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Template: Create Oneflow contracts when candidates moved to Offer stage in Recruitee

This Zap automatically creates a Oneflow contract whenever a candidate is moved to the Offer stage in Recruitee. 

The candidate will be added as an individual counterparty to the contract. Additionally, once the contract is created, a link to the contract is added as a note in the candidate’s profile in Recruitee. You can also opt to send an email to a contact of your choice upon contract creation.

1. Trigger: Candidate moved to the Offer stage in Recruitee

Choose account

  • Recruitee account: This is filled by default in the template. If you wish to change it, select a Recruitee account of your choice from the dropdown list.
    • You can choose from a list of Recruitee 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 Recruitee account.

Set up trigger

  • Company Account: Select a company from the dropdown.
  • Job Opening: Select a job opening from your Recruitee account. The Zap will then work only for the opening you selected.
    • If left blank, the Zap will work for all candidates who applied for any opening in the selected company account.
  • Job Opening Stage: By default, this is set to the ‘Offer’ stage. If you wish to change it, select another stage from the dropdown list.
  • Click Continue to go to the next stage. 

2. 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.
  • Contract name: By default, this field is set to the Job title and the Candidate's Name from Recruitee.
  • Workspace: Select the workspace from your Oneflow account to which this contract will be added to.
    • The dropdown lists workspaces contained in the Oneflow account selected in 'Create contract as'.
  • Template: Select a template from your Oneflow account.
    • The dropdown lists templates contained in the Oneflow account selected in 'Create contract as'.

Data fields (Optional)

  • You can assign values to data fields in Oneflow from fields in Recruitee.
  • 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.

3. Action: Add participant in Oneflow

This step involves adding a participant to the contract.

This template comes with pre-filled participant fields by default. If you need to modify the information in these fields, you are free to do so as you see fit. Alternatively, you can click Continue to proceed.
  • 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.
  • Participant name: By default, this field is mapped to the Candidate Name field in Recruitee (i.e. Candidate moved to an 'Offer' stage). However, this is editable.
  • Participant email: By default, this field is mapped to the Candidate Primary Email field in Recruitee (i.e. Candidate moved to an 'Offer' stage).
  • Participant contact number: By default, this field is mapped to the Candidate Primary Phone field in Recruitee (i.e. Candidate moved to an 'Offer' stage).
  • 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.

4. Action: Add note to candidate in Recruitee

This action adds a link to the Oneflow contract to the notes section of the candidate's profile in Recruitee.

  • Company account: Select the company from the dropdown.
  • Candidate: By default, this is mapped to the candidate moved to the offer stage in Recruitee.
  • Text: This default text will appear in the candidate's notes section in Recruitee. 
  • Private note: By default, set to No. Switching this to Yes makes this note visible only to you.

5. Send outbound email

An outbound email with the Oneflow contract link can be sent to contacts.

  • To: You can enter a maximum of five email addresses separated by commas.
  • Subject: This field is filled by default. However, you can change this to match your preference. 
  • The Candidate name and Job Title fields are pulled from the linked Recruitee account.
  • The Body of the email includes a link to the Oneflow contract.

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