Our Workflow Automation feature allows users to automate actions within your spaces. This guide will help you navigate the setup and management of workflows within Valuecase.
How to Create a Workflow
In your dashboard sidebar, go to the Workflows section: app.valuecase.com/dashboard/workflows.
Click "Add a New Workflow" in the top-right corner.
Provide a workflow name and description to easily identify it later.
Select the required parameters:
Select a template: Workflows apply to a selected template and will be active for all new spaces created with that template moving forward.
Specify a trigger and an actions.
Click "Create Workflow" to activate it.
Managing existing workflows
In Templates
Disabling a Workflow
When disabled, workflows will not apply to new spaces.
Workflows already applied to existing spaces will continue to execute.
When re-enabled, the workflow will be applied again to new spaces.
Deleting a Workflow
Deleted workflows will not apply to newly created spaces.
Deleted workflows that are live in existing spaces will continue to execute.
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.
Triggers and actions
Workflows consist of triggers and actions. While most triggers and actions can be combined, some limitations apply. In general, the workflow executes the defined Action when the Trigger Event occurs.
Type | Description |
Triggers | Form Completed: Triggers when a form is submitted, regardless of who completes it.
Property Set by Workflow: Triggers when a space property changes.
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 | Email notification to (1) Space Owner, (2) any external email-address, or (3) all external stakeholders of a space with known email addresses.
Pop-Up Notification: Displays a pop-up message in the space, e.g., for informing the user when new content has been unlocked by a workflow.
Set Property: Sets or changes a space property value.
Update Task Status: Marks a task as complete or incomplete, e.g., for automatically completing tasks when a form is submitted. |
Important Beta Limitations
Workflows are not duplicated when a template is duplicated.
Workflows do not persist if a task is moved to another milestone.
Testing is recommended: Create a test space after adding new workflows to ensure they function correctly.
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 page).
When will the full version be released?
When will the full version be released?
In Q4 2025.