This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Use the Export documents to HiBob bot to automatically attach completed documents to your HiBob records.
Use case: When onboarding new employees, you need signed policy acknowledgments and personal information forms automatically exported to the respective HiBob employee profiles—no manual uploads are required.
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose Bot and search for the Export documents to HiBob bot or select the one from the corresponding category.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
In Source, connect the bot to your HiBob account by selecting the corresponding button.
Note: The connected account must have the required permissions granted by the admin. For detailed instructions on assigning these permissions, refer to this article.
Select the Hibob folder and base the completed documents should be exported to and click Continue.
In Documents, select the documents you want to export by checking the respective documents in the dropdown (1). If you want to export documents archived, check the Save document as ZIP file box (2). Click Continue to proceed to the next section (3).
Lookup
In Find record, set rules for how the bot will find the Hibob record you need. Start by selecting an object field that must work as an identifier.
Then, select the value type that your object field must match.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
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Signer data | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Enter your text | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
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Input parameter | This option uses the predifined workflow parameters to find a corresponding record in the object. |
After that, provide the value that must match the object field, according to your choice. You can add as many lookups as you need by clicking Add match.
Click Continue to proceed to the next section.
Testing (optional)
For testing, you’ll have to input data matching search criteria. Enter it in the field as shown below. A success message confirms proper configuration. Any errors will be displayed as an error message.
Note: Testing the bot will update or create a real record in CRM. To prevent changes to actual data, use test records instead of real ones during setup and testing.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.