Create contracts using Oneflow x HiBob

Dineth Kurukularatchi

Modified on: Wed, 21 Feb, 2024 at 6:42 AM

Before creating a contract for the first time:

Create a template in Oneflow.
If you wish to transfer employee data from Oneflow to HiBob automatically, you need to set up data fields. See Configure data fields to learn more.

Create a template

Log in to Oneflow.
Click on the Templates icon from the side panel.
Click on the Template Library, then select Employment contract.
Alternatively, to create a contract from scratch, click on + Create template.
Click on the current template name and enter a new name for your template (i.e. “HiBob Template One”).
From the Settings pane, open the Template group dropdown, then select HiBob Template.
Customize the template to match your needs by editing its sections.
Add data fields to your template to transfer information to fields in HiBob.
To learn more, see, Add data fields to a text section and Add data fields to a form section.
Once you have customized the template, click on Save template changes.
Go to the Templates list by clicking the Templates icon in the side panel.
Activate the template by enabling the toggle corresponding to the template name.
You can now start creating contracts with this template.

Data fields are smart contract variables that help seamlessly transfer candidate information from Oneflow to HiBob. To learn more, see Data fields.
For instance, when the candidate fills in their email in a data field within the Oneflow contract, this will automatically be transferred to the Employee email field of the employee's record in HiBob once both parties sign the contract.
You can add data fields to a text or form section in a Oneflow template.

Note:
To configure which fields from HiBob appear in Oneflow templates and contracts, see Configure data fields.

Position the cursor to the place in the template where you want to add a data field to (i.e. places where input is required from the candidate).
Click on the Insert data-field icon to add a data field.
Select the corresponding HiBob Data field from the dropdown. This is the field in HiBob to which the candidate’s input will be transferred to.
Click on Confirm to add the data field to the template.
Double-click on the data field to customize its placeholder text and other attributes.
Click Confirm.
Repeat these steps for each data field you want to link.

To customize data fields within a form section, perform the following.

Click on the form field to edit the field’s name and the HiBob Data field it is linked to.
From the Data field dropdown, select a HiBob data field you want to link. This is the field in HiBob to which the candidate’s input will be transferred to.
Click Save.
To add another row of fields to the form section, or to customize form options, click on the cog icon near the form section.
Repeat these steps for each data field you want to link.

Employee information entered into Oneflow data fields will be transferred to HiBob once the contract is signed.

Note:

To create a new employee in HiBob when the contract is signed:
- Leave the Employee ID data field blank, while filling in the remaining fields, and send the contract.
- A new employee record will be created in HiBob once the contract is signed by all signatories.
To update an existing employee in HiBob when the contract is signed:
- Fill in the Employee ID data field, along with the remaining fields, and send the contract.
  OR
- Fill in the Employee email data field, along with the remaining fields, and send the contract.
- If both the Employee ID and Employee email fields are filled, then they need to match a corresponding employee record in HiBob. If a match cannot be found, you will receive an error message to your registered email address.
- If a match exists, then the HiBob employee record corresponding to the Employee ID or Employee email will be updated once the contract is signed by all signatories.
If you are updating an employee through a contract using the Sandbox environment, then the Employee Work Effective Date field is mandatory and needs to be filled.

You can now create a contract for a candidate using the HiBob template you created.

Click on the + New document icon from the side panel.
From the use template section, select the template you created for HiBob.
Customize the contract to match your needs.
Click + Add counterparty to add an employee as a counterparty to the contract.
Select Individual as the counterparty type.
Fill in the data fields in the text or form sections with the participant's details (i.e. employee's details).
Click Confirm.
Click on Save changes.
Click Send.
Enter a Subject and a Message.
Click Send to send the contract to the employee via email.

Note

Once, all signatories have signed the contract, the employee’s details in the contract's data fields will be transferred to HiBob.
Additionally, the signed version of the contract will be uploaded to the Confidential Docs section in HiBob.