📌 Workflows are available on the Professional or Enterprise plan, and can only be accessed by users with 'Workflow' permission.
How to Create a Workflow
Workflows can be created using the methods below.
Creating with a Recommended Template
1️⃣ Select a template.
step 1. Click [Workflow] on the home screen and select a desired template from 'Recommended templates,' or click [+ Create workflow] and select 'Create using template.'
step 2. Review what situations the template is useful for and what can be done with the workflow actions, then click [Use this template].
2️⃣ Configure specific conditions and actions.
step 1. An 'Untitled workflow' is created according to the selected template, with execution conditions and actions specified based on the template.
Trigger: The criterion that initiates workflow execution. (e.g., when a response containing a specific word is submitted; when a question's statistical value falls below a certain threshold)
Condition: The detailed rules for the workflow to execute after the trigger. (e.g., when a free-text response contains the word 'dissatisfied'; when the average value of a satisfaction (5-point scale) question is below 3)
Action: The task executed when conditions are met.
step 2. Click [Configure] to the right of the target survey to select the survey to use as the condition for executing the workflow.
step 3. The items shown under 'Condition' and 'Action' may vary depending on the template. After selecting the desired items, click [Complete setup] in the upper right to create the workflow.
Creating with Quick Start
step 1. From the 'Create a workflow quickly' area in the center of the workflow page, select the desired trigger condition.
step 2. An 'Untitled workflow' with the 'trigger condition' automatically assigned based on your selection is created.
Trigger / Condition / Action — same structure as above.
step 3. Click [Configure] to the right of the target survey to select the survey.
step 4. After selecting the desired items under 'Condition' and 'Action,' click [Complete setup] in the upper right to create the workflow.
Creating from Scratch
step 1. Click [+ Create workflow] and select [Create from scratch].
step 2. In the 'Workflow trigger' modal, select a trigger condition on the left. After reviewing the 'how it works' or 'conditions to configure' for the selected condition on the right, click [Complete selection].
step 3. An 'Untitled workflow' is created. Register the trigger, condition, and action in the settings screen.
Trigger / Condition / Action — same structure as above.
step 4. During setup, you can use [Save draft] to save current input, and click [Complete setup] when fully done.
Creating from a Collection Group
After completing a survey and starting response collection, you can create and manage workflows from that collection group.
step 1. Select the desired survey and navigate to the 'Collect' tab.
step 2. Select a collection group with active response collection — the 'Workflow' tab will appear.
step 3. On the [Workflow] tab, you can see the list of workflows set to use that collection group as a condition, then click the [+ Create workflow] button in the upper right.
step 4. Select your preferred creation method from recommended template or quick start, then configure the condition and action types to create a workflow dashboard.
Q. Can't a different item be specified as the action?
A. Workflows are currently available as a BETA service. In BETA, email and Slack sending are supported. Action types will be expanded incrementally in the future.
💡 The workflow has even more features available.
Clicking the additional actions (⁝) button on the right of the workflow list allows you to perform the following:
Copy: Creates a 'Draft' status workflow with the same settings. Unavailable if you don't have project access permission.
Rename: Modifies the name of the workflow.
Delete: Deletes the workflow. Deleted workflows cannot be restored, so please choose carefully.
How to Configure Workflow Actions
Configuring the Slack Message Sending Action
When Slack is selected as the workflow action, a notification can be sent to a designated Slack channel when configured conditions are met.
1️⃣ Click [Connect] for Slack in Settings.
step 1. Navigate to [Settings > Apps & Software].
step 2. Click the [Connect] button to the right of the Slack item.
💡 Usage tip | The [Connect] button only appears when no account has been connected to the Space yet. If another member has already connected an account, click [Manage connections] on the 'Apps & Software' screen, then select [Connect my account] to the right of the member list in the center.
2️⃣ Install the Dataspace app in Slack.
step 1. If you're already logged in to Slack, the Dataspace app installation screen appears immediately.
step 2. Confirm that 'Workspace' is set to your workspace, review the 'Review app permissions' content, and click [Allow].
🧙 Do you see the message 'This app is not approved by Slack'?
Dataspace is currently in the process of undergoing review for official registration in the Slack Marketplace.
During this process, per Slack policy, the message 'This app is not approved by Slack' may appear when connecting.
Q. Is there any problem using the service?
A. No need to worry. This message simply means the app is from outside the marketplace and does not affect data security or feature usage at all.
Q. What should I do?
A. Dataspace is a service developed in compliance with internal security guidelines, so please proceed with the connection by confidently clicking [Allow]. Once official registration is complete, this message will automatically disappear.
step 3. When the connection is successfully completed, a message saying 'Connection complete' will appear.
3️⃣ Create a workflow and select 'Slack' as the action.
step 1. Access workflows from the Dataspace homepage, then select your preferred workflow creation method from recommended template, quick start, or create from scratch.
step 2. Select the trigger and condition for the workflow, then create a workflow with the action type 'Send Slack message' or 'Send Slack message with response content.'
step 3. Configure the message receiving channel to receive notifications and the notification content to send.
step 4. Under the sent response data items, select the response data to receive as a Slack message based on the configured condition, and configure whether to include the 'View all responses' button in the Slack message.
💡 Usage tip
You can also send messages to private Slack channels. However, to send messages successfully, the Opensurvey Dataspace app must first be added to that channel.
Add the Opensurvey Dataspace app to the private channel you want to send messages to, then configure the workflow.
The app invitation can be done via: Slack channel settings > Integrations > Apps > [Add apps] > Select Opensurvey Dataspace.
step 4. Once all settings are complete, click [Complete setup] to create the workflow, then turn the activation toggle to ON to run the workflow.
Configuring the Email Sending Action
When email is selected as the workflow action, an email is sent to the entered account when configured conditions are met.
1️⃣ Create a workflow.
step 1. Access workflows from the Dataspace homepage, then select your preferred workflow creation method from recommended template, quick start, or create from scratch.
step 2. Select the trigger and condition for the workflow, then create a workflow with the action type 'Send email.'
2️⃣ Configure the email recipient and content.
step 1. Click [Configure] for 'Email recipient and content' to enter the recipient account and content.
💡 Usage tip | Even non-project members can be designated as email recipients.
step 2. The response ID can be referenced in the email content, and a 'Go to survey results' button can be added. Configure whether to include it.
step 3. Once all settings are complete, click [Complete setup] to create the workflow, then turn the activation toggle to ON to run the workflow.
Viewing Workflow Execution History
Click on an activated workflow and view the history of workflow executions via [Execution history].
Clicking [Execution history] lets you check results and failure reasons per execution. If needed, clicking the [Retry] button lets you re-run a failed action.
💡 Resolve workflow execution failures like this.
✅ Email sending
1️⃣ Volume exceeded
Email sending is limited to a maximum of 300 in the last 24 hours. If this limit is exceeded, email sending is restricted, which may prevent workflow execution.
🔍 Solution
Try again after 24 hours.
Adjust the workflow conditions to reduce the number of emails sent at once.
Review your settings to ensure there are no unnecessary notifications being sent.
2️⃣ Unknown error
An error where the exact cause is difficult to identify from system logs alone. This can occur due to temporary network issues or momentary failures in external services.
🔍 Solution
Check that your network connection is stable.
Try again after a short time.
If the same error repeats, contact Customer Support.
✅ Slack message sending
1️⃣ Volume exceeded
Occurs when the allowed API call volume (sending limit) of the connected Slack workspace is exceeded. Often occurs when sending many messages in a short time.
🔍 Solution
Wait a moment, then try again.
Adjust workflow conditions to reduce message sending frequency.
If it continues, check Slack's API usage policy.
2️⃣ Connection permission expired
Occurs when Slack connection permissions have expired due to Slack account deletion, permission changes, or app disconnection from the workspace.
🔍 Solution
Check the Slack connection status in Dataspace under [Apps & Software > Manage connections].
Re-connect your Slack account if necessary.
3️⃣ Channel inaccessible
Occurs when the channel to receive notifications has been deleted, or the bot or connected account does not have access permission to that channel.
🔍 Solution
Verify that the channel you want to send messages to currently exists.
Check that the bot (or connected account) has been invited to the channel in the Slack workspace.
If the channel has changed, re-select the correct channel in the workflow settings.
4️⃣ Unknown error
An error where the exact cause is difficult to identify from system logs alone.
🔍 Solution
Check that your network connection is stable.
Try again after a short time.
If the same error repeats, contact Customer Support.
Have you tried creating a workflow?
If you still have questions after reviewing this guide, please contact us anytime via the [Customer Support icon] in the bottom right corner of your screen.