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How to automate Spaces through workflows

Automate actions within Valuecase spaces - through our very own workflow engine.

Jan Niklas Wick avatar
Written by Jan Niklas Wick
Updated over a week ago

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.

  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.

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

Show page: Reveals a hidden page in your Space once the chosen trigger is activated (e.g., customer completes a task). Optionally, show a notification when new content becomes available.
This notification appears as a small pop-up that the customer must acknowledge before continuing.

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 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.

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

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: Show page (or Property Set) depending on your flow

  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.

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).

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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