Valuecase Zapier integrationAutomate Valuecase with Zapier.
The Valuecase Zapier integration puts 14 operations in the editor: 3 triggers on new spaces, completed forms and completed tasks, 5 actions that create, tag, update or archive spaces, and 6 searches that read a space back. Use, cost, traps.
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What the Valuecase Zapier integration handles
Valuecase builds shared microsites, called spaces, that you run with a client or prospect. The integration lets Zapier notice what happens in those spaces and act on them from your other apps, without code. You pick the event that starts things, you pick what follows, and the editor connects them. Fourteen operations: three that listen, five that act, six that look up.
Three results worth building. A space that knows where it belongs: Add External ID to Space attaches the matching record of your CRM, such as a HubSpot deal, so Return Spaces by External ID can find the space again later from that record. A space that sorts itself: New Space Created catches each new space and Update Space Custom Property fills in a property such as the region or the segment. A clean wrap-up: Task Completed tells you a step of the action plan is done, and Archive Space puts the space away when the work is over.
Now the catches. Every trigger is a polling one, so there is always a short wait. The actions work from identifiers, a space slug, a space ID, a task ID or a template ID, and the hardest part of each Zap is knowing where that value comes from. There is no find-or-create either: a search never creates a missing space.
If you use Make too, the same app has a page on Valuecase Make integration, and Make vs Zapier sets the two tools side by side.
Zapier in seven words
Seven words you will see on every screen of the editor. One line each, then the page uses them as they are.
- Zap
- The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
- Trigger
- The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for that event to happen.
- Action
- What the Zap does once it has started: the step that creates, updates or moves something on your behalf.
- Task
- The unit Zapier bills. Each action your Zap completes successfully counts as one task on your plan.
- Polling vs instant
- A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app the moment it happens.
- Filter
- A step that lets the Zap continue only when what arrived meets your condition, and stops it in every other case.
- Search step
- A step that finds something already stored in an app, so the steps after it can use what it found.
What a Valuecase Zap really costs
Checking is free. However often Zapier looks at your Valuecase account for new spaces, completed forms or completed tasks, it never costs a task. Only the actions that follow are counted.
- Trigger check0 tasks, however often
- Action that works1 task each
- Action that fails0 tasks
- Free plan100 tasks a month, unlimited Zaps, two steps per Zap
- Filter or search stepmulti-step Zap, paid plan
Each action that works counts as one task, and each one is counted on its own: a new space that gets a property and an external ID costs two. An action that fails costs nothing. The free plan gives 100 tasks a month and unlimited Zaps, but each Zap stays at two steps, one trigger and one action. A filter, a search or a second action makes it a multi-step Zap, which needs a paid plan, and with six searches on offer that line comes quickly. Since all three triggers are polling ones, your plan also sets how long they wait between checks.
Connect your Valuecase account once
- 01
Open the Apps page
In your Zapier account, go to Apps and click + Add connection. A connection is your Valuecase account linked to Zapier once, then reused by every Valuecase step in every Zap you build afterwards.
- 02
Choose Valuecase
Type Valuecase in the dialog's search box, select it, then click Add connection. A new tab opens on the Valuecase side so you can sign in there rather than in Zapier.
- 03
Sign in and grant access
Log in with the Valuecase account that runs the spaces you want to automate, then allow Zapier to use it. For spaces you do not own, you also need read or write access before a Zap can touch them.
Your first Valuecase Zap
GoalEvery new space created for an enterprise prospect gets its Segment property set to Enterprise, and other spaces are left alone.
- 01
Build: choose the trigger
Create a Zap, pick Valuecase as the app that starts it, then New Space Created. A Zap always opens on a trigger, never on an action, and this one is checked on a timer.
- 02
Test on a real space
Select your connection and test. Zapier brings back the three most recent items, so create a real test space first and look at what the trigger returned.
- 03
Keep the right spaces
Add a Filter step from the plus icon: a field from the trigger, a text rule, and Enterprise as the value. The filter makes this a multi-step Zap, so it needs a paid plan.
- 04
Set the property
Add Update Space Custom Property. Fill the Space Slug, the Property Key and the value. Zapier only says the slug comes from Create Space or the space's URL: check the trigger's test result carries it. A single-value property takes plain text.
- 05
Publish
When every step answers properly, click Publish. From that moment, and not before, new enterprise spaces get their segment after the next check.
The 3 triggers, one by one
3 events start a Zap when something happens in Valuecase. Zapier checks for them at the interval your plan allows.
New Form Completed
Polling triggerIn Zapier“Triggers when a new Form is completed.”
Starts the Zap when someone completes a form inside one of your spaces. The answers your buyer gives in the space can then travel to the tools your team uses.
New Space Created
Polling triggerIn Zapier“Triggers when a new Space is created.”
Fires each time a new space appears in your Valuecase account. It is the natural starting point for anything that should happen once per new client or deal room.
Task Completed
Polling triggerIn Zapier“Triggers when a task is completed.”
Reacts when a task of a space's action plan is marked as done. That turns progress in the shared plan into a signal your other apps can act on.
The 5 actions
Valuecase gives you 5 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Complete Task
ActionIn Zapier“Marks an Action Plan Task as Completed”
Marks a task of a space's action plan as completed, from outside Valuecase. The shared plan then reflects work done elsewhere.
Create Space
ActionIn Zapier“Creates a new Valuecase Space.”
Creates a new space from one of your templates, with the company and the contact it is for. It returns the slug that other actions need later.
Add External ID to Space
ActionIn Zapier“Sets integration properties of a Space (e.g. HubSpot Deal ID, etc.)”
Links a space to its matching record in another system, such as a deal or an opportunity, by storing that record's ID on the space.
Archive Space
ActionIn Zapier“Allows you to archive or unarchive the Space.”
Archives a space, or brings an archived one back, depending on how you set it. The space is identified by its slug.
Update Space Custom Property
ActionIn Zapier“Updates Custom Property value on an existing Space”
Changes the value of one custom property on an existing space, picked by its key. Useful to keep segment, region or status in step with other tools.
The 6 searches
6 search steps look for data that already exists in Valuecase, so a later step can use it.
In the editor, searches sit at the bottom of the Action event list, under their own SEARCH heading. Some action fields also show a + Add search step button that inserts one just above and wires what it finds into the field. Whether a search wants the exact value or something close is Valuecase's call, not Zapier's. Five of these searches return their results as a list.
Get Space by Slug
SearchIn Zapier“Gets a Space in Valuecase by its slug”
Fetches one space from its slug, the short name you see in the space's URL. It is also the usual bridge from a slug to the Space ID other steps ask for.
Return Spaces by External ID
SearchIn Zapier“Returns all Spaces by their External ID (e.g. Pipedrive Lead ID) that was provided during Space creation. NOTE: query results are returned in a results array, so you can iterate over them manually.”
Finds the spaces linked to a record of another system, using the type, the entity and the ID stored when the link was made. It is the way back from your CRM to Valuecase.
Return All Forms for Space
SearchIn Zapier“Returns all Forms (both completed and not) for the provided Space. NOTE: query results are returned in a results array, so you can iterate over them manually.”
Lists every form of a space, completed or not, so a later step can see where the buyer stands. It works from the Space ID.
Return All Outstanding Tasks for Space
SearchIn Zapier“Returns all outstanding (not Complete) Tasks for the provided Space. NOTE: query results are returned in a results array, so you can iterate over them manually.”
Lists the tasks of a space that are not done yet. It is also where Complete Task gets the Task ID it requires.
Return External IDs by Space ID
SearchIn Zapier“Returns all External IDs associated with the provided Space (such as Hubspot Deal ID, etc.). NOTE: query results are returned in a results array, so you can iterate over them manually.”
Reads back the external IDs attached to a space, such as the deal it was linked to. The reverse of Return Spaces by External ID.
Return All Custom Properties of Space
SearchIn Zapier“Returns all Custom Properties associated with the provided Space. NOTE: query results are returned in a results array, so you can iterate over them manually.”
Lists the custom properties of a space and their values, found from the space's slug. Handy to check before you overwrite anything.
The three settings every search exposes
- Successful if no search results are found?Left on its default, a search that finds nothing stops the Zap right there and the steps that depended on it are skipped. Turn it on and the Zap goes on empty-handed.
- Create X if it doesn't exist yet?This box turns a search into a find or create. Valuecase exposes no such variant on Zapier, so its searches only read; they never create a space.
- If multiple search results are found?Three ways out when several items match: keep the first one, which is the default, stop the Zap, or hand all of them on at once.
When a Valuecase Zap breaks
Zapier attaches no help article to Valuecase and records no limit of its own for it. The failures worth knowing are the ones every Zap shares, plus the identifiers covered above.
Four cases explain most surprises. If one of your Zaps is already stuck, Zapier troubleshooting goes through the usual suspects.
Nothing from before is picked up
A Zap only reacts to what happens after it is published. Spaces, forms and tasks from before that moment never start it; moving that history is a separate job.The space that spawns spaces
A Zap whose action writes into what its trigger watches, Create Space after New Space Created for instance, sets itself off again and again and burns through tasks.A flood after an import
When a trigger suddenly returns a huge batch, after a bulk import or a migration for instance, Zapier's flood protection may hold part of it back.Each item counted once
Zapier remembers what it has already seen on a polling trigger, so the same space, form or task does not start the Zap twice between two checks.
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