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.

Prerequisites

Enable workflows in Oneflow

To use Oneflow actions in HubSpot, you’ll first need to ensure the Workflows extension in Oneflow is enabled in addition to the HubSpot extension.

1. Login to Oneflow as an administrator, then navigate to the Marketplace.
2. Select HubSpot Workflows under Sales and CRM and click Enable.
   

Create a workflow

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.

Output fields

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

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

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.
  • 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).
  • Colleague: adds the participant to the contract as an owner-side party.
  • Participant: adds the participant to a specified counterparty in the contract. The party can be specified in the Party IDfield (appears when the ‘Participant’ option is selected).
    • Company name: the name of the organization.
    • Company registration number: the company’s registration number.
• 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”.
  • Filter contacts by their association label in HubSpot. All contacts under the entered association label will be added as participants to the Oneflow contract. To learn more, refer to HubSpot’s documentation on association labels.
• Participant first name: the first name of the participant.
• Participant last name: the last name of the participant.
• Participant phone number: the participant’s phone number.
• Role in the contract: Refers to the role of the participant in the Oneflow contract.
  • Signatory: is responsible for signing the contract. 
  • Influencer: can view and edit the contract but cannot edit or sign it. 
  • Viewer: can view and comment on the contract but cannot edit or sign it.
  • Organizer (only available if participant type is a ‘Colleague’): can manage and edit the contract without being visible to counterparties as a participant. Does not have signing rights.

Output fields

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.

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