Template: Create Oneflow contracts when an opportunity's status changes in Close CRM

This Zap creates a Oneflow contract action in Oneflow whenever an opportunity's status changes in Close CRM.

This streamlines CRM processes ensuring the timely creation of contracts.

1. Trigger: New opportunity status in Close

App & Event

• Select Close CRM as the App.
• Event: Select a specific event for the trigger. By default, this is set to New Opportunity in Status (I.e. This means this Zap starts when an opportunity's status changes in Close).
  

Choose account

• Choose account: Select a Close account from the dropdown list. 
  • If the account you wish to link is not listed, then you'll need to add it to Zapier by clicking +Connect a new account.

Set up trigger

• After connecting your account, proceed to select your preferred trigger conditions for the opportunity status change in Close.
  • For instance, setting New Status ID to Proposal Sent would run this Zap when an Opportunity enters this stage.
  • Likewise, setting New Status ID to Won would run this Zap when an Opportunity is won in Close.
  • Setting an Old Status ID and a New Status ID would mean that this Zap is run when the Opportunity moves from the old status to the new status selected.
• Trigger on Opportunity Creation: By default, this is set to No. Setting this to Yes would run this Zap whenever a new opportunity is created in Close.

• The Zap will now trigger once it reaches the defined opportunity status in Close.

2. Action: Find contact in Close

This action lets you get the contacts from Close whom you wish to add to the Oneflow contract (in the Add Participants in Oneflow action later on in this Zap).

• Contact Name, Contact Email, Contact Phone, and Contact Title: Search and select the related required contact details from the Close Opportunity.
• Lead ID: In this template, the lead_id (id value of the lead created in the Close system) is already configured to be used to search data. However, you can use a preferred field for the search as well.

3. Action: Create contract in Oneflow

When the Close opportunity reaches the stage defined in the filter, a contract is created in Oneflow.

Choose account

• Oneflow account: Select your Oneflow account from the list of connected accounts in Zapier.
  • If your Oneflow account is not listed, click on the  + Connect a new account button to add a new Oneflow account. To learn more, see Connecting to Oneflow accounts.

Set up action

• Create Contract as: Refers to the user creating the contract (I.e. Who is creating this contract?). Typically, the contract will be created by the Oneflow account user name you selected in the previous step.
  • Templates and Workspace options are populated based on the Oneflow account selected in this field.
• Contract Name: By default, this field is set to the Lead name for the Opportunity in Close CRM.
• Workspace: Select the workspace from your Oneflow account to which this contract will be added to.
• Template: Select a template from your Oneflow account.

Data fields (Optional)

Note:
You can assign values to data fields in Oneflow from fields in Close CRM.
To use data fields in a contract, the template group the contract belongs to needs to contain data fields (these are created in Oneflow).
To configure data fields for the Oneflow contract, make sure to select a template that belongs to a template group containing data fields.
To learn more about data fields, see Create a contract with data fields.

• How many data fields do you need to map while creating the contract?: Once you've selected a template with data fields, enter the number of data fields you would like to configure in the text field that appears. (I.e. You may add up to three data fields to the Zap. Type 1, 2, or 3)
  • The specified number of data fields will then appear in the fields below.
• Custom ID of field n: Select the Oneflow data field from the dropdown. This dropdown lists all data fields contained in the selected Template.
• Value of field n: Enter a value for the Oneflow data field.

4. Action: Add participant in Oneflow

This step involves adding a participant to the contract.

• Add new participant to contract as: Select the user that's performing this action (i.e. who is adding the participant to the contract?).
  • Contract creator: add the participant as the contract creator (Oneflow user creating the contract).
  • Another user from Oneflow account: add the participant as another user in the Oneflow account.
    
• Participant type: Select a participant type from the dropdown. 
  • Individual (Default): Adds an individual as a counterparty in the contract.
    
  • Colleague/Participant: Adds the participant as an owner-side party in the contract (i.e. For Instance, someone who works in the same organization as the contract creator can be added as a colleague in the contract.)
  • Company: Adds a company as a counterparty in the contract. 
    Note: The subsequent fields will change based on the participant type you select.
• Party ID (if participant type is a colleague): Enter a unique identifier for the legal entity to which the participant (colleague) belongs to (i.e. For instance, this could be a company number). A party represents a legal entity in a contract.
• Company name (if participant type is a company): Enter the company name or select the corresponding field in Close CRM.
• By default, the Participant Name, Participant email, and Participant contact number fields will be mapped to the contact you added in the Find Contact in Close action (Step 3 of this Zap).
• Role in contract: Select a role in the contract for this participant.
  • Signatory: The participant will be required to sign the contract.
  • Viewer: The participant can only view the contract.

5. Action: Creating a note in Close

Close CRM contains activity logs of key events. Contract creation is one such event that can be logged in Close. This stage lets you configure an activity log record with a link to the Oneflow contract that was created through the Zap.

• You can modify the message in the text field if necessary, or continue to use the default one provided by the template. Click continue to finish setting up the Zap.