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How to automate Spaces through workflows

Create and manage workflows that unlock content, send notifications, and use form answers to update properties, HubSpot, and other tools.

Written by Jan Niklas Wick

Workflows automatically take action when something happens in a Space. Use them to unlock content, send notifications, update properties, complete tasks, or pass information to another tool. You can also use submitted form answers as values in your actions.

How to Create a Workflow

Workflows are configured inside the Template Editor.

  1. Open the template you want to use and navigate to Settings (via the left-hand sidebar)

  2. Go to the Workflows tab

  3. Click "Add New Workflow" in the top-right corner.

  4. Choose how to start:

    • Use a template (pre-filled workflow setup)

    • Create a Workflow from Scratch

  5. Provide a workflow name and description to easily identify it later.

  6. Configure triggers and actions:

    • When this happens: select a Trigger

    • Then do this: select one or more Actions

  7. 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.

  1. Inside a space, navigate to Settings > Workflows.

  2. 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: emails the Space Owner, Selected Users, All External Stakeholders with known email addresses, or an External Email address. Include placeholders for Space information and, with a Form Completed trigger, submitted answers.

Send notification > Pop-up in space: displays a message in the Space. You can include placeholders and add a call-to-action button linking to a page or block.

Set Property: writes a fixed value or a submitted form answer to a Valuecase Space property.

Set HubSpot Property: writes a fixed value or submitted answer to a property on the linked HubSpot object. This requires an active HubSpot integration and a Space linked to the relevant object.

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.

Using form answers in actions

Choose Form Completed as the trigger and select the form first. The answer picker then uses questions from that form. Answer conditions decide whether the workflow runs; answer values provide the information an action sends or writes. You can use either or both.

Insert an answer into text

In supported notification fields and text property values, click the {} placeholder button, then choose a question under Form answers. You can combine answers with your own text and Space property placeholders. For example, include the answer to “Implementation requirements” in the email sent to your delivery team.

Bind an answer to a choice property

For a choice property, switch from Fixed value to Bind to form answer and select the question. Use a single-select question for a single-value destination, and a multi-select question for a multi-value destination.

  • Align the form options with the destination options, including capitalization. The editor warns about options the destination does not accept. Unsupported options are omitted from Valuecase properties and may be rejected by HubSpot.

  • If an answer-based property value resolves to blank, Valuecase leaves the existing Valuecase or HubSpot property unchanged. A blank answer within a longer message or value leaves that part empty; the remaining text is still used.

How different answers are inserted

  • Text answers are inserted as plain text. Multiple selections are separated by commas in text fields.

  • File uploads are represented by file names and links, not attachments.

  • Table answers are inserted as JSON text, not a formatted table.

  • After changing the trigger form or its questions, review the answer references in every action. Choice bindings are cleared when you change the selected form.

Example: write onboarding answers to HubSpot

Suppose your form asks for the customer’s implementation requirements and preferred package. You want these answers on the HubSpot deal linked to the Space.

  1. In the template, create a workflow with Form Completed and select the onboarding form.

  2. Add Set HubSpot Property. Choose the Type of object linked to Space, then the destination property.

  3. For a text property such as implementation requirements, insert the corresponding question using {}. For a choice property such as preferred package, choose Bind to form answer and select the compatible question. Check the answer options against HubSpot’s accepted values.

  4. Add another action for each additional property, then save the workflow.

  5. Create a test Space from the template, link the relevant HubSpot object, and submit the form. Check the resulting values in HubSpot before using the workflow with customers.

The action updates the linked objects of the selected type; it does not create a new HubSpot record. If the Space has no matching link, there is no object to update.

7 most frequently used Workflow 'recipes'

Unlock a page after the customer completes a form

Use case: Show next-step content only after onboarding details are submitted.

Setup

  1. Trigger: Form Completed → select the form

  2. Action: Show page → select the page to reveal

  3. 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

Use case: Keep your checklist clean without manual updates.

Setup

  1. Trigger: Form Completed → select the form

  2. 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

Use case: Internal follow-up (e.g., schedule kickoff, review requirements).

Setup

  1. Trigger: Task Completed (or Form Completed) → select the task/form

  2. Action: Email notification → recipient: (external) email address (of colleagues)

  3. 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

Use case: Inform customers when something has been unlocked or updated.

Setup

  1. Trigger: Choose the event that unlocks or updates the content, for example Form Completed, Task Completed, or Property Set by Workflow

  2. 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)

Use case: Use workflows to drive visibility rules (content automation).

Setup

  1. Trigger: Task Completed → select the task

  2. Action: Set Property → choose property (e.g., Kickoff done) → set to TRUE

  3. In 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

Use case: If a space hasn’t been visited, alert your team to follow up.

Setup

  1. Trigger: Space Inactive → choose number of days

  2. 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

Use case: Keep CRM data in sync without manual updates.

Setup

  1. Trigger: Milestone Completed (or Property Set like Onboarding complete = TRUE)

  2. 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

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

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?

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).

Do template changes update my existing Spaces?

No. Check and manage each existing Space’s inherited workflows separately. To test a newly created or changed template workflow, create a new Space from that template.

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.

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