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Create Space

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Definition

The Create Space action in Zenphi’s Google Chat integration allows users to programmatically create spaces (formerly known as rooms) in Google Chat. These spaces serve as virtual environments where teams can collaborate, share messages, and exchange files seamlessly. This action is particularly useful for automating the creation of structured communication spaces for projects, departments, or events.


Use Cases

The Create Space action is highly versatile and can be employed in numerous scenarios, including:

Project Management: Automatically create a dedicated space for each new project, ensuring all stakeholders have a central location for communication.

Onboarding New Employees: Generate spaces for onboarding discussions, resource sharing, and FAQs tailored to new hires.

Event Planning: Set up spaces for events to facilitate discussions, share updates, and manage tasks.

Customer Support: Create spaces for client-specific discussions, enabling personalized and private support.

Incident Management: Automate the creation of spaces for incident response teams to ensure swift communication and coordination.


Inputs

The Create Space action requires the following inputs:

  1. Connection:

Connection is the way to authorize Zenphi to interact with the specified system on your behalf. If your process needs to interact with another system, like Google Sheets, Google Docs, Slack, etc., Zenphi would need to use a connection to interact with those systems on your behalf.

  1. Space Type:

The type of space to create:

Space: A place where people send messages, share files, and collaborate. A space can include Chat apps.

Direct Message: 1:1 messages between two humans or a human and a bot.

Group: Named spaces where the conversation is organized by topic. Topics and their replies are grouped together.

  1. Members:

Enter email addresses that belong to the specified domain and are associated with the connection. You can enter multiple email addresses, separating them with commas. For example: useremail1, useremail2.

  1. Space Display Name:

The space's display name. If you receive the error message "ALREADY EXISTS" when creating a space or updating the displayName, try a different displayName. An existing space within the Google Workspace organization might already use this display name. Supports up to 128 characters.

  1. Description:

A description of the space's purpose.

  1. External User Allowed:

Indicates whether the space allows any Google Chat user to join as a member. You cannot set "External User Allowed" to true when the audience field has a value.

  1. Audience:

The resource name of the target audience who can discover the space, join the space, and preview the messages in the space. If unset, only users or Google Groups who have been individually invited or added to the space can access it. To use the default target audience for the Google Workspace organization, set to audiences/default.


Step-by-Step Guide

Step 1: Add the "Create Space" Action

In your Zenphi flow, drag and drop the Create Space action from the Google Chat category into your workflow. If you're new to adding actions in Zenphi, you can find a complete guide here.

Step 2: Configure the Action Settings

Connection: Select the appropriate connection for Google Chat.

Space Type: Choose the type of space you want to create (Space, Direct Message, or Group).

Members(Optional): Enter email addresses of the users to be added to the space.

Space Display Name: Provide a unique name for the space.

Description (Optional): Add a brief description of the space.

External User Allowed: Specify whether external users are allowed to join the space.

Audience (Optional): Define the audience who can access the space, if necessary.

Step 3: Test the Configuration

Run the flow in test mode to verify that the space is created successfully in Google Chat.

Check the space in Google Chat to confirm the name, description, and members are correctly set up.

Step 4: Publish and Automate

Once tested, publish the flow to automate the space creation process.

Integrate with triggers like form submissions or project initiation events to dynamically create spaces.


Outputs

The Create Space action provides the following outputs:

  1. Space ID:

A unique identifier for the created space, which can be used for further automation actions, such as posting messages or adding members.

  1. Type:

The type of the created space, such as Space, Direct Message, or Group.

  1. Display Name:

The name given to the space during its creation.

  1. Create Time:

The timestamp indicating when the space was created.

  1. Space Threading State:

Indicates the threading state of the space, such as whether messages are grouped by topics.

  1. External User Allowed:

Shows whether external users are allowed to join the space.

  1. Space History State:

Indicates whether the history of the space is available to its members.

  1. Last Active Time:

The timestamp when the space was last active.

  1. Admin Installed:

Indicates whether the space was installed by an admin.

  1. Import Mode:

Specifies whether the space is in import mode, which may affect how data is managed.

  1. Space URI:

The direct URI link to access the created space.

  1. Space Detail:

Provides additional details about the space.

  1. Membership Count:

Indicates the number of members in the space.

  1. Access Settings:

Specifies the access settings for the space, such as visibility and discoverability.

  1. Permission Settings:

Details the permissions set for the space, determining what actions members can perform.


Example

Scenario: Automating Space Creation for New Projects

Flow Trigger:

A project management tool sends a webhook to Zenphi when a new project is created.

Create Space Action Configuration:

Space Display Name: {{ProjectName}} - Team Space

Description: A space for collaborating on the {{ProjectName}} project.

Members: Dynamically populated from the project team members.

Output Utilization:

Use the Space Link to notify team members via email about their new collaboration space.

By using Zenphi’s Create Space action, you can enhance team collaboration and streamline communication effortlessly.

Updated 2 days ago