a template that belongs to a template group containing data fields.
  • To learn more about data fields, see Create a contract with data fields.

  • How many data fields do you need to map while creating the contract?: Once you've selected a template with data fields, enter the number of data fields you would like to configure in the text field that appears. (I.e. You may add up to three data fields to the Zap. Type 1, 2, or 3)
    • The specified number of data fields will then appear in the fields below.
  • Custom ID of field n: Select the Oneflow data field from the dropdown. This dropdown lists all data fields contained in the selected Template.
  • Value of field n: Enter a value for the Oneflow data field.

5. Action: Add an attachment or Expanded PDF in Oneflow

This action attaches the uploaded file to the Oneflow contract created in the previous stage.

Note: To upload the PDF from Google Drive to your Oneflow contract, the contract should have at least one attachment/expanded PDF section. To learn how to add this to your Oneflow contract, see Attach documents or files.
  • Add attachments or expanded PDF as: Select the user that's performing this action (i.e. who is adding the attachment to the contract?).
    • Contract creator (Default): adds the attachment as the contract creator (Oneflow user creating the contract).
    • Another user from Oneflow account: add the attachment as another user in the Oneflow account.
  • File name: By default, the file will be attached to the contract with the same file name as the Google Drive file.
  • File: Select the Box file from the dropdown. Alternatively, paste the public link to the Box file in the field. File size should not exceed 20MB.
  • Contract ID: The contract ID is set to be taken from the previous contract creation action’s output.
  • Upload as: The PDF can be uploaded to the contract as an attachment (Default) or as an Expanded PDF section.

6. Action: Add participant in Oneflow 

This step involves adding a participant to the contract.

  • Add new participant to contract as: Select the user that's performing this action (i.e. who is adding the participant to the contract?).
    • Contract creator (Default): add the participant as the contract creator (Oneflow user creating the contract).
    • Another user from Oneflow account: add the participant as another user in the Oneflow account.
  • Contract ID: The contract ID is set to be taken automatically from the previous contract creation action.
  • Participant type: Select a participant type from the dropdown. 
    • Individual (Default): Adds an individual as a counterparty in the contract.
    • Colleague/Participant: Adds the participant as an owner-side party in the contract (i.e. For Instance, someone who works in the same organization as the contract creator can be added as a colleague in the contract.)
    • Company: Adds a company as a counterparty in the contract.
      Note: The subsequent fields will change based on the participant type you select.
  • Party ID (if participant type is a colleague): Enter a unique identifier for the legal entity to which the participant (colleague) belongs to (i.e. For instance, this could be a company number). A party represents a legal entity in a contract.
  • Company name (if participant type is a company): Enter the company name.
  • By default, the Participant name and Participant email fields will be filled with the details of the connected Google account. However, these are editable.
  • Role in contract: Select a role in the contract for this participant.
    • Signatory (Default): The participant will be required to sign the contract.
    • Viewer: The participant can only view the contract.

7. Action: Send email in Gmail 

This action lets you send the contract to a contact via email.

  • Add the necessary details to send the email.
  • To: You may add up to five recipients in the To field separated by commas.
  • Subject: A default subject is added. However, this is editable.
  • Body: A default text is included in the email's body including a link to the Oneflow contract.
  • The specified email address(es) will receive an email with a link to the created Oneflow contract.

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