Zapier

Examples of Zaps

The list of implemented Zaps:

• DocSpace and Zoom .The User Added trigger was used. When a new user is added to DocSpace, a Zoom meeting is automatically scheduled for the company employee to provide training on using DocSpace.
• DocSpace and Google Docs. The File Created in My Documents trigger was used. After a user creates a document in DocSpace, its copy is added to Google Docs.
• DocSpace and Gmail. The File Created trigger was used. A user creates a file in DocSpace and gets its copy to Gmail email, for further work, or sharing with customers.
• DocSpace, Slack and Discord. The Room Created trigger was used. After creating a new room in DocSpace, a channel in Slack is automatically created and a notification is sent to Discord.
• DocSpace and Google Chat. The Room Archived trigger was used. After a user moves a room to the archive, a notification is automatically sent to a Google Chat.
• Asana and DocSpace: The Search Folder and Delete Folder actions were used. A folder is created in DocSpace based on the task name in Asana. Once the task is completed, the folder in DocSpace is automatically deleted.
• DocSpace and Telegram. The Room Created trigger and Share Room action were used. When creating a room in DocSpace, a Telegram notification is automatically sent to an administrator or a certain user.
• Linear.app and DocSpace. The Create Room action was used. When creating a new task in Linear.app, a room in DocSpace is automatically created.
• OneDrive and DocSpace. The Upload File action was used. When adding a file to OneDrive, its copy is automatically sent to DocSpace.
• HubSpot and DocSpace. The Invite User action was used. When a new contact is added in HubSpot, an invitation to register in the DocSpace workspace is automatically sent to the contact.

Requirements

• Zapier
• ONLYOFFICE DocSpace
• Zapier ONLYOFFICE integration app

Installing the ONLYOFFICE DocSpace connector for Zapier

Creating Zaps

• To create a chain of actions, select the trigger event from which the chain begins.

  For example, we selected a trigger on creating a file in the My documents section. In the App & event section, choose the File Created in My Documents event.

  
• Then we need to authorize in DocSpace where we will track the file creation. In the Account section, click Sign in.
  

  In the authorization window, specify the DocSpace portal URL, email address and password. Click Yes, Continue to ONLYOFFICE DocSpace.

  
• In the Trigger section, you can set up your trigger. In this case, you can optionally select the necessary folder or leave the default settings.

  Then, it’s necessary to test the trigger. Click the Test trigger button.

  
• Select a record and click the Continue with selected record button.
  
• Then we can create the following events in the chain, test them and publish the Zap. More details for available Zaps are described below.
  

User Added trigger

Goal

When adding a new user in DocSpace, a Zoom meeting is automatically created for the company employee, with the topic on teaching a new user how to use DocSpace.

Implementation

• Add the DocSpace User Added trigger, so that obtain data about new users in DocSpace.
  
• Test the trigger to ensure it functions correctly. Then, select a sample record for further use.
  
• Add the Zapier Delay After Queue action to get current time.

  Set the desired delay for the event (0 minutes in this example). Select the person responsible for the task; if necessary, choose multiple assignees.

  
• Then add the Zoom Create Meeting action.

  Set up the action depending on your needs. Enter the meeting topic, choose the date, duration, and a password if necessary.

  

  Then test the Zap. If all tests passed successfully, publish it.

File Created in My Documents trigger

Goal

After a user creates a document in DocSpace, its copy is added to Google Docs.

Implementation

• Add the DocSpace File Created in My Documents trigger. This trigger is activated when creating or adding a new document.
  

  If needed, select the folder where the trigger will apply.

• Test the trigger to ensure everything is working correctly. Select a sample record for further testing.
  
• To obtain a file from DocSpace, it’s necessary to download it first. To do that, add the Download File action.
  
• In the action settings, select the file ID.
  
• Add the new Google Docs Upload Document action. Select the File field and choose the folder in Google Docs where the files will be uploaded.
  

  Then test the Zap. If all tests passed successfully, publish it.

File Created trigger

Goal

A user creates a file in DocSpace and gets its copy to a Gmail email, for further work, or sharing with customers.

Implementation

• Add the DocSpace File Created trigger.
  

  If needed, select the room and/or folder where the trigger will apply.

• Test the trigger to ensure it functions correctly. Then, select a sample record for further use.
  
• Add the new DocSpace Download File action, which will download the file.
  
• In the Action settings, select the file ID.
  
• Add the new Gmail Send Email action. Enter necessary parameters in the settings.
  
• In the Attachment field, specify the value from the Download File action.
  

  Then test the Zap. If all tests passed successfully, publish it.

Room Created trigger

Goal

After creating a new room in DocSpace, a channel in Slack is automatically created and a notification is sent to Discord.

Implementation

• Add the DocSpace Room Created trigger.
  
• Test the trigger to ensure it functions correctly. Then, select a sample record for further use.
  
• Add the Slack Create Channel action.
  
• In the Action settings, select the Channel Name.
  
• Add the new Discord Send Message action.
  
• Select the recipient and the message text.
  

  Then test the Zap. If all tests passed successfully, publish it.

Room Archived trigger

Goal

After a user moves a room to the archive, a notification is automatically sent to Google Chat.

Implementation

• Add the DocSpace Room Archived trigger.
  
• Test the trigger to ensure it functions correctly. Then, select a sample record for further use.
  
• Add the Google Chat Create Message action.
  
• In the settings, select a channel and use the message constructor to create your message text.
  

  Then test the Zap. If all tests passed successfully, publish it.

Search Folder and Delete Folder actions

Goal

A folder is created in DocSpace according to the task name in Asana. When the task is closed, the folder in DocSpace will be automatically removed.

Implementation

• Add the Asana Completed Task trigger.
  
• Select the Workspace and Project in Asana.
  
• Test the trigger to ensure it functions correctly. Then, select a sample record for further use.
  
• Add the new DocSpace Search Folder action, which searches for a folder based on the task name.
  
• In the settings, select the section where to search for the folder and choose the field with the folder name.
  
• Add the Delete Folder action. Depending on the folder location, choose Delete Folder or Delete Folder From My Documents.
  
• In the settings, choose the field with the folder ID.
  

  Then test the Zap. If all tests passed successfully, publish it.

Share Room action

Goal

The DocSpace administrator wants access to all newly created rooms and to receive Telegram notifications.

Implementation

• Add the DocSpace Room Created trigger.
  
• Test the trigger to ensure it works correctly. Then, select a sample record for further use.
  
• Add the DocSpace Share Room action, which will automatically provide access to a room.
  
• In the Action settings, choose the room ID, the user we grant access to, and the role.
  
• Add the Telegram Send Message action.
  
• In the settings, choose Chat Id. In the Message Text field, create the message text using the constructor.
  

  Then test the Zap. If all tests passed successfully, publish it.

Create Room action

Goal

When creating a new task in Linear.app, a room in DocSpace is automatically created.

Implementation

• Add the Linear New Issue trigger.
  
• Test the trigger to ensure it works correctly. Then, select a sample record for further use.
  
• Add the new DocSpace Create Room action, which will automatically create a new room.
  
• In the settings, select the room title and type.
  

  Then test the Zap. If all tests passed successfully, publish it.

Upload File action

Goal

When adding a file to OneDrive, its copy is automatically sent to DocSpace.

Implementation

• Add the OneDrive New File trigger.
  
• Test the trigger to ensure it works correctly. Then, select a sample record for further use.
  
• Add the new DocSpace Upload File to My Documents action.
  
• In the settings, choose the field with the attachment.
  

  Then test the Zap. When testing the Zap, the value in the url field must begin and end with the hydrate tag. If all tests passed successfully, publish it.

  If an error occurs when testing the "Upload File" action, it’s recommended to reconnect the app. To do that, in the Zapier Apps section, select the ONLYOFFICE app. Remove the existing connection and add it again.

Invite User action

Goal

When adding a new contact in HubSpot, an invitation to register in the DocSpace workspace is automatically sent to this contact.

Implementation

• Add the HubSpot New Contact trigger.
  
• Test the trigger to ensure it works correctly. Then, select a sample record for further use.
  
• Add the new DocSpace Invite User action.
  
• In the settings, choose the field containing Email and select the user role.
  

  Then test the Zap. If all tests passed successfully, publish it.