Ziflow Support can change email addresses for many users and guests at once, including when your organization moves to a new email domain. Prepare your files, check the requirements, and send your request to Ziflow Support.

Which type of change do you need?

If the part of the email address after the @ changes, your request is a domain migration. For example, @oldcompany.com to @newcompany.com.

Before you start

Check these before you prepare your files. Any one of them can stop the change for a user or guest.

• Each new email address must not exist anywhere in Ziflow. An email address can exist only once across all of Ziflow, including in other companies' accounts. Ziflow Support can't check other accounts in advance, so these addresses come back as failed rows after the change runs.
• The change is rejected for anyone whose primary account is a different Ziflow account. If someone on your list also belongs to another Ziflow account set as their primary, their email address can't be changed from your account.
• Don't use the new addresses in Ziflow yet. Don't add, invite, or create users or guests with the new addresses until Ziflow Support confirms the change is complete.

If a user or guest already exists with a new address, remove that record before you send your request. Depending on how the record has been used, removing it may also require deleting associated proofs. Ziflow Support doesn't delete these records for you, and pauses your request until they're removed.

Prepare your files

A sample spreadsheet is available to download here.

1. Create two CSV files: one for users and one for guests.
2. In each file, add these columns:
3. Current email address
4. New email address
5. Tenant ID (optional, but speeds up your request)
6. Add only the rows you want to change.

Check your files against these requirements before you send them:

• Each file has 500 rows or fewer. If you have more, split them into numbered files, for example Users 1–500 and Users 501–1000.
• New email addresses use lowercase letters only.
• Files contain only the rows to change. Don't use strikethrough, colors, or hidden rows to mark rows to skip.
• People who have left your organization aren't included.
• Guests are in the guests file. A user export doesn't include guests.

Submit your request

Send your request to support@ziflow.com with the minimum notice for your request type:

Include:

• Ziflow account name
• Tenant ID (if available)
• Your CSV files
• The date and time for the change, in Eastern Time (ET) and your local time
• Whether that time is when the change should start or the deadline for it to be done
• For a domain migration: the current and new email domains

For example: Start at 09:00 ET (15:00 Central European Time) on October 14.

The time must be between 02:00 and 18:00 ET (UTC−5, or UTC−4 during daylight saving time).

Ziflow Support checks your files before scheduling the change. If a file needs corrections, Support returns it with instructions, which may delay your requested date. Support then confirms the schedule with you.

Change your email domain

A domain migration needs more planning than a bulk email change, because email addresses are linked to users, guests, proofs, flows, forms, notifications, integrations, and access records. Complete these steps before you submit your request.

Tell your teams not to use the new domain

Until Ziflow Support confirms the migration is complete, ask anyone who does any of the following not to use the new domain in Ziflow:

• Creates proofs
• Invites reviewers
• Adds guests
• Manages users
• Manages flows or review groups
• Configures integrations or automations

Review your SSO configuration

If your organization uses single sign-on (SSO), review your identity provider configuration before you schedule the migration. Decide whether users will sign in with:

• The current email domain
• The new email domain
• Both domains during a transition period

Your identity provider and Ziflow may not change at the same time, so coordinate the migration with your IT or identity management team.

Review custom domain changes

If your organization is also enabling, changing, or disabling a custom domain, or changing its Ziflow subdomain, review the impact before you schedule the migration. A custom domain change can affect:

• Internal Ziflow URLs
• Links in earlier email notifications

If important proof notifications were sent before the domain change, you may need to resend them after the migration.

Review integrations and automations

Review any connected systems that use email addresses, such as:

• monday.com
• Asana
• Automation platforms
• Custom API integrations
• Other project management tools

If an email address changes in Ziflow but not in a connected application, integrations and automations may not work as expected. If you use the Ziflow API, external systems that use email addresses for user lookups, reviewer assignments, synchronization, or automated workflows may need updates outside of Ziflow.

After the update

Test the change

After Ziflow Support confirms the change is complete:

1. Ask a small group of users to sign in and check their access.
2. Check that existing proofs are accessible.
3. Check that flows and forms work as expected.
4. Test integrations and automations.
5. Resume inviting users and guests with the new addresses.
6. Resend important proof notifications if a related custom domain change affected them.

Share with your users

Send this to the people whose email addresses changed:

Your Ziflow email address has changed. Sign in with your new email address. Your password stays the same. If you have trouble signing in, clear your browser cache or use a private window. If you sign in with SSO, sign in as usual.

For any questions about this process, contact support@ziflow.com.