Workflow Automation lets you automatically trigger actions inside your spaces — for example, unlocking content after a form is completed, sending notifications, or updating properties when tasks are done.
This article explains where to configure automations, how to create them, and how to monitor them in spaces.
How to Create a Workflow
Workflows are configured inside the Template Editor.
Open the template you want to use and navigate to Settings (via the left-hand sidebar)
Go to the Workflows tab
Click "Add New Workflow" in the top-right corner.
Choose how to start:
Use a template (pre-filled workflow setup)
Create a Workflow from Scratch
Provide a workflow name and description to easily identify it later.
Configure triggers and actions:
When this happens: select a Trigger
Then do this: select one or more Actions
Click "Create Workflow" to activate it.
⚠️ Important: Newly created workflows only apply to all new spaces created from that template going forward.
Managing existing workflows
In Templates
Enable / Disable
Use the Active toggle to disable an automation
Disabled automations won’t apply to newly created spaces
Automations already present in existing spaces can still run (see “Managing in Spaces” below)
Edit, Duplicate, Delete
Use the three-dot menu next to a workflow to:
Edit: change trigger and actions
Duplicate: copy a workflow and adjust it
Delete: removes it from the template (does not retroactively remove it from spaces that already have it)
In Spaces
You have full control over workflows that are live in spaces.
Inside a space, navigate to Settings > Workflows.
You'll find all information about the workflows running in the space, whether and how often they were already executed ("Runs") and the Option to disable the workflow for this specific space via the grey three-dot menu.
Additionally, each time a workflow runs, Valuecase adds an entry to the Space Activity Feed. This helps you understand when workflows executed and what they affected.
Triggers and actions
Automations consist of:
one Trigger (the event), and
one or multiple Actions (what happens next)
Most triggers and actions can be combined, but some combinations may not apply depending on the selected elements.
Type | Description |
Triggers | Form Completed: Triggers when a form is submitted, regardless of who completes it. You can also add conditions based on specific form answers, so the workflow only runs when selected answers are given. For example, notify your technical team only if the customer selects “SSO required”.
Property Set by Workflow: Triggers when a space property changes (only when set by automation; not by human input).
Internal Property Changed: Triggers when an internal property value is changed (any change).
Space Inactive: Triggers if a space has not been visited by any customer for a set number of days.
Task/Milestone/Action Plan Completed: Triggers when a specific Task/Milestone/Action Plan is marked as complete. |
Actions (can be combined) | Show pages/blocks: Reveals a hidden page or block in your Space once the chosen trigger is activated (e.g., customer completes a task).
Send notification > Email: Sends an email to the space owner, a specific external email address, or all external stakeholders of a space with known email addresses. Workflow emails can also use placeholders to include dynamic space or customer information.
Send notification > Pop-up in space: Displays a pop-up message in the space, for example to inform viewers that new content has been unlocked. You can also add a call-to-action button that links viewers directly to a page or block in the space.
Set Property: Sets or changes a Valuecase space property value.
Write HubSpot Property: Sets or changes a HubSpot property value. Requires an active HubSpot Connection (go here to learn more).
Update Task Status: Marks a task as complete or incomplete, e.g., for automatically completing tasks when a form is submitted.
Trigger Webhook: Sends data from Valuecase to an external system. This is useful for custom automations, integrations, or tools that are not connected through a native integration. |
7 most frequently used Workflow 'recipes'
Unlock a page after the customer completes a form
Unlock a page after the customer completes a form
Use case: Show next-step content only after onboarding details are submitted.
Setup
Trigger: Form Completed → select the form
Action: Show page → select the page to reveal
Optional: enable the pop-up so the customer sees what unlocked. You can also add a call-to-action button that links directly to the unlocked page or block.
Tip: Use this to progressively reveal implementation steps, training, or pricing/contract pages.
Automatically complete a task when a form is submitted
Automatically complete a task when a form is submitted
Use case: Keep your checklist clean without manual updates.
Setup
Trigger: Form Completed → select the form
Action: Update Task Status → choose the task → set to Complete
Tip: Pair this with a “Submit onboarding form” task so the checklist reflects the real status.
Notify colleagues when customer completes an important step
Notify colleagues when customer completes an important step
Use case: Internal follow-up (e.g., schedule kickoff, review requirements).
Setup
Trigger: Task Completed (or Form Completed) → select the task/form
Action: Email notification → recipient: (external) email address (of colleagues)
Optional: include a short subject/message that tells your team what to do next
Tip: Use this for “Customer shared requirements”, “Security review submitted”, or “Stakeholders confirmed”.
Send an email to external stakeholders when new content is available
Send an email to external stakeholders when new content is available
Use case: Inform customers when something has been unlocked or updated.
Setup
Trigger: Choose the event that unlocks or updates the content, for example Form Completed, Task Completed, or Property Set by Workflow
Action: Email notification → recipients:
All external stakeholders (with known email addresses), or
a specific external email address
Tip: Combine with “Unlock a page after form completion” so customers immediately get an email saying what’s next.
Update a space property when a task is completed (for visibility automation)
Update a space property when a task is completed (for visibility automation)
Use case: Use workflows to drive visibility rules (content automation).
Setup
Trigger: Task Completed → select the task
Action: Set Property → choose property (e.g.,
Kickoff done) → set to TRUEIn the template: configure a visibility rule that shows a block/item when that property is TRUE
Tip: This is the most flexible pattern for multi-step onboarding.
Nudge customers after inactivity
Nudge customers after inactivity
Use case: If a space hasn’t been visited, alert your team to follow up.
Setup
Trigger: Space Inactive → choose number of days
Action: Email notification → send to Space Owner (or internal team, or customer)
Tip: Use this for onboarding spaces where timelines matter (e.g., trials, implementation, renewals).
Write data back to HubSpot when onboarding is complete
Write data back to HubSpot when onboarding is complete
Use case: Keep CRM data in sync without manual updates.
Setup
Trigger: Milestone Completed (or Property Set like
Onboarding complete = TRUE)Action: Write HubSpot Property → select the HubSpot property and value
Tip: Use this to update lifecycle stage, onboarding status, or “implementation complete” fields.
Trigger a workflow based on a form answer
Trigger a workflow based on a form answer
Use case: Run a workflow only when a customer gives a specific answer in a form.
Example: If a customer selects “Yes” for SSO, notify your technical team.
Setup
Trigger: Form Completed → select the form
Condition: Select the relevant question and answer, for example SSO required = Yes
Action: Choose what should happen next, for example:
Send an email notification to your technical team
Show a technical setup page
Set a space property
Trigger a webhook
Tip: Use this when one form can lead to different next steps depending on the customer’s answers.
Send data to another tool with a webhook
Send data to another tool with a webhook
Use case: Trigger a custom automation in another tool when something happens in Valuecase.
Setup
Trigger: Choose the event that should start the workflow, for example Form Completed, Task Completed, or Internal Property Changed
Optional: Add conditions if the webhook should only run in specific cases
Action: Trigger Webhook
Add the webhook URL
Optional: Add custom query parameters
Tip: Use webhooks for custom integrations, internal tools, or automations that are not covered by native integrations.
FAQ
How does Workflow Automation work with Content Automation?
How does Workflow Automation work with Content Automation?
Our content automation operates independently from workflows, and visibility automation still must be configured in templates directly on the element. However, workflows can complement existing content automation by enabling automatic updates. Here's how:
Set visibility rules in template (same as before)
Use workflows to update space properties (e.g., after a task is completed, change a space property to "TRUE" to show a previously hidden block).
What happens if elements that are referenced by triggers or action get moved (within a template / space)?
What happens if elements that are referenced by triggers or action get moved (within a template / space)?
We automatically update the references in the backend with one exception. If you move tasks from one milestone to another, workflow references no longer match the original setup. In these cases, please update the workflow.