Best Practices for Getting Started

1. Sign Up with a Functional Google Account

Use a functional or role-based Google account (e.g., [email protected]) rather than a personal account. Although Zenphi Support can transfer workspace ownership to a new account if needed, starting with a functional account ensures continuity if someone leaves your organization and simplifies managing flows, connections, and permissions. Ensure this account has the necessary permissions for shared resources like Google Drive, Calendar, and Sheets.

2. Use Separate Workspaces for Different Teams

Create distinct Zenphi Workspaces for each department or business function (e.g., HR, IT, Finance). This allows granular control over user access and helps prevent accidental edits across departments. It also promotes better organization of flows and resources.

Use Spaces to maintain organization and group flows, tables, and AI models around a specific topic. Example: Create a space for invoice processing and maintain everything related to it there.

3. Use Shared Connections During Development and Testing

During the building and testing phase, always use shared connections rather than private ones. This ensures collaborators can access the same connected services (Drive, Gmail, etc.) without needing to reauthenticate.

Ideally, create these shared connections using the functional account from point #1 to centralize access and avoid dependency on individual users.

4. Assign Flow Ownership and Document Purpose

Clearly define ownership of each flow and document its purpose. Add descriptions directly inside flows and maintain a centralized log (using a Zenphi Table or Google Sheet) that includes:

• Flow Name
• Owner
• Purpose
• Trigger
• Key Steps
• Integrations with other systems
• Outputs produced by the flow

This makes it easier to audit, update, or reassign flows in the future.

5. Sign Up to Our Community Page

Join the Zenphi Community to:

• Get your questions answered quickly
• Get early updates on new features
• Submit and vote on submitted feature requests
• Download and share MiniFlows to incorporate into your own processes
• Join challenges to win prizes
• Connect with other users and learn from real use cases

6. Subscribe to Our YouTube Channel

New to Zenphi or looking for inspiration? Subscribe to our YouTube Channel for:

• Real-world use case tutorials
• Feature walkthroughs
• 3-minute automation tips
• Recordings of past webinars with clients and experts