Secure, AI-Native

Automation

Rethinking Automation – Achieve more with workspace, manage less
Pricing
API v2 Documentation

Transform your work style with intelligent workflows, real-time webhooks, and seamless integration. Save time, reduce errors, and focus on what really matters.

  • Save time: Automate recurring tasks like reports, escalations, and reminders
  • Reduce errors: Use intelligent workflows to minimize manual input errors
  • Optimize processes: Connect workspace with tools like n8n, BIC PE, or Power Automate for smooth operations
  • Real-time transparency: Webhooks keep you informed about all important events in your projects
Projektanfrage
We recommend n8n for workflow automation. As an open-source solution, it offers us maximum flexibility and full control over our data. We run it on-premises, which is perfect for our high data protection requirements, but the option of a hosted service gives us additional scalability. The seamless integration with Workspace allows us to efficiently automate almost every aspect of workspace.pm. We particularly appreciate that n8n is a company from Berlin that understands our customers' GDPR compliance requirements and provides top-notch support. A cost-effective, powerful solution – highly recommended!
Marvin
Marvin Marquardt
Head of Product

Integration Examples:

Automated Status Reports for Projects
Regular status reports are essential for project monitoring, but creating them can be time-consuming. With Workspace.pm, reports can be automatically generated and sent to all relevant stakeholders. A webhook triggers an API query upon a project status change, collecting current project information and creating a report. This is then provided via email or in a central dashboard.
Real-time Escalations for Risks
When a risk is identified or updated in a project, an automated workflow can be triggered. Workspace.pm sends the risk data via the webhook risk_updated to an automation platform like n8n. Based on predefined thresholds (e.g., probability of occurrence > 70%), actions are suggested, a Kanban card is created, and the responsible parties are informed to initiate immediate actions.
Automatic Task Delegation
New tasks can be automatically delegated to the right people based on labels or project parameters. When a task is created in Workspace.pm, a workflow checks the labels or project, and the API automatically assigns it to a suitable team member. This automation reduces delays and ensures a clear distribution of responsibilities.
Synchronization with Jira
Many teams use Jira for specific task tracking but want to keep Workspace.pm as the central platform. With the API and webhooks, workflows can be developed to synchronize tasks in Jira as soon as they are created in Workspace.pm. Changes to tasks are synchronized bidirectionally, ensuring both tools are always up to date.
Intelligent Milestone Monitoring
Projects with many milestones require consistent monitoring. With Workspace.pm, milestones can be automatically aggregated and monitored. Webhooks send notifications when milestones are approaching, and the API creates reports with the next due dates. The PMO can proactively respond to potential delays.
Automated Feedback Loops for Completed Tasks
Feedback on completed tasks can be collected automatically. When a Kanban card reaches the status 'Done', Workspace.pm sends a notification to the team to fill out a survey or leave comments. The results can be stored in a central knowledge database.
Automatic Documentation of Project Decisions
Project decisions can be automatically documented as soon as they are created or updated in the system. A workflow sends this data to a documentation tool like Confluence, where all decisions are centrally stored and searchable. This promotes transparency and traceability.
Proactive Monitoring of Project Portfolios
Workspace.pm allows for the monitoring of entire portfolios and the early identification of potential problem projects. With a workflow, reports can be automatically created that show deviations in progress, budget, or resources. The PMO can intervene quickly before major issues arise.
workflow
Workspace.pm opens up almost limitless possibilities for you to automate your workflows. From simple reminders to complex workflows – you have control.

Tasks

Automatic delegation and reminders for overdue tasks

Reports

Automatic generation and sending of status updates to your team

Risks

Early warning system for critical risks with immediate escalation

Meetings

Synchronization of appointments with your personal calendar

FAQ

Frequently Asked Questions about Automation

You can automate tasks like report generation, escalations, reminders, and even synchronization with other tools like Jira or Google Calendar.

No! Workspace is designed so that you can set up automations without programming knowledge. For more complex workflows, we are happy to assist you.

Yes, with tools like n8n, Power Automate or Zapier, you can connect Workspace.pm to external platforms via the API. For example, you can create tasks from workspace in Jira or automatically create knowledge articles in Confluence.

The workspace API can be combined with AI platforms like Antrophic, OpenAI, AWS Bedrock, Google Gemini, Groq, Mistral, or even a local Ollama. Examples:

  • Intelligent risk analyses based on historical data.
  • Automatic creation of reports with text summaries.
  • Automated action suggestions for project deviations.

The API is designed to efficiently handle large data volumes.

  • It supports pagination for large queries, e.g., /api/v2/projects?page=2&limit=50.
  • With caching mechanisms and asynchronous webhook processing, you can automate extensive project portfolios without performance loss.

Integration of AI with workspace: Smart Automation for Your Projects

Into the Future of Project Management with AI and workspace

Enhance the intelligence of your workflows by linking workspace with artificial intelligence (AI). Use powerful automations to accelerate decision-making, detect risks early, and optimize processes. With n8n and AI integrations, you can get the most out of your project data.

Example: Intelligent Risk Analysis with AI

  • Data collection: As soon as a risk is added or updated in workspace, a webhook is triggered.
  • AI analysis: n8n sends the risk data (e.g., probability of occurrence, impact, category) to an AI model like OpenAI GPT or a machine learning API.
  • Action recommendation: The AI analyzes historical project data and similar risks to generate suggestions for countermeasures.
  • Automatic implementation: workspace automatically creates a Kanban card with the recommended actions. A notification is sent to the team or risk manager.

Benefits

  • Proactivity: Risks are identified early and minimized through informed recommendations.
  • Efficiency: AI takes over complex analyses and supports your team in decision-making.
  • Transparency: All steps and recommendations are documented and stored in the system.