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Create contracts using Oneflow x HiBob

Dineth Kurukularatchi
Modified on: Wed, 16 Apr, 2025 at 8:06 PM
Before creating a document for the first time:
  • Create a template in Oneflow.
  • If you wish to transfer employee data from Oneflow to HiBob automatically, you need to set up data fields. See Configure data fields to learn more.

Create a template

  1. Log in to Oneflow.
  2. Click on the Templates icon from the side panel.
  3. Click on the Template Library, then select Employment contract.
    Alternatively, to create a document from scratch, click on + Create template.
  4. Click on the current template name and enter a new name for your template (i.e. “HiBob Template One”).
  5. Click on the Data Fields icon in the side panel. From the Select template group dropdown, select HiBob Template.
  6. Customize the template to match your needs by editing its sections.
  7. Add data fields to your template to transfer information to fields in HiBob.
    To learn more, see, Add data fields to a text section and Add data fields to a form section.
  8. Click on the Publish button to activate the template.
  9. You can now start creating contracts with this template.

Introducing data fields

  • Data fields are smart contract variables that help seamlessly transfer candidate information from Oneflow to HiBob. To learn more, see Data fields.
  • For instance, when the candidate fills in their email in a data field within the Oneflow document, this will automatically be transferred to the Employee email field of the employee's record in HiBob once both parties sign the contract. 
  • You can add data fields to a text or form section in a Oneflow template.
Note:
To configure which fields from HiBob appear in Oneflow templates and contracts, see Configure data fields.

Add data fields to a text section

  1. Position the cursor to the place in the template where you want to add a data field to (i.e. places where input is required from the candidate).

  2. Click on the Insert data-field icon to add a data field.

  3. Select the corresponding HiBob Data field from the dropdown. This is the field in HiBob to which the candidate’s input will be transferred to.

  4. Click on Confirm to add the data field to the template.

  5. Double-click on the data field to customize its placeholder text and other attributes.

  6. Click Confirm.

  7. Repeat these steps for each data field you want to link.


Add data fields to a form section

To customize data fields within a form section, perform the following.

  1. Click on the form field to edit the field’s name and the HiBob Data field it is linked to.
  2. From the Data field dropdown, select a HiBob data field you want to link. This is the field in HiBob to which the candidate’s input will be transferred to.
  3. Click Save.
  4. To add another row of fields to the form section, or to customize form options, click on the cog icon near the form section.
  5. Repeat these steps for each data field you want to link.

Creating and updating employees

Employee information entered into Oneflow data fields will be transferred to HiBob once the contract is signed.

Note:
  • To create a new employee in HiBob when the contract is signed:
    • Leave the Employee ID data field blank, while filling in the remaining fields, and send the contract.
    • A new employee record will be created in HiBob once the contract is signed by all signatories.
  • To update an existing employee in HiBob when the contract is signed: 
    • Fill in the Employee ID data field, along with the remaining fields, and send the contract.
      OR
    • Fill in the Employee email data field, along with the remaining fields, and send the contract.
    • If both the Employee ID and Employee email fields are filled, then they need to match a corresponding employee record in HiBob. If a match cannot be found, you will receive an error message to your registered email address.
    • If a match exists, then the HiBob employee record corresponding to the Employee ID or Employee email will be updated once the contract is signed by all signatories.
  • If you are updating an employee through a contract using the Sandbox environment, then the Employee Work Effective Date field is mandatory and needs to be filled.
Information:

The following data fields will not be transferred from Oneflow to HiBob upon contract creation or updation.

  • Reports to
  • Direct reports
  • Employment type
  • Buddy
  • HRBP
  • Payroll manager
  • IT admin
  • Manager's ID
  • Second level manager
  • Is a manager
  • Number of direct reports
  • Number of direct and indirect reports
  • Job category

The value of the following HiBob fields will be automatically calculated upon updating their underlying field (i.e. For instance, the Age and Birthday fields are updated by HiBob when the employee’s date of birth is added or updated).

  • Accumulated Tenure (duration)
  • Employment Contract
  • Age
  • Birthday
  • Spouse's birthday

Creating a contract

You can now create a contract for a candidate using the HiBob template you created.

  1. Click on the + New document icon from the side panel.
  2. From the use template section, select the template you created for HiBob.
  3. Customize the contract to match your needs.
  4. Click + Add counterparty to add an employee as a counterparty to the contract.
  5. Select Individual as the counterparty type.
  6. Fill in the data fields in the text or form sections with the participant's details (i.e. employee's details).
  7. Click Confirm.
  8. Click on Save changes.
  9. Click Send.
  10. Enter a Subject and a Message.
  11. Click Send to send the contract to the employee via email.
Note
  • Once, all signatories have signed the contract, the employee’s details in the contract's data fields will be transferred to HiBob.
  • Additionally, the signed version of the contract will be uploaded to the Confidential Docs section in HiBob.

Auto-fill employee details from HiBob

This feature can save you time by fetching and auto-filling existing HiBob employee details directly into your Oneflow document.

Prerequisites:

Before using this feature, verify that:

  1. Create a contract in Oneflow using the existing HiBob template (which already includes mapped data fields). Information: You can fetch field data if the HiBob template in Oneflow contains the employee’s ID, email address, or both. If both identifiers exist, but point to different employees, Oneflow prioritizes and uses the email address to retrieve the employee’s details.

  2. Enter the employee’s HiBob ID or email address in the linked data field.

    Information:

    You can find the employee’s HiBob ID in the employee's profile URL in HiBob (example: https://app.hibob.com/people/employee-profile/).
  3. Save the draft contract.
  4. Reload the page. Oneflow will check if there's an existing employee in HiBob matching the provided ID or email. If a match is found, Oneflow will automatically fill in the fields that are mapped in the document using the data from that HiBob profile.
  5. Perform changes to the data fields (i.e. salary, work effective date), and send the contract.
  6. Once the contract is signed the changes will be transferred to HiBob.
    Note:
    If an error occurs while updating the employee profile in HiBob, you will receive a notification to your registered email address.
Note:
  • To ensure data accuracy and compliance, certain fields require a new effective date when updated:
  • If you change any work-related fields (e.g., job title, department, manager), you must also update the Work Effective Date.
  • If you change any salary-related fields, you must update the Salary Effective Date as well.

Use case: promoting an employee while updating their salary

Use case: promoting an employee while updating their salary
  • Assume your organization has decided to promote an employee, Sara from HR Manager to Senior HR Manager. To formalize this promotion in the form of a contract, you create a contract in Oneflow.
  • However, instead of manually copying and pasting or re-entering her details from HiBob to Oneflow, you want to fetch the employee's data automatically from HiBob to the Oneflow document.
  • You simply create a contract using a HiBob template, enter Sara's email address into the data field, and save the contract. Once you reload the page, ta-da, all remaining fields have been auto-filled.
  • Since Sara’s promotion also includes a pay raise, you can easily update the new salary value in the linked data field. Once Sara signs the contract, the new salary will be updated in HiBob as well.

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