Definition

The Add Users to workspace action allows you to programmatically invite or add new users to your current Zenphi workspace. This action is essential for automating user onboarding workflows, enabling you to provision access, assign roles, and configure user attributes without manual intervention in the admin panel.

Key capabilities include:

• Adding multiple users simultaneously via email addresses.
• Assigning specific roles (Admin, Designer, Viewer) and configuring custom user attributes at both the workspace and space levels.
• Controlling the invitation process by optionally skipping the automatic email. This is a highly valuable capability, as it allows users to be added silently and gain immediate access without needing to formally accept an invitation.

This action ensures that new team members are granted the correct permissions instantly, streamlining the integration of user management into your broader business processes.

Important Notes

• This action is not visible in any workspace by default. If you want to use it, please reach out to our support team and we will enable it for you.
• To set this action up for the best results and for a deeper understanding of the underlying logic, please check out our detailed articles on and .

Inputs

1. User email:

• Practical Guidance: Enter the email addresses of the users. You can add multiple users at once by separating their email addresses with a comma. You can type these directly as a static value (e.g., john.doe@company.com) or use the token picker to dynamically insert emails from a previous step, such as a Google Forms submission or a row from a Google Sheets list.
• Use Case Context: You would use this field to pass a list of new employee emails collected from an HR onboarding form.

2. Roles:

• Practical Guidance: Select one or more roles from the dropdown menu. Options typically include Admin, Designer, and Viewer. To restrict a user to specific spaces only (creating a Space-Level Viewer), leave this dropdown empty and assign them explicitly in the Spaces configuration below.
• Use Case Context: You would use this to automatically grant Designer access to members of your IT team while restricting others to Viewer access.

3. User Attributes:

• Practical Guidance: Provide key-value pairs to set specific attributes at the Workspace level. These values act as global defaults for the user across the entire workspace unless overridden at the space level. You can map these dynamically using tokens from previous steps.
• Use Case Context: You would use this to set a Department or Manager attribute for the user, which can later be used to route approval tasks dynamically.

4. Spaces:

• Practical Guidance: This is a list input where you can add multiple spaces. For each entry, you identify the Space to grant the user access to it, and you can assign specific user attributes. Note that attributes defined here act as a Space Level Override and take precedence over the workspace-level defaults. If you want to grant a user Viewer access just to one specific space, leave the Roles field empty and add the needed space here.
• Use Case Context: You would use this to assign a unique Budget Code attribute to a user specifically for the “Finance” space, which is different from their code in the “HR” space.

5. Skip Invitation:

• Practical Guidance: Select true or false. By default, Zenphi AUTOMATICALLY sends a standard invitation email to the user. If set to true, the automated email is skipped, and the user is added to the workspace immediately with full access, requiring no formal acceptance.
• Use Case Context: You would enable this if you prefer to suppress the system email and instead send the generated invitation link through Slack, Jira, or a custom-branded Send Email action later in your flow.

6. Identity Provider:

• Condition: This field is only available and relevant when Skip Invitation is set to true.
• Purpose: Specifies the authentication method the user must use to log in, as they will not be clicking a setup link from an invitation email.
• Practical Guidance: Select the provider from the options: Auto, Google, or Microsoft.
• Use Case Context: You would use this to enforce that users must log in using their corporate Microsoft credentials immediately upon being added.

Outputs

1. Users:

• Data Description: This is a list of objects representing all the users that were successfully created or invited during this action.
• Workflow Utility: This output is essential for confirmation and further processing. You can pass this list into a Foreach loop to perform subsequent actions for every new user, such as creating a folder in Google Drive or sending a Slack notification. Each object in this collection contains the following data points:
  • User email: The email address of the added user. Use this to personalize notifications or as a key to update other systems (e.g., adding the user to a CRM).
  • Roles: A collection of role names assigned to the user. Useful for logging purposes to verify that the correct permissions were granted during the automation run.
  • Invitation link: The unique URL that allows the user to accept the workspace invitation and set up their account. This is highly valuable if you selected Skip Invitation in the inputs. You can map this token into a Slack message, Jira ticket, or Send Email action to share the link exactly where your team communicates, rather than using the default Zenphi email.

Example Use Cases

1. Automate Employee Onboarding: Add new hires to the workspace immediately after an HR form is submitted or a contract is signed, ensuring they have access on day one.

2. Send Custom Branded Invitations: Create users silently by skipping the default notification, then use the generated invitation link to send a fully branded welcome email via Gmail or Outlook.

3. Provision Project-Specific Access: Grant specific roles and space-level attributes to team members automatically when a new project is initialized in your project management system.

4. Bulk User Management: Read a list of users from a Google Sheet to mass-add employees to the workspace with defined roles and attributes during a system migration.

5. Dynamic Role Assignment: Trigger a workflow based on a promotion or role change to update a user’s permissions or add them to new Spaces within the workspace.

Example

Scenario: Your HR department uses a Google Form to collect details for new employees. To maintain a professional and consistent brand image, you want to add the new employee to the Zenphi workspace automatically but send the invitation link through a custom-branded HTML email template instead of the default system notification.

Steps to Implement:

1. Google Form Trigger: Start the flow when the “New Employee Onboarding” form is submitted.

2. Add Users to workspace: Configure this action to create the user account without notifying them immediately.

• User email: Select the email address field from the Google Form trigger outputs.
• Roles: Select Designer (or the appropriate role for the new hire).
• User Attributes: Add a key for Department and map the value from the Form trigger.
• Skip Invitation: Set to true.
• Identity Provider: Select Google (assuming the company uses Google Workspace).

3. Send Email (Gmail): Send the personalized welcome email containing the access link.

• To: Map the email address from the Form trigger.
• Subject: Welcome to the Team – Set Up Your Account.
• Body: Write your custom welcome message. Crucially, insert the Invitation link token from the Add Users to workspace action outputs so the user can click to activate their account.

Outcome: The new employee is instantly added to the system with the correct permissions and department attributes. Instead of a generic system alert, they receive a polished, corporate-branded email containing their unique setup link, improving the onboarding experience while ensuring immediate access.

Best Practices

1. Assign Least Privilege: Grant the minimum required role (e.g., Viewer) initially to maintain workspace security, and only assign Admin or Designer roles to users who strictly require them.

2. Standardize User Attributes: Define consistent naming conventions for User Attribute keys (e.g., always use Department rather than Dept) to ensure downstream workflows can reliably route tasks based on this metadata.

3. Verify Identity Provider: When skipping invitations, ensure the Identity Provider setting matches your organization’s authentication method (Google vs. Microsoft) to prevent login errors for the end user.