Get HRM Specific Data To Create A Contract

Integration Toolkit > Get HRM Specific Data To Create A Contract

In the Get Data To Create A Contract section, you learned how to retrieve the required parameters to create a contract, such as workspace_idand template_id. This section will teach you more about the essential data required to create a contract, commonly used across most HRM systems.

Participants

• HR manger/ HR administrator
• Candidate/Employee/Talent/Contact

From now on, we will specify these two parties as HR admin and employee.

Additionally, the following commonly used terms in your HRM system are referred to by different names in Oneflow:

In an HRM system, HR admin and employee have major roles. An HR system is designed to manage the complete employee lifecycle from recruitment and onboarding through core HR administration. Therefore, participants’ details are important data for a contract when we send and sign it.

In a Oneflow contract, participants are categorized into two sections; the contract's owner party participants and the counterparty participants. This section will teach you how to retrieve the relevant data from your HRM system to add contract participants to a Onelfow contract.

Owner Party

The party of the person who creates the contract is the contract owner-side party. For instance, the HR admin user who logs into your system and uses the Oneflow Integration to create the contract is considered an owner-side participant.

You can map an admin user to a participant in my_party by default when implementing the Oneflow contract creation feature. Refer to the Create a contract with an owner-side party section to familiarize yourself with Oneflow contract creation attributes. Likewise, you can map the company details of that admin user to the my_party attributes.

Counterparties

Any party other than the owner-side party of the contract is considered as a counterparty. In HRM systems, when your HR admin creates a contract from objects like employees, clients, companies, or contacts, they will be added as counterparty participants.

For an example:

• Contacts added by recruiters as talents or candidates can serve as counterparty participants.
• When HR admin creates a contract with an employee, that employee can also be included as a counterparty participant.
• If an employee has a company, they can be added as a company type counterparty participant. Whereas, if an employee isn’t associated with a company, they can be added as an Individual type counterparty participant to the contract whenever necessary.

Typically, as an HR admin, you create a contract for one employee. Therefore, when you creating contracts, you can view the available list of employees and select one of them as the counterparty participant for the contract, as shown below.

In the contract create request, that employee will be listed as a participant in the parties in the payload. For more information, refer to the details on Create a Contract with Counterparties and Oneflow Contract Participant Data Model sections.

You can display important contact attributes that help your end users easily identify the contacts. At least one contact attribute, such as an their email address or phone number, is required for counterparty participants, depending on their signing method and delivery channel.

Oneflow allows you to add both types; company and individual counterparties.

A company can include multiple participants, whereas an individual consists of a single participant. Therefore, it is essential to determine whether participants should be added to a company or as an individual party.

Another important attribute is the participant's role in the contract. Your end users must define the appropriate role (signatory/ viewer/ influencer) for each participant in the contract.

Attachments / PDFs

Oneflow allows adding attachments or PDF documents to a contract. To support this feature, the template must include an attachment section and/or a PDF section.

When a user creates a contract within your HRM system, you can allow them to add files from your system to the Oneflow contract. If the file’s contents (i.e. a PDF) are displayed within contract body, you can add it as an “expanded PDF” document. Alternatively, you can add files as a simple attachment to the contract. For more information, see Create a contract with a PDF section.

As a Oneflow integration developer, you can provide a list of available attachments for a particular object (employee/contact/etc.). This allows end users to select attachments or PDF documents from the provided list easily. The figure below shows a sample frontend design that you can implement to handle files in your Oneflow integration.

Oneflow supports any file type as an attachment, except for SVG files.

The PDF Documents section supports only PDF file types.

Once the contract is created, you can upload the user-selected files to the created contract using the Upload Files endpoint.

Since a PDF file can be added to either the Attachments section or the PDF Documents section, you need to collect information from the end-user specifying whether the PDF should be added as an attachment or displayed as an expanded PDF in the contract body. This is indicated in the “Upload as Expanded PDF” column in the figure below. In this example, “Sample PDF Document 1” will be added to the PDF Documents section and will be shown in the contract body, and “Sample PDF Document 2” will be added to the Attachments section.

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Note:

Oneflow supports multiple PDF Documents and Attachment sections in templates. In such cases, you can map files to multiple sections based on your requirements.