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Workflows

Workflows allow you to run a range of custom actions from app integrations whenever certain events occur in HubSpot (triggers). Oneflow x HubSpot supports a range of Oneflow actions to power your CRM workflows.

Create a workflow

INFORMATION:
  • This feature is enabled by default for Oneflow’s enterprise customers. However, it can be enabled on-request for other customers.
  • To learn more about creating workflows, refer to HubSpot’s documentation.
  • To learn more on how using Oneflow actions in HubSpot workflows can streamline your CRM operations, see Workflows: Use cases.
  1. In HubSpot, go to Workflows, then click on Create workflow > From scratch. Alternatively, select From Template, then proceed to step 6 to add Oneflow actions to the workflow.

  2. Select the HubSpot object that this workflow is based on (i.e. Contact-based, Company-based, Deal-based, etc.).

  3. Select Blank workflow under "How do you want this workflow to start?".
  4. Click on Next, then provide a name for your workflow, then click on Next again.
  5. Click on Set up triggers and configure a HubSpot trigger of your choice.

    Select a trigger type (i.e. When an event occurs, when filter criteria are met, or based on a schedule), then configure the trigger to match your preferences. For instance, when the customer submits a form on a website.

  6. Click on the + button to add an action that will run whenever the trigger criteria is met.

  7. Under Connected apps, select Oneflow. Select an action from the ones currently available.

    1. Create a contract
    2. Delete a contract
    3. Send a contract
    4. Get contract details
    5. Add participants to a contract
    6. Get contract list

  8. The configuration of the fields will be different depending on the Oneflow action you selected. Refer to the sections in this guide to learn how to configure the action. 

  9. After configuring and saving the action, click on Review and Publish and turn on the workflow.

  10. The Oneflow actions will run when the trigger criteria added to the workflow are met.

Create a contract

You can use this workflow action to create a Oneflow contract whenever the trigger criteria are met in HubSpot.

The following objects are currently supported for creating contracts through workflows.

  • Deal
  • Contact
  • Company
  • Ticket
  • Quote
  • Custom objects

  • Contract name: Enter a name for your Oneflow contract.
  • Oneflow user performing action: Refers to the actor performing this action. In this case, the Oneflow user creating this contract. Enter the email address associated with your Oneflow account or the email of another user added to your Oneflow account.
    Note:
    Ensure the Oneflow user performing this action has the necessary permission to create contracts.
  • Workspace: Oneflow contracts are saved in workspaces. Select a workspace from your Oneflow account to save your contract in.
  • Template: Oneflow contracts are created from a template that acts as the blueprint for the contract. Select a template from your Oneflow account to create your contract from.

Transferring line items to product tables

  • If you are creating a contract from a deal or a quote object in HubSpot, then the associated line items will be transferred to the product table in the Oneflow contract. Ensure your contract’s template contains only one product table.

Transferring data fields

  • If you have mapped HubSpot properties to Oneflow data fields in Two-way sync settings, the property values will be transferred to their mapped data fields when creating the contract via the workflow. To learn more, see Two-way sync & mapping.
INFORMATION:
  • The output of the create contract workflow will be as follows for Deal Contact, Company, and Ticket objects.
  • An external link to the HubSpot object (i.e. deal) will be added to all Oneflow contracts created via workflows.

Output fields

AttributeDescriptionField typeSample value
contract_idThe unique identifier of the contract.number243009
contract_nameThe name of the contract.textSpaceX deal #1

Get contract details

You can use this workflow action to retrieve the details of a Oneflow contract whenever the trigger criteria are met in HubSpot

  • Oneflow user performing action: Refers to the actor performing this action. Enter the email address associated with your Oneflow account. This will correspond to the user retrieving the contract details.
  • Get contract ID by: To get contract details from Oneflow, you will need to provide the contract ID. There are two ways to get the contract ID.
    • Select contract ID: Automatically get the contract ID from a previous Oneflow action if it outputs the contract ID as an output field.
    • Enter contract ID: Manually copy and paste the contract ID from Oneflow.

Output fields

AttributeDescriptionField typeSample values
contract_idThe unique identifier of the contract.number243009
contract_nameThe name of the contract.textSpaceX deal #1
contract_stateThe current status of the contract.textdraft, pending, signed, overdue, declined, unknown
workspace_idThe unique identifier of the workspace in Oneflow.number431756
can_delete_contractIndicates whether the contract can be deleted.booleantrue/false
can_download_contractIndicates whether the contract can be downloadedbooleantrue/false
can_send_contractIndicates whether the contract can be sent to participants.booleantrue/false
can_receive_attachmentsIndicates whether the contract can recieve attachments.booleantrue/false
can_receive_expanded_pdfIndicates whether the contract can display expanded PDFs.booleantrue/false
can_receive_productsIndicates whether the contract can recieve products.booleantrue/false
contract_state_updated_timeThe time at which the contract's status was last updated.text2024-04-01T09:34:06+00:00
contract_update_timeThe time at which the contract's content was last updated.text2024-03-28T03:58:39+00:00
published_timeThe time at which the contract was sent to participants and published.text2024-03-28T03:58:39+00:00
signing_period_expiry_timeThe time until which the contract can be signed by participants.text2024-11-01T09:34:06+00:00
contract_valueThe total monetary value of the contract.number300
currencyThe currency of the contract.textSEK
lifecycle_state_updated_timeThe date and time at which the contract's lifecycle state was last updated.text2024-03-17T11:38:15+00:00
lifecycle_contract_end_timeThe date and time at which the contract's lifecycle ends.text2025-05-17T18:30:00+00:00
lifecycle_contract_start_timeThe date and time at which the contract's lifecycle begins.text2024-04-17T11:38:15+00:00
lifecycle_notice_period_start_timeThe date and time at which the contract's lifecycle notice period begins.text2024-05-17T00:00:00+00:00
lifecycle_stateKeeps track of the contract status. To learn more, see Lifecycle state.textactive

Delete a contract

You can use this workflow action to delete a Oneflow contract whenever the trigger criteria are met in HubSpot.

  • Oneflow user performing action: Refers to the actor performing this action. Enter the email address associated with your Oneflow account. This will correspond to the user deleting the contract.
  • Get contract ID by: To delete a Oneflow contract, you will need to provide its contract ID. There are two ways to get the contract ID.
    • Select contract ID: Automatically get the contract ID from a previous Oneflow action if it outputs the contract ID as an output field.
    • Enter contract ID: Manually copy and paste the contract ID from Oneflow.

Send a contract

You can use this workflow action to send an existing Oneflow contract to its participants whenever the trigger criteria are met in HubSpot.

  • Oneflow user role: Refers to the user role performing this action. You may send the contract either as the contract creator or any other user associated with your Oneflow account.
    • Contract creator: Sends the contract to participants as the contract creator.
    • Other user: In the User's email field, enter the email of the Oneflow user who sends the contract to the participants.
  • Get contract ID by: To send a contract, you will need to provide its contract ID. There are two ways to get the contract ID.
    • Select contract ID: Automatically get the contract ID from a previous Oneflow action if it outputs the contract ID as an output field.
    • Enter contract ID: Manually copy and paste the contract ID from Oneflow.
  • Subject: The subject for the contract signing invitation (can contain a maximum of 150 characters).
  • Message: The message for the contract signing invitation (can contain a maximum of 5000 characters).

Output fields

AttributeDescriptionField typeSample value
contract_linkA link to the contract in Oneflow.texthttps://app.oneflow.com/contracts/7070583

Add participants to a contract

You can use this workflow action to add participants to an existing Oneflow contract whenever the trigger criteria are met in HubSpot.

  • Add new participant to contract as: Refers to the actor performing this action.
    • Contract creator: Add the participant to the contract as the Oneflow user creating the contract.
    • Other user: Add the participant to the contract as another user associated with your Oneflow account. If you select this option, enter the Oneflow user's email in the Oneflow user performing action field.
  • Get contract ID by: Specifies the contract to which the participant is added to. There are two ways to get the contract ID.
    • Select contract ID: Automatically get the contract ID from a previous Oneflow action if it outputs the contract ID as an output field.
    • Enter contract ID: Manually copy and paste the contract ID from Oneflow.
  • Contract ID:
    • If Get contract ID by is “Select contract ID”: Select a property of the enrolled object.
    • If Get contract ID by is “Enter contract ID”: Enter the Oneflow contract ID.
  • Participant type: You may add the participant as an individual, as part of a company, or as a colleague.
    • Colleague/participant: adds the participant to the contract as an owner-side party or to a specified counterparty in the contract. The party can be specified in the Party ID field (appears when the Colleague/participant option is selected).
    • Individual: adds the participant to the contract as an individual party.
    • Company: adds the participant to the contract as part of a company (one company may have multiple participants).
  • Add participants by:
    • By selecting properties: select properties corresponding to the participant fields.
    • By entering details: manually enter the participant’s details.
    • Add associated contacts: adds the contacts associated with the HubSpot object as participants to the Oneflow contract.
  • Association label: Applicable only if Add participants by is set to “Add associated contacts”.
  • Role in the contract: Refers to the role of the participant in the Oneflow contract.
    • Signatory: can sign the contract. 
    • Influencer: can edit the contract. 
    • Viewer: can view and comment on the contract.

Output fields

AttributeDescriptionField typeSample value
participant_countContains the total number of participants in the contract.number2
participantsContains the participant names added to the contract.textJane Doe, John Doe

Get contract list

You can use this workflow action to retrieve a list of Oneflow contracts created from an object (i.e. a deal) whenever the trigger criteria are met in HubSpot.

Note:
If these fields are left blank, they will be populated with the values of the object the workflow was created from (i.e. deal, contact, company). 

Add HubSpot object ID by (optional): Refers to the way in which the object ID is retrieved.

  • Select the HubSpot object ID: Allows you to automatically get the object ID by selecting a property of the enrolled object (i.e. deal, company, contact).
  • Enter the HubSpot object ID: Allows you to manually enter the object ID (i.e. deal ID, company ID, contact ID).

HubSpot object ID (optional):

  • If Add HubSpot object ID by is “Select HubSpot object ID”: Select a property of the enrolled object. For instance, if you wish to retrieve the list of contracts of a particular deal, then select a deal property (i.e. Record ID).
  • If Add HubSpot object ID by is “Enter HubSpot object ID”: Enter the HubSpot object ID (i.e. deal ID).

Get HubSpot object type by (optional): Refers to the way in which the HubSpot object type (i.e. deal, company, contact) is retrieved.

  • Select the HubSpot object type: Allows you to automatically get the object type by selecting a property of the enrolled object (i.e. deal, company, contact).
  • Enter the HubSpot object type: Allows you to manually add the object type (i.e. deal, company, contact).

HubSpot object type (optional):

  • If Get HubSpot object type by is “Select HubSpot object type”: Select a property of the enrolled object. For instance, if you wish to retrieve the list of contracts created from deals, then select a deal property.
  • If Get HubSpot object type by is “Enter HubSpot object type”: Enter the object type manually (I.e. Deal).

Output fields

AttributeDescriptionField typeSample value
contract_1_idThe unique identifier of the first contract in the list.number243009
contract_1_nameThe name of the first contract in the list.textSpaceX deal #1
contract_2_idThe unique identifier of the second contract in the list.number243012
contract_2_nameThe name of the second contract in the list.textSpaceX deal #2
contract_3_idThe unique identifier of the third contract in the list.number243011
contract_3_nameThe name of the third contract in the list.textSpaceX deal #3
contract_4_idThe unique identifier of the fourth contract in the list.number243014
contract_4_nameThe name of the fourth contract in the list.textSpaceX deal #4
contract_5_idThe unique identifier of the fifth contract in the list.number243016
contract_5_nameThe name of the fifth contract in the list.textSpaceX deal #5
contract_6_idThe unique identifier of the sixth contract in the list.number243017
contract_6_nameThe name of the sixth contract in the list.textSpaceX deal #6
contract_7_idThe unique identifier of the seventh contract in the list.number243015
contract_7_nameThe name of the seventh contract in the list.textSpaceX deal #7
contract_8_idThe unique identifier of the eighth contract in the list.number243019
contract_8_nameThe name of the eighth contract in the list.textSpaceX deal #8
contract_9_idThe unique identifier of the ninth contract in the list.number243020
contract_9_nameThe name of the ninth contract in the list.textSpaceX deal #9
contract_10_idThe unique identifier of the tenth contract in the list.number243021
contract_10_nameThe name of the tenth contract in the list.textSpaceX deal #10
contracts_countThe total number of contracts in the list.number10

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