Request an email domain migration to update your organization's existing Ziflow users and guests from one email domain to another.

For example:

• Current domain:@oldcompany.com
• New domain: @newcompany.com

An email domain migration is different from changing a single user's email address. Because email addresses are associated with users, guests, proofs, flows, forms, notifications, integrations, and access records, domain migrations require planning and coordination with Ziflow Support.

Before requesting an email domain migration, review the following requirements.

Before migration, do not use the new domain in Ziflow

Do not add, invite, or create users or guests with the new email domain until Ziflow Support confirms that the migration is complete.

Ziflow Support is not responsible for deleting users, guests, or proofs that were created using the new email domain before the migration. If Ziflow Support identifies existing records that use the new domain, the migration request will be paused until you remove the records.

Inform your teams not to use the new domain in Ziflow

Before the migration, instruct users not to use the new email domain in Ziflow.

This includes anyone who:

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

Prepare your migration

Email addresses are referenced throughout your Ziflow account. The larger your account and the more proofs and users involved, the more important it is to carefully plan the migration.

An email domain migration requires planning and coordination with Ziflow Support.

Ziflow Support reviews your migration request before scheduling the update to:

• Verify the migration data
• Assess the impact on your environment
• Minimize the risk of access issues or data inconsistencies

Prepare a migration spreadsheet

A sample spreadsheet is available to download here.

1. Create a spreadsheet with two tabs:
   • Users
   • Guests
2. For each entry, include the columns:
   • Current email address of the user/guest
   • New email address of the user/guest (use lowercase letters only)
   • Tenant ID (optional, but speeds up your request)
3. Export the sheet as a CSV file.

Spreadsheet formatting requirements

• Use lowercase characters for all new email addresses.
• If more than 500 records need to be updated, divide the spreadsheet into groups of 500 records or fewer. Breaking the migration into smaller groups helps Ziflow Support review and process the request more efficiently.

For example:

• Users 1–500
• Users 501–1000
• Guests 1–500
• Guests 501–1000

Review your SSO configuration

If your organization uses single sign-on (SSO), review your identity provider configuration before scheduling the migration.

Determine whether users will authenticate using:

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

Because changes in your identity provider and changes in Ziflow may not occur at the same time, coordinate the migration with your internal IT or identity management team.

Review custom domain changes

If your organization is also:

• Enabling a custom domain
• Changing a custom domain
• Disabling a custom domain
• Changing a Ziflow subdomain

review the impact before scheduling the migration.

Changing a custom domain can affect:

• Internal Ziflow URLs
• Links contained in previous email notifications

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

Review integrations and automations

Before the migration, review any connected systems that depend on user email addresses.

This may include:

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

If a user's email address changes in Ziflow but remains unchanged in a connected application, integrations and automations may not function as expected.

If your organization uses the Ziflow API, additional review may be necessary. External systems that use email addresses for:

• User lookups
• Reviewer assignments
• Synchronization processes
• Automated workflows

may require updates outside of Ziflow.

Submit your request

Provide the following information to support@ziflow.com at least 48 business hours before your requested migration time:

• Ziflow account name
• Tenant ID (if available)
• Current email domain
• New email domain
• Requested migration date and time
• Completed migration spreadsheet

The requested migration window must be between:

02:00 and 18:00 Eastern Time (ET) / UTC−5 / UTC−4 during daylight saving time

Ziflow Support will review the spreadsheet format before scheduling the migration. If corrections are required, we will return the spreadsheet with instructions, which may delay the requested migration date.

The Support team will confirm scheduling with you. We’ll do our best to accommodate your requested date, but scheduling depends on availability.

Test your migration

After Ziflow Support confirms that the migration is complete:

1. Ask a small group of users to sign in and verify access.
2. Confirm that existing proofs are accessible.
3. Verify that flows and forms are working as expected.
4. Test integrations and automations.
5. Resume inviting users and guests using the new email domain.
6. Resend important proof notifications if they were affected by a related custom domain change.