When a Zap is created using this template, it will automatically create a Oneflow contract whenever a candidate is moved to the Offer stage in Workable.
The candidate will be added as an individual counterparty to the contract and the contract will be sent via email to the candidate.
1. Updated Candidate Stage in Workable
Note:
- This Zap will be triggered when the candidate’s stage is updated on Workable.
App & Event
- Select Workable as the app.
- This is the app from which the event is captured.
- Select Updated Candidate Stage as the event.
- This will trigger the Zap when the stage of a candidate is updated.
Figure 1 - Setup app and trigger when candidate stage is updated
Connecting Workable account
- The Account dropdown will show a list of Workable accounts already connected.
- If no accounts are connected, you will have to connect your Workable account to Zapier at this stage.
Account
- Select the Workable account by clicking on Choose.
- If your account is not shown in the drop-down list, click on Choose → + Connect a new account to connect your Workable account.
Figure 2 - Setting Workable account
Figure 3 - Selecting the Workable account or connecting a new Workable account
Trigger
- Account: Select your Workable account.
- Job: Leave the Job field empty to capture changes from all Workable job listings.
- Stage: Set this to Offer if you wish to trigger this Zap whenever a candidate reaches an offer stage in Workable.
Figure 4 - Choosing the triggers
2. Create Contract in Oneflow
Creating the contract
Note:
- This will not be supported by the Zap template, therefore you will have to add the filter action in the Zap additionally.
App & Event
- Select Oneflow as the app.
- Event: Select Create Contract as the event.
- This will create a new contract.
Figure 5 - Setting up a trigger to create a contract in Oneflow
Account
- Select your Workable account by clicking Choose.
- If your account is not shown in the dropdown list, click on + Connect a new account to connect your account.
Figure 6 - Selecting or connecting a new Oneflow account
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 candidate's Name and Job Title from Workable. However, you can customize these to match your preference.
- Workspace: Select the workspace from your Oneflow account to which this contract will be added to.
- Template: Select a template from your Oneflow account.
Figure 7 - Action tab for creating the contract
3. Add Participant in Oneflow
- The Oneflow contract will have two main participants, the candidate from Workable, and the contract creator.
App & Event
- Select Oneflow as the app.
- Select Add Participant as the event
- This will add participants to the contract.
Figure 8 - Setting up a trigger to add participants to the contract
Account
- Select your Workable account by clicking Choose. If your Workable account is not shown in the list, then click on the“+ Connect a new account” button below.
Figure 9 - Selecting or connecting a new Oneflow account
4. Send contract via Oneflow
Note:
- This stage configures the process of sending the contract to the candidate via Oneflow.
App & Event
- Select Oneflow as the app.
- Select Send Contract as the event.
- This will send the created contract
Figure 10 - Setting up a trigger to send the created contract
Account
- Select your Workable account by clicking Choose. If your Workable account is not shown in the list, then click on the “+ Connect a new account” button below.
Figure 11 - Selecting or connecting a new Oneflow account to send the contract
Action
- Under this section, select which role to send the contract as (i0n Send Contract as dropdown. Default values are added for the contract ID, message, and subject fields. You can customize these to match your preference.
Figure 12 - Action tab for sending the contract
5. Send Outbound Email in Email by Zapier
Note:
- This Zapier action sets up an automated email process that sends an email to the contract owner whenever a candidate’s stage is updated in Workable.
- You may customize the email’s subject and body using data fields present in the contract for readability instead of receiving a simple notification email.
App & Event
- Select Email by Zapier as the app.
- Select Send Outbound Email as the event.
- This will send an email when the zap created with this template is triggered.
Event
- Select Send Outbound Email as the event to send an email when the zap created with this template is triggered.
Figure 13 - Setting up a trigger to send an Email
Action
- To
- Specifies the recipient of the email.
- By default, this is set to the owner-side participant.
- Subject
- Subject of the email.
- By default, the subject includes the candidate’s name and job title.
- Body
- Body of the email.
- A sample email body is included in the template along with the candidate’s name and job title.
Figure 14 - Filling up the action form to create the email template
Figure 15 - Filling up the action form to create the email template contd.
Each time the stage of a candidate gets updated in Workable, the Zap created with this template will automatically generate a contract and send it as an email to the owner-side participant.