Resources · Zapier integration

ONLYOFFICE DocSpace Zapier integrationAutomate ONLYOFFICE DocSpace with Zapier.

The ONLYOFFICE DocSpace Zapier integration gives you 12 triggers, 16 actions and 2 searches to react to new rooms, files and people, then create, share or clean up without opening DocSpace. It works on the free plan, no paid plan needed.

See the 30 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the ONLYOFFICE DocSpace Zapier integration actually does

It links your DocSpace account to Zapier so that something happening in a room, a folder or your My Documents space starts a chain of steps on its own. Zapier then watches your rooms, files, folders and members for you. It is not a premium app: it runs on the free plan.

Three results people usually build with it. First, a room that announces itself: Room Created starts the Zap and Get External Link hands back the room's main shareable link, ready to send to a client through another tool. Second, a tidy personal space: File Created in My Documents picks up each new document you drop there and Download File From My Documents returns a link to grab it, so a copy can land in your archive. Third, onboarding without the clicks: Invite User brings a colleague onto the portal from an email typed in a form, and Share Room gives them the right role in the right room.

Now what Zapier does not do here. None of the 12 triggers is instant: every one of them is checked on a timer, so a new file shows up in your Zap at the next check, not the second it lands. There is no action to delete a single file, only folders, and nothing to move or copy a file between rooms. If a step you want is missing from the 30 operations, Zapier will not invent it. If you are weighing tools before you start, see Make vs Zapier.

Vocabulary

Zapier vocabulary, in plain words

Eight words come back on every line of this page. Here is what each one means before you meet it in the editor.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event and nothing else.
Action
What the Zap does after it has started: the step that creates, sends, shares or removes something on your behalf.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Polling trigger
A trigger Zapier checks on a timer: it asks the app for its latest items and keeps only the ones it has not seen yet.
Instant trigger
A trigger the app reports by itself, the moment the event happens, so nothing waits for the next scheduled check.
Filter
A step that lets the Zap carry on only when the incoming item meets a condition you set, and stops it quietly otherwise.
Search step
A step that looks up something already stored in an app, so the steps after it can use what it found.
Cost

What it really costs in tasks

Watching DocSpace costs nothing: the trigger never uses a task, however often Zapier checks. You pay, in tasks, for each action that goes through.

  • Tasks per month on Free100
  • Steps per Zap on Free2 (one trigger, one action)
  • Premium appNo, works on Free
  • Instant triggers0 of 12

Each successful action counts on its own, so a Zap with three actions eats three times what a one-action Zap does, and an action that fails is not counted. The free plan gives you 100 tasks a month and as many Zaps as you like, but each one stops at two steps: one trigger, one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. Plan names and intervals are those of Zapier's own grid.

Connect

Connect your ONLYOFFICE DocSpace account

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account. A connection is your DocSpace account linked to Zapier once, then reused by every step that touches DocSpace, so you only do this part once.

  2. 02

    Add DocSpace

    Click + Add connection, type ONLYOFFICE DocSpace in the search box of the dialog, pick it, then click Add connection. You need an existing DocSpace account for the next step to work.

  3. 03

    Sign in and allow access

    Sign in to DocSpace in the tab that opens and grant Zapier access to the account. For anything you do not own yourself, the account also needs read or write access, or the Zap cannot touch it.

First Zap

Your first Zap: share the link of every new client room

GoalWhen a room is created in DocSpace and its name matches, fetch its external link for the next step.

  1. 01

    Pick the trigger

    Create a Zap, choose ONLYOFFICE DocSpace as the app that starts it and Room Created as the event, then select the connection you added earlier.

  2. 02

    Test it on a real room

    Run the trigger test. Zapier brings back the three most recent rooms of your account, so pick one that looks like a real client room to map the next steps.

  3. 03

    Add the filter

    From the plus icon, add Filter. Choose a value from the room, a text rule, and the word your client rooms share. A number rule on text never passes.

  4. 04

    Add the action

    Add ONLYOFFICE DocSpace again with Get External Link, and map the Room id from the trigger into its required Room id box.

  5. 05

    Test, then publish

    Test the action once and read what came back. Then Publish the Zap. With the filter it has three steps, so it needs a paid plan.

Triggers

ONLYOFFICE DocSpace triggers on Zapier

12 events start a Zap when something happens in ONLYOFFICE DocSpace. Zapier checks for them at the interval your plan allows.

1

File Created

Polling trigger

In Zapier“Triggers when a file is created in a room or folder.”

Starts your Zap each time a new file appears in a room or one of its folders. You get the file into the Zap without anyone telling you it was added, which matters in shared rooms where several people drop documents.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
a client room where every new contract or brief should be logged or announced to the account manager.
Watch out
a Zap that creates files in the very room it watches will start itself again on its own output.
2

File Created in My Documents

Polling trigger

In Zapier“Triggers when a file is created in the My Documents directory.”

Watches only your personal My Documents space, not the shared rooms. Each document you create or save there becomes the starting point of a Zap, which keeps team activity out of the picture.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
you draft proposals privately and want each new draft copied to your own archive or noted in a tracking sheet.
Watch out
it only sees the space of the connected account, so a colleague's My Documents never reaches this Zap.
3

File Deleted

Polling trigger

In Zapier“Triggers when a file is deleted (optionally from a room or folder).”

Fires when a file disappears. You can leave it open to every deletion or narrow it to one room or one folder, which is the useful setting on a busy portal.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
an audit trail for a room holding signed documents, where any removal should leave a line in a log somebody reads.
Watch out
files removed before the Zap was published are never reported, so the log starts on the day you switch it on.
4

File Deleted From My Documents

Polling trigger

In Zapier“Triggers when a file is deleted from the My Documents directory.”

The personal counterpart of the previous trigger: it reacts to a file leaving your My Documents space and ignores what happens in rooms.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
you keep a mirror list of your private drafts somewhere else and want a removed draft marked as gone there too.
Watch out
a big clean-up deletes many files at once, and that sudden batch can be held back by Zapier's flood protection.
5

Folder Created

Polling trigger

In Zapier“Triggers when a folder is created in a room or folder.”

Catches every new folder made inside a room or inside another folder. It is the trigger to use when the structure of a room, more than its files, tells you something has started.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
your team opens one folder per project in a shared room, and each new project should get a card in your task board.
Watch out
pairing it with Create Folder in the same room makes a loop that keeps spending tasks.
6

Folder Created in My Documents

Polling trigger

In Zapier“Triggers when a folder is created in the My Documents directory.”

Limited to your own My Documents space, this one notices each folder you add there and lets shared rooms go about their business unseen.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
a freelancer who opens a private folder per prospect and wants a matching row created in a sales sheet.
Watch out
folders that existed before the Zap went live are not picked up, so build the backlog in your sheet by hand.
7

Folder Deleted

Polling trigger

In Zapier“Triggers when a folder is deleted (optionally from a room or folder).”

Signals that a folder has been removed, from anywhere or, if you narrow it, from a chosen room or parent folder.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
closing a project should also close the matching item in your project tool.
Watch out
leaving it on the whole portal means every tidy-up by every member ends up in your Zap.
8

Folder Deleted From My Documents

Polling trigger

In Zapier“Triggers when a folder is deleted from the My Documents directory.”

Reports a folder leaving your personal space and nothing else. Shared rooms can be reorganised all day without touching this Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
you archive a prospect by deleting their private folder and want their row in your sales sheet flagged as closed.
Watch out
Zapier remembers what it has already seen, so the same deletion never starts the Zap twice, even if you test again.
9

Room Archived

Polling trigger

In Zapier“Triggers when a room is archived.”

Starts when someone archives a room. If your team archives a room once its work is done, this is your end signal for a client or a project.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
an agency that archives a client room at the end of a contract and wants the deal marked as delivered in its CRM.
Watch out
combined with the Archive Room action on the same rooms, one Zap can set the other off.
10

Room Created

Polling trigger

In Zapier“Triggers when a room is created.”

Reacts to a new room on the portal. If your team opens one room per client or per project, each new one is the moment to start the follow-up.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
the Zap drawn above, which fetches the external link of each client room so it can be sent on.
Watch out
creating dozens of rooms in one go during a migration can trigger Zapier's flood protection.
11

User Added

Polling trigger

In Zapier“Triggers when a user is added.”

Each new person added to your DocSpace portal starts this one. It is the portal-wide signal that a member has arrived, whatever room they end up in later.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
HR wants every new portal member welcomed in the team chat and listed in the onboarding sheet.
Watch out
people added before the Zap was published are not reported, so seed the onboarding sheet yourself.
12

User Joined

Polling trigger

In Zapier“Triggers when a user is invited to the room.”

Watches one room and fires when a user is invited into it. You must point it at that room, since its Room id is required, and you can ask it to return only active people.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
a client room where each new participant should be greeted by the account manager.
Watch out
one Zap watches one room, so a second room needs a second Zap with its own Room id.
Actions

ONLYOFFICE DocSpace actions on Zapier

ONLYOFFICE DocSpace gives you 16 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Archive Room

Action

In Zapier“Archive a room.”

Puts a room away once its work is done. The Room id is required, and nothing else is asked.

When to use it
a project marked as closed in your project tool archives its DocSpace room too.
Watch out
a Room Archived trigger elsewhere will pick up each room this action archives.
2

Create File

Action

In Zapier“Create a file.”

Adds a new file, named by the Title you map in. Use it when the document itself should exist before anyone opens DocSpace.

When to use it
each new project in your task board gets an empty meeting-notes file ready for the kickoff.
Watch out
a File Created trigger on the same place will fire again on the file this action makes.
3

Create File in My Documents

Action

In Zapier“Create a file in the My Documents directory.”

Same idea as Create File, but the new document lands in your personal My Documents space instead of a shared room. Only a Title is required.

When to use it
a private draft opened for every new lead from your contact form, before anything is shared with the team.
4

Create Folder

Action

In Zapier“Create a folder.”

Builds a folder from a Zap, with the Title you choose or map from an earlier step. Handy for keeping the same structure in every room without doing it by hand.

When to use it
a folder per order, named after the order, created when a sale comes through your shop.
5

Create Folder in My Documents

Action

In Zapier“Create a folder in the My Documents directory.”

Makes a folder inside your own My Documents space rather than in a room, which keeps half-finished work away from colleagues. A Title is all it asks for.

When to use it
one private folder per prospect, opened when the prospect is added to your CRM.
6

Delete Folder

Action

In Zapier“Delete a folder.”

Removes a folder, identified by its required Folder id. There is no matching action for single files, so folders are the smallest thing a Zap can delete here.

When to use it
clearing a temporary working folder once its project is marked as finished.
Watch out
a wrong Folder id deletes the wrong folder, so map it from a search rather than typing it.
7

Delete Folder From My Documents

Action

In Zapier“Delete a folder from the My Documents directory.”

Deletes a folder from your personal space, again from its Folder id. Shared rooms are untouched.

When to use it
a lost prospect in your CRM also loses the private folder you opened for them.
Watch out
Folder Deleted From My Documents will see that deletion if another Zap watches it.
8

Download File

Action

In Zapier“Returns a hydrated link to download a file.”

Despite its name, it does not save anything on your computer. It hands back a link to download a file, given its File id, so a later step can pass the file to another app.

When to use it
sending a freshly added report to a storage tool or as an email attachment.
Watch out
the File id has to come from an earlier step, usually a trigger or a search.
9

Download File From My Documents

Action

In Zapier“Returns a hydrated link to download a file from the My Documents directory.”

Returns a download link for a file stored in your My Documents space, again from its required File id. The file stays where it is.

When to use it
backing up each new private draft to your own archive, right after File Created in My Documents.
11

Invite Guest

Action

In Zapier“Invites a guest to the room.”

Brings an outside guest into one room. You need both the Room id and the guest's Email.

When to use it
a client who signs a quote is invited to the room where the project documents live.
Watch out
pick the room from a previous step or a fixed value, never a guess, or the guest ends up in the wrong place.
12

Invite User

Action

In Zapier“Invites a user to the current portal.”

Invites a person to your portal, not to a specific room. The only required box is their Email.

When to use it
a new hire added to your HR tool receives their DocSpace invitation without anyone thinking about it.
Watch out
it opens the portal, not a room, so pair it with Share Room once the person exists.
13

Create Room

Action

In Zapier“Create a room.”

Opens a new room on your portal from a Zap. Give it a Title and a Type, both required, and DocSpace sets up the space for you.

When to use it
a deal marked as won in your CRM gets its own client room.
Watch out
without a filter, every incoming item opens a room, and duplicates pile up fast.
14

Share Room

Action

In Zapier“Share a room with a user.”

Gives an existing user access to a room with a chosen role. Three boxes are required: Room id, User id and Role.

When to use it
a colleague assigned to a deal in your CRM is added to that client's room automatically.
Watch out
it works on User id, not on an email, so the person must already exist on the portal.
15

Upload File

Action

In Zapier“Upload a file.”

Brings a file from elsewhere into DocSpace. Its required box takes either a direct link to the file or a file passed on by an earlier step.

When to use it
attachments from a signed-contract email saved into the client's room.
16

Upload File to My Documents

Action

In Zapier“Upload a file to the My Documents directory.”

The private version of the upload: the incoming file is stored in your My Documents space, where only you see it until you decide to share.

When to use it
invoices received by email collected in one personal place before you sort them.
Searches

ONLYOFFICE DocSpace searches on Zapier

2 search steps look for data that already exists in ONLYOFFICE DocSpace, so a later step can use it.

A search finds a file or folder that already exists, so the next step can act on it. Searches sit at the bottom of the Action event list, under SEARCH, and adding one makes the Zap multi-step. ONLYOFFICE DocSpace offers no find-or-create variant: neither search can create what it fails to find.

1

Search File

Search

In Zapier“Search for a file.”

Looks for a file by its title or its extension, inside the section you pick. Both the Section and the Title are required, and the result gives later steps the File id they need.

When to use it
finding the signed quote before Download File sends it to accounting.
Watch out
searching on an extension alone can match many files, so check the multiple-results setting.
2

Search Folder

Search

In Zapier“Search for a folder.”

Finds a folder by its title within a section, with both boxes required. It is the safe way to get a Folder id instead of typing one.

When to use it
locating a client's folder by name just before Delete Folder clears it out.
Watch out
two folders with the same title make the first match win unless you change that setting.

The three settings every search exposes

  1. Successful if no search results are found?
    Left as it is, a search that finds nothing stops the Zap there and the steps relying on it are skipped. Switch it on and the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. DocSpace exposes no such variant, so here the search only ever looks.
  3. If multiple search results are found?
    Several matches leave three choices: keep the first one, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When an ONLYOFFICE DocSpace Zap breaks

Zapier attaches no help article to this app and lists no limit of its own, so the traps below are the general ones. They hit DocSpace Zaps all the same.

Most of them come from the same place: rooms and folders are both what the triggers watch and what the actions write into. If something looks wrong, Zapier troubleshooting covers the general checks.

  • The past is not picked up

    A Zap only reacts to what happens after it is switched on. Rooms, files and members that existed before stay invisible, and moving them over is a separate job.

  • The Zap feeds itself

    Folder Created plus Create Folder on the same room, or Room Archived plus Archive Room, make a Zap that sets itself off again and burns through your tasks.

  • A bulk import is held back

    When a trigger suddenly returns a large batch, after a migration or a mass upload, Zapier's flood protection can hold the items back instead of running them all.

  • The same item never runs twice

    Zapier remembers what it has already seen on a polling trigger, so a file or room that was handled once will not start the Zap again.
Need help

Need help automating ONLYOFFICE DocSpace with Zapier?

A person reads every message.

FAQ

ONLYOFFICE DocSpace Zapier integration: questions

01Is the ONLYOFFICE DocSpace Zapier integration free?
Yes. ONLYOFFICE DocSpace is not a premium app, so it works on the free plan. That plan gives you 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. As soon as you add a filter, a search or a second action, the Zap becomes multi-step and you need a paid plan. The integration itself has no separate price on Zapier.
02How many tasks does a DocSpace Zap use?
One per action that succeeds, and nothing for the trigger. Zapier can check DocSpace for new rooms or files as often as your plan allows without spending a task. A Zap with one action costs one task per run, a Zap with three actions costs three. An action that fails is not counted. A few apps and actions take more than one task when they complete, so a busy Zap deserves a look at its count after its first runs.
03Does ONLYOFFICE DocSpace trigger Zaps in real time?
No. All 12 triggers are polling triggers, which means Zapier checks DocSpace on a timer. The interval depends on your plan: every 15 minutes on Free, every 2 minutes on Professional, and every minute on Team and Enterprise. On paid plans you can also change how often it checks and run a check by hand from the editor. A trigger's type comes from the app and cannot be changed in Zapier.
04What does connecting DocSpace to Zapier require?
An ONLYOFFICE DocSpace account, plus access to any room or folder you do not own but want the Zap to touch. You add the connection from the Apps page with + Add connection, sign in to DocSpace in the tab that opens, and grant Zapier access. The connection is then reused by every DocSpace step in every Zap, so you do it once. Rooms the account cannot open stay out of reach for every Zap.
05Why does Share Room fail with only an email address?
Because Share Room asks for a User id, a Room id and a Role, all three required, and not for an email. The person has to exist on your portal first. If they do not, use Invite User with their Email to bring them onto the portal, or Invite Guest to bring an outsider into one room, which takes a Room id and an Email. Map the Room id from a trigger or a fixed value rather than guessing it.
06What if the DocSpace operation needed is not on Zapier?
Then it is not there, and no setting will add it. The 30 visible operations cover rooms, files, folders and people, but there is, for example, no action to delete a single file or to move a file. The usual workaround is to combine what exists, such as Search Folder followed by Delete Folder, or to handle that step in DocSpace itself, then let the Zap pick up from the next trigger.
07Zapier, Make or n8n for ONLYOFFICE DocSpace?
It depends on criteria, not on a winner. On Zapier, DocSpace runs on the free plan with 100 tasks a month, two-step Zaps, and triggers checked every 15 minutes. If your workflow needs filters or several actions, budget for a paid plan. If none of the 30 operations covers your case, check what the other tools offer for DocSpace before building. Also weigh how fast you need each event: here, none of the triggers is instant.
Same platform

Other docs you might need on this stack.

Browse all integrations