Manage Workspaces

In an Enterprise environment, the Workspace is the fundamental unit of organization. It serves as an isolated container for your flows, tables, connections, and user permissions.

The Managing Workspaces page in the Admin Portal acts as your central dashboard. It provides a bird’s-eye view of your organization’s entire automation infrastructure, allowing you to monitor resource consumption and enforce governance policies across different divisions.

Workspace List Overview

Upon accessing the Admin Portal, you are presented with the Workspace List. This dashboard displays every active environment in your account along with critical health metrics.

Key Metrics:

Region: Indicates the physical location of the server hosting this workspace (e.g., Europe West). This is your primary indicator for Data Residency compliance.
Flows Used: A live utilization tracker showing the number of Published Flows currently active in that workspace compared to its assigned limit (e.g., 45 / 50 Flows Used).

Quick Actions: You can access the full management lifecycle in the Actions Section:

Launch Workspace: This action opens the specific URL of the workspace in a new tab.
- Note on Access: Being a System Administrator for the Admin Portal does not automatically grant you access to enter every workspace. You must be an explicit member of a workspace to view its contents.
- If you click Launch but are not a member, you will be denied access. To gain entry, you must copy the URL and ask a current member of that workspace to invite you.
Edit Workspace: Modify resource allocations and settings.
Workspace Details: Access deep-dive settings, including User Role management and Connection Governance.
Move to Recycle Bin: Deactivate the workspace. (Note: Deleted workspaces are held in the Recycle Bin for 30 days before permanent erasure).

Creating a New Workspace

To provision a new environment, click the Add Workspace button in the top right corner.

Creating a workspace is an architectural decision. The settings you define here will dictate the compliance posture, performance, and limitations of that environment.

1. Workspace Name

Enter a clear, descriptive name.

Best Practice: Use a naming convention that indicates both the Department and the Environment.
Examples: “HR - Production”, “Finance - EMEA”, “IT - Sandbox”.

2. Region (Compliance & Infrastructure)

Select the geographic infrastructure hub where this workspace’s data will be processed and stored.

Available Regions:
🇺🇸 US East
🇦🇺 Australia Southeast
🇪🇺 Europe West
Strategic Decision Guide:
Data Sovereignty (Primary Factor): You must select the region that aligns with your organization’s legal requirements. For example, if this workspace will handle European customer data, you likely need to select Europe West to satisfy GDPR requirements.
Latency (Secondary Factor): If compliance is not a constraint, choose the region geographically closest to your users to ensure the fastest possible interaction speeds.
⚠️ Critical Warning: The region cannot be changed once the workspace is created. If you select the wrong region, you will need to delete the workspace and start over.

3. Flow Quota (Resource Budgeting)

Define the maximum number of Published Flows allowed in this workspace.

Range: You can allocate any number starting from 1, up to the total remaining unallocated quota in your Account.
Why limit this?
Prevent “Sprawl”: By setting a low quota (e.g., 5 or 10) for “Test” or “Sandbox” workspaces, you force developers to clean up unused flows, keeping your environment hygienic.
Protect Critical Systems: By reserving the majority of your quota for your “Production” workspaces, you ensure that business-critical processes never hit a capacity ceiling.

4. Retention Period (Audit Strategy)

Determine how long the system will store the execution history (logs) of your flows.

Range: 7 to 365 days.
Strategic Decision Guide:
Select High Retention (e.g., 365 Days): Recommended for Production environments, especially in regulated industries (Finance, Healthcare) where you may be legally required to produce audit trails for actions taken months ago.
Select Low Retention (e.g., 7–14 Days): Recommended for Development or Test environments. This aligns with “Data Minimization” privacy principles—ensuring you do not hold data longer than necessary—and keeps your history views uncluttered.

5. Workspace Slug

Define the unique URL identifier for this workspace. This string will appear in the browser’s address bar whenever a user is working inside this environment.

Format Rules:
Must be 5–20 characters long.
Allowed characters: Lowercase letters, numbers, and dashes (-) only.
Example: Entering hr-onboarding will result in a URL structure like https://admin.zenphi.io/hr-onboarding/...

🔄 Important: Accessing Your New Workspace Immediately after clicking “Save,” your new workspace will appear in the Admin Portal list. As the creator, you are automatically assigned as the Workspace Owner. However, to actually enter (Launch) the workspace or see it in your personal “My Workspaces” picker, you must refresh your access tokens. Action Required: Please Log Out of Zenphi and Log Back In. Once you do this, you will be able to launch and enter the new workspace.

Editing Workspaces

As your organization evolves, you may need to adjust the resources or settings of your existing environments. You can modify these parameters at any time by clicking the Pencil Icon (Edit) in the Actions column of the workspace list.

Workspace Name (Label)

This is the display name visible to users in the portal.
- Flexibility: You can change this at any time without risk. Since the system relies on the unique ID (Slug) for technical routing, changing the display name is purely cosmetic and will not break any running flows.
Flow Quota (Resource Adjustment)

You can increase or decrease the number of published flows allowed in this workspace.
- Lower Limit: You cannot set the quota lower than the number of flows currently published in that workspace.
- Example: If a workspace has 15 active flows, the system will not allow you to set the limit to 10. You must ask the workspace owner to unpublish 5 flows first.
- Upper Limit: You can increase the quota up to the maximum capacity of your account (Current Quota + Any Unallocated “Free” Quota).
Retention Period

Adjust how long execution logs are stored.
- Minimum Limit: The minimum retention period is 7 days. This ensures there is always at least a one-week window for debugging recent errors.
Workspace Slug (⚠️ Danger Zone)

The slug forms the core of the workspace’s URL (e.g., slug.zenphi.io). While editable, changing this is a high-risk action.
⚠️ Critical Warning: Breaking Changes Changing the slug will immediately alter the URL of the workspace. This has significant side effects:
- Broken Links: Any bookmarks or shared links to this workspace will stop working.
- Broken Triggers: Any Zenphi Mail Triggers configured in this workspace will stop functioning immediately, as their receiving address depends on the slug.
You will be asked to explicitly acknowledge this risk before saving changes. Only proceed if you are prepared to reconfigure these external dependencies.

Deleting Workspaces

Due to the critical nature of automation data, Zenphi employs a strict “Soft Delete” policy. You cannot permanently erase a workspace instantly; instead, it is moved to a holding state to prevent accidental data loss. To remove a workspace, click the “Move to Recycle Bin” option in the actions menu.

Safety Confirmation: To ensure this action is intentional, you will be prompted to type the exact name of the workspace you wish to delete. The “Confirm” button will remain disabled until the name matches exactly.
Immediate Consequences: Upon confirmation, the following actions occur immediately:
- All active flows in the workspace are Unpublished.
- Any Flow Runs currently in progress are Cancelled.
- Users will lose access to the workspace immediately.
30-Day Recovery Window: The workspace (including all flows, tables, and connection settings) is moved to the Recycle Bin.
- Restoration: You can fully restore the workspace at any time within 30 days.
- Permanent Deletion: After 30 days, the data is permanently purged from our servers and cannot be recovered.

Workspace Details

To access the deep-dive management view for any specific environment, simply click the Workspace Name in the main list.

This opens the Workspace Details panel, which is divided into three critical tabs: Information, Workspace Users, and Connections.

1. Information Tab

This view provides a comprehensive “Health Check” of the workspace, combining identity details with real-time usage metrics.

General Details:

Workspace Location: The specific data center region (e.g., Europe West).
Workspace ID: The unique technical identifier for this environment (useful for support tickets).
Owner: The primary account holder responsible for this workspace.
Active Users: A count of how many unique team members currently have access.

Usage Metrics (Quotas): This section helps you track resource consumption against your billing cycle.

Flow Runs Usage (The “Volume”):
Consumed number of flow runs: How many times flows have executed in the current period.
Quota Period: The exact dates of your current billing month (e.g., Nov 20, 2025 - Dec 20, 2025). Usage resets at the end of this period.
Remaining number of flow runs: How many executions are left before you hit your limit (or incur overages).
Flow run quota: The total volume allowed for this specific period.
Published Flow Usage (The “Design Capacity”):
Total number of flows: The count of all flows that exist (including drafts).
Number of published flows: The count of active, running flows.
Published flows quota: The hard limit you assigned to this workspace (e.g., 10 flows).

2. Workspace Users Tab

This tab acts as an audit log for access control. It lists every individual who is a member of this specific workspace.

User List: For each member, you will see:

Name & Email: Identifying details.
Role: Their specific permission level within the workspace:
Administrator: Full control over the workspace settings and flows.
Designer: Can build and edit flows but cannot change workspace settings.
Viewer: Read-only access to view flows and logs.

Note: This list allows you to audit who has access. To add or remove users, you must be inside the workspace itself (via the “Sharing” settings) or be the Workspace Owner.

3. Connections Tab (Governance & Security)

This is one of the most powerful security features in the Admin Portal. It allows you to control which external services flows in this workspace are allowed to touch.

How it Works:

Default State: By default, all supported Zenphi connections (Google Drive, Salesforce, Slack, etc.) are Enabled.
Granular Control: You can toggle any connection to Disabled. Once disabled, designers in this workspace cannot create new connections to that service, and existing flows using that service may stop working.

Granularity of Permissions:

General Services: Some services appear as a single item (e.g., Trello). Disabling it blocks that service entirely.
Complex Services (Read vs. Write): Major services often have multiple connection types separated by “Scope.” This allows you to block dangerous actions while allowing safe ones.
Example: You might see “Google Sheets (Read)” and “Google Sheets (Write/Delete)” as separate items.

🛡️ Why use this? (Strategic Governance)

Restricting connections is crucial for Enterprise security and compliance.

Use Case 1: The “Safe” Sandbox You want to allow interns to learn Zenphi without risking company data.

Strategy: In the “Intern Sandbox” workspace, you Enable Google Drive (Read Only) but Disable Google Drive (Write/Delete).
Result: Interns can build flows that read files, but the system physically prevents them from building a flow that deletes or overwrites critical documents.

Use Case 2: Blocking Shadow IT Your company policy forbids the use of Dropbox because you exclusively use OneDrive.

Strategy: You search for “Dropbox” in the connections list and Disable it.
Result: Even if a user has a personal Dropbox account, they are technically blocked from connecting it to your corporate automation environment.

Use Case 3: Regulatory Compliance The “HR” workspace handles sensitive employee data.

Strategy: You Disable all “Social Media” and “Public Sharing” connectors (like Twitter/X or Slack) for the HR workspace.
Result: This guarantees that no automated flow can accidentally post private employee details to a public channel.

Recycle Bin (Restoring Workspaces)

The Recycle Bin acts as your organization’s fail-safe. If a workspace is deleted—whether accidentally or intentionally—it is not immediately erased. Instead, it is moved to this holding area where it remains protected for 30 days.

The Recycle Bin View

Access the Recycle Bin from the bottom of the left-hand navigation menu. Here, you will see a list of all workspaces deleted within the last month.

Columns Displayed:

Name: The original display name of the workspace.
Region: The infrastructure hub where the data resides (e.g., US East).
Deleted Time: The exact timestamp of when the deletion occurred. This helps you calculate how much time remains before permanent erasure.

How to Restore a Workspace

To recover a deleted environment, locate it in the list and click the Restore button (often represented by a circular arrow icon).

This will open a Restoration Settings dialog. The system allows you to review and adjust critical parameters before bringing the workspace back online:

1. Flow Quota Check

Default: The system pre-fills this with the quota the workspace had at the moment of deletion.
Adjustable: If your account’s available quota has changed in the meantime, you can adjust this number up or down before confirming the restore.

2. Slug Verification

Default: The system attempts to restore the original URL slug (e.g., hr-onboarding).
Adjustable: You can modify the slug if necessary, though keeping the original is recommended to preserve old links.

⚠️ Note: If a new workspace was created with the same slug while this one was in the trash, you will be required to choose a new, unique slug for the restored workspace.

🔄 Critical Post-Restoration Steps

Restoring the workspace is only the first step. To make the environment fully operational and accessible again, you must perform the following actions:

1. Refresh Your Access (Log Out & Log In)

Just like creating a new workspace, restoring an old one updates your permission set.

Action: You must Log Out of the Admin Portal and Log Back In.
Result: The restored workspace will reappear in your main Workspace List and the “My Workspaces” picker.

2. Republish Your Flows

For safety reasons, restored flows do not immediately start running.

State: All flows are restored to their Last Saved State (Draft).
Action: You must enter the workspace, open the relevant flows, and click Publish.
Reasoning: This prevents “Zombie Flows” from suddenly waking up and processing old data or sending emails the moment the workspace is restored. It gives you a chance to review them first.

Conclusion

The Zenphi Admin Portal is more than just a settings page; it is a comprehensive Governance & Orchestration Engine for the modern enterprise.

By leveraging these tools, you move beyond simple task automation and achieve true operational excellence:

Compliance is guaranteed via Region pinning.
Security is enforced via Connection Governance.
Budgets are protected via Quota Management.
Risks are mitigated via the Recycle Bin and Retention Policies.

Whether you are managing a single subsidiary or a global conglomerate, the Admin Portal ensures that your automation infrastructure remains secure, organized, and scalable.