Getting started with HubSpot

Setting up the Oneflow integration is easy! Check out this article to learn how to set up, activate, and use your HubSpot CRM integration with Oneflow.

Prerequisites

• Admins register users with the same email address they use in Oneflow and the associated HubSpot account.
• You can only connect one Oneflow account to a specific HubSpot account. However, you can later change the HubSpot account connected to your Oneflow account. See Switching to a different HubSpot account.
• To activate the integration, you must have the Super Admin role in HubSpot.
• When inviting a user as a HubSpot admin, add them as a Sales Professional if you want them to use the products.
• When upgrading your account to Sales Professional, it can take some time before Oneflow has the correct e-commerce scope.
• Note that collections are now called workspaces.

Enable HubSpot integration in Oneflow

1. Log in to Oneflow as an administrator, go to Marketplace > click on HubSpot > Enable.

2. Click Authenticate to HubSpot. You will then be redirected to your HubSpot account.

3. Select the HubSpot account you want to integrate with Oneflow and click Choose Account to authorize the integration. The integration is now active!

Add the Oneflow card to the layout

You need to add the Oneflow widget to HubSpot’s dashboard layout to create contracts from any HubSpot object (e.g., Deal, Contact, Company, Ticket, Quote, Listing, Appointment, Service, or Custom Object).

1. In HubSpot, navigate to Settings > Account Management > Integrations > Connected Apps and select Oneflow.

   

2. Click on the App cards tab.

   

3. Under the 'Oneflow' tile, click Manage locations.
4. From the tabs, click on the object name you would like to add the Oneflow widget to (where you intend to use the Oneflow app, for example, Deals), and enable the "Oneflow" checkbox.
5. Click Customize for your preferred view (e.g., the Sales view) to position the Oneflow widget.

6. Move the mouse pointer between the existing cards listed on the side panel and click Add card, then select the Card library, search for the Oneflow app and click + Add card.

   

7. Drag and drop the Oneflow card to a preferred position in the sidebar.
8. Click Save (or Save and exit) to save the layout.
   
9. Repeat these steps for other objects in HubSpot (companies, deals, contacts, or custom objects).

Create a HubSpot template in Oneflow

After configuring the integration, activate the HubSpot playbook in all the Oneflow templates to connect them to HubSpot.

You need to activate the HubSpot playbook separately for each template:

1. In Oneflow, go to Templates and click Create template or open an existing template. Alternatively, click Template library, select a template, and click Confirm.

2. Click the Data fields icon in the side panel. From the Select playbook dropdown, select HubSpot Template.

3. After setting up the playbook, you can add data fields to your template for information that should be automatically passed from HubSpot to your Oneflow contract (optional).

You may add data fields to a text or form section:

Text section: place the cursor where you want the data field and click the tag icon (insert data-field) in the toolbar. Choose a field and click Confirm.

Form section: click on a field in the form, then select the field from the data field dropdown and click Save.

The data fields get marked with a link icon in Form sections:

NOTE If your template has no Form field, you can add one via the + icon > Form > Add field.

4. If you wish to attach files or PDFs to contracts, add an Attachments section and a PDF document section to your template (optional). To transfer HubSpot line items (products) to Oneflow contracts, make sure to add one or more product tables.
5. Click Publish to activate the template.

Create new contract from any object

You can create contracts from any existing HubSpot object record (e.g., Deal, Contact, Company, Ticket, Quote, Listing, Appointment, Service, or Custom Object) .

1. In HubSpot, open any object record (e.g., Deal, Contact, Company, Ticket, Quote, Listing, Appointment, Service, or Custom Object). In the Oneflow pane, click the Create Contract button.

    

2. Select the Workspace, Template, and the Contacts you want to add as participants to the contract. You can also attach files to the contract. Click on Upload Files to add files to the list, then select the files to add to the contract  using the checkboxes. 
   
   When you're ready, click Create contract.

   

   NOTE               A relevant warning message will be displayed when fields such as phone number or email address are missing or in an incorrect format.

   Contract Name: This field will be populated automatically in the Create Contract window based on the HubSpot deal name.  

   Workspace: Select a Oneflow workspace to create the contract in.   

   Template: Select a Oneflow template to create the contract from.   

   NOTE               If you wish to attach files and/or expanded PDFs to your contract, select a template containing an Attachments section and/or a PDF documents section.

    Contacts: Select the contacts to add as participants to the contract using the checkboxes.   

   NOTE               Select at least one contact from the list to enable the Create Contract button.

   Type: Selecting the company name will add the contact as a participant under that company in the contract. Selecting “Individual” will add the contact as an individual participant in the contract.

   NOTE               If the relevant Hubspot object has an associated company, it will be listed in the 'type' dropdown, along with an option to select if the contact is an 'individual'. In the instance of no organizations associated with the Hubspot deal, there will be only one option in the type dropdown as 'individual'. If the Hubspot Deal has a company associated with it, but the name of the company is missing, the dropdown will have an option as 'Undefined Company'.

     Role in contract: Select a role for each participant in the contract. 
         • Signatory: can sign the contract. 
         • Influencer: can edit the contract. 
         • Viewer: can view and comment on the contract.    

   Signing order: Enable the Signing order toggle to control the order in which participants receive their invitation to sign the contract. Learn more. 

   NOTE               If the template includes predefined participants, signing order values for newly added participants (for the contract) will continue sequentially based on the number of participants in the template. For example, if the template has 3 participants, the next participant added in the contract will be assigned a signing order starting from 4.

   Add PDFs/attachments: Any files already added as attachments to the HubSpot deal will be displayed in the list. You can also add files using the Upload Files button. Select the files to add to the contract using the checkboxes.    

   Quotes: Any quotes associated with the HubSpot deal will be displayed in the list (expired quotes will not be listed). You may choose to add the quote as a PDF attachment to your contract using the checkbox.

   NOTE               Only certain file types can be added as attachments to Oneflow contracts. See contract file extensions, to view a list of all supported file types. Only published and active quotes can be attached to the contract. Expired quotes will not appear in the ‘Add attachments’ list.

   Expand in PDF Section: This option applies to PDF files. If the toggle is set to “Yes”, then the PDF file will be displayed in an expanded PDF section in the Oneflow contract. If the toggle is set to “No” then the PDF file will be added as a normal attachment in the contract.

Preview and send your document

Once you click Create contract, a preview of your document will   appear directly within HubSpot. If you are not logged in already to Oneflow,   you will be asked to log in.

From this screen, you have two options:

• Edit in Oneflow: Click this to open the document in a new Oneflow tab, where you can make detailed changes to its content.  

• Send document: Click this if you're ready to send the document for signing.      

  

• Enter a Subject and compose a Message for the email sign invitation.      
• Click Send to email the signing invitation for the document to all participants.

The Company will be added as the counterparty in the Oneflow contract. The Company Contacts and contact information specified in Step 2 will appear as the contract participants.

When you create a contract, the HubSpot deal will also display relevant information such as the deal owner, company, and contacts created for that deal:

Signing order

The signing order feature allows you to control the exact sequence in which participants receive an invitation to view and sign a contract, directly from HubSpot. You can either use the signing order pre-defined in a Oneflow template or set a new one when creating the document.

• Signing order: In the Contacts section, you will see the Signing order toggle and a corresponding column in the participant list.

• To activate or modify the signing order, ensure the Signing order toggle is switched ON.
• Once enabled, a Signing order column will appear, allowing you to assign a specific sequence number to each participant.
• Once the contract is published, participants will receive the invitation to sign in the order you specified.    

From a company or contact

1. Open an existing company or contact in HubSpot (or create a new one).
2. In the Oneflow pane, click Create Contract.
3. The process is the same as when creating from a deal, both for existing and new records.
4. All contacts linked to the company will appear; use the checkboxes to select which ones to add as participants.

Switching to a different HubSpot account

To use the Oneflow app/integration with another HubSpot account, follow the steps below.

1. Log in to Oneflow as an administrator. Go to Marketplace > HubSpot.
2. Log in to the HubSpot account you wish to connect with Oneflow (in another browser tab).
3. On the HubSpot page in Oneflow, click Authenticate to HubSpot. You will be redirected to HubSpot.
4. Select the HubSpot account and click Choose Account to authorize.

Registration number mapping

The registration number of the company (Reg No.) is transferred from the company’s Organization number (Org no) in HubSpot and looks as follows in the Oneflow contract:

As a Oneflow admin, you can change the field set as the registration number in the company settings in HubSpot.

To change the registration number field:

1. In the Oneflow pane of a HubSpot deal, click Settings.

2. Select a field in the Company registration number mapping dropdown to map the company registration number.

Stage mapping

The Oneflow × HubSpot integration enables you to manage deal stages in different pipelines according to the contract status created from the deal with pre-configured values. You can set this up under the Stage mapping tab on the Oneflow Settings page.

Configure stage mapping

1. Click the Stage mapping tab. You will see the list of Pipelines in your HubSpot account.
2. Select the pipeline you want to configure.
3. Enable the toggle to turn on stage mapping for the selected pipeline.

4. Select the target deal stage for each contract status change (dropdown values depend on the selected pipeline).

5. Apply the changes before navigating to another pipeline.
6. You can configure stage mapping for every pipeline and enable/disable it individually.

Two-way sync

Under the Two-way sync tab in Settings, you can link HubSpot properties to data fields in Oneflow to keep your data in sync on both platforms. To learn more, see Two-way sync.

Troubleshooting