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How to set up and use custom data fields

Setting up custom fields mapping

Go to Oneflow settings page (Advanced settings → Settings → Oneflow settings) and click on Datafields tab.

The system will load all existing custom field mapping. If you have not set up mapping yet, the empty grid will appear.

Click 'Add field mapping' to add a new record.

Click on Dynamics entity dropdown of appeared record. It contains 3 groups of entities:

  • Primary entity - the entity which you setting up mapping for. For instance, if you set up a mapping to create contracts from Opportunity, the primary entity is Opportunity.

  • Participants - a virtual entity that is presented to map fields of contract’s participants.

  • Related entities - all entities related to the primary one. For instance, on Opportunity it’s possible to select a corresponding account, it means that Account is an entity related to Opportunity.

Select ‘Opportunity’ in Dynamics entity dropdown to map a field from Opportunity entity.

After the Dynamics entity is selected system loads all fields from the selected entity into the Dynamics field dropdown. Select the ‘Topic’ field from the list.

And finally, define how the selected Dynamics field should be named in Oneflow. Enter 'Opportunity topic' in Oneflow field input.

The mapping for the Topic field of Opportunity entity is done.

In the same way, create a mapping for ‘First Name’ of Participant and ‘Account Name’ of Account entity: 

Pay attention to the message near the Save button. It is an indication that means you have made changes and have not saved them.

Click the Save button to save changes.

To remove the mapping record just click on the corresponding icon at the end of the record and confirm your action in the appeared dialog. Don’t forget to save your changes.

Validation errors

The system runs validation of the mapping on each change (adding, removing or updating record) made by the user. All incorrect fields are highlighted and corresponding validation messages appear. 

You may see the following validation messages:

Validation message


Enter Oneflow field names in all mapping records

Oneflow field is mandatory.

Enter names for all Oneflow fields to fix the error.  

Enter Oneflow field names with unique values

Oneflow fields must be unique.

Remove or replace duplicates of  Oneflow fields to fix the error.

Map one Dynamics field only once

Mapped Dynamics fields must be unique.

Remove or replace duplicates of Dynamics fields to fix the error.

The total amount of standard and custom data fields exceeds the limit (150 fields)

The limit for the total amount of fields (across all entities and fields, including standard fields) is 150. Also, pay attention that each mapped field from Participant is treated as 3 fields (it will be transferred for the first 3 participants selected in the contract).

Remove the fields that exceed the limit to fix the error.

Using custom fields

After custom data fields mapping is set up, let’s create a contract.

Go to existing Opportunity or create a new one. Pay attention to Topic of the opportunity and Account name. These fields will be transferred to Oneflow.

Click on ‘Create contract’ button in the widget. Ensure you select the template that contains text body (it will be needed to insert custom fields). 

Select 3 participants (remember the sequence of your selection, participant’s fields will appear in Oneflow in the same sequence) and click ‘Create contract’ button in the dialog.

Custom datafields of the Participant entity are transferred to Oneflow only for the first 3 selected participants of the contract.

After the contract was created and opened in Oneflow click on the text body and then on the ‘Data field’ icon in the appeared tools panel.

Check that mapped custom fields have appeared in the list of data fields and have correct values. Fields of the Participant entity are shown in Oneflow with a postfix of 1, 2, or 3 depending on the participant number in the contract.

Click on data fields in the list to use them in text.

Now you are able to compose a text using new custom fields!

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