Learn how to create and edit multilingual versions of all internal and external communications.
Choose a Workflow
Create or select a Workflow with Form, Notify, or Approval steps to add multilingual versions of your text.
- Open the workflow you want to configure by clicking its title in the list.
Tip: we’re using the “New Order Approval Workflow” added from templates.
Select a Form, Notify or Approval
Navigate to the step in the Workflow that you want to edit.
Review the Action types that support translations.
- Find a Workflow Action step with Form, Notify, or Approval as Action type.
- Click on the rectangle to view its details in the right panel.
- Open the Type section and drop-down menu.
We can add multilingual translations for the three Action Types that include internal or external communications.
- Request approval/signature — internal approval communications
- Notify — internal messages
- Request info (form) — internal or external information requests
Tip: review earlier training videos for more details about these Action types.
Translating a Message Title
In the Details section, you can translate the title or body of the text.
Start by translating the title.
- Open the Details section.
- Click the language icon to open the multilingual editor.
- The dialog shows the DEFAULT language (the language used when creating the step).
Your default language doesn’t have to be English.
DEFAULT Language:
If a user logs in with a language that isn’t a Headlight language for the country, the DEFAULT version is shown.
Example: An Italian colleague in a French office will see the default text (e.g., English).
- Click + ADD LANGUAGE to create a new translation tab.
- Select a language (e.g., French).
- Click Generate Translation to automatically translate the step text.
- Review and adjust the translation as needed.
The translation will respect parameters such as {{curly brackets}}. - Repeat for additional languages (e.g., Dutch).
- You can also generate an English translation to revise or replace the default text, useful for grammar or consistency checks.
Replacing the Default Language
- Switch to a translation tab (e.g., FR).
- Click the Replace icon to overwrite the default version.
- The DEFAULT tab now shows the new text.
- Switch back and repeat if needed.
Useful when teams collaborate in multiple languages. - Click OK when finished, then Save your Workflow (CTRL+S or CMD+S).
Tip: See Workflow Basics 101 for save methods.
Translating the Body of the Text
The same translation tools apply to the message body.
- Click the message text and verify the content before translating.
- Open the multilingual editor.
- The dialog will show your text for translation.
Parameters and conditional text remain functional after translation. - Add translations as before:
- Click + ADD LANGUAGE
- Choose a language (e.g., French)
- Click Generate Translation
- Review, adjust, and repeat for additional languages.
Translating into the same language acts as a grammar/spelling check and allows changing the default language.
Replacing Default Text with a Translation
- Open the translation tab (e.g., FR).
- Click Replace to make it the new default text.
- Click OK to confirm and Save your Workflow (CTRL+S or CMD+S).
Tip: Refresh your browser if the translated default text doesn’t display immediately.
Translating the Contact Form
Translations are also available for the Contact Form used by the Assignee.
- Click the Contact form icon to open the editable form.
See Workflow Components: Forms, Notify, Approval and Workflow Basics 101 for more details. - For each user-facing text, click the multilingual editor icon.
- Add and review translations for each item, then click OK.
- When done, click OK at the bottom of the Contact Form dialog.
Remember to save your Workflow after translating.
Tip: see Workflow Basics 101 for save options.In the next video, learn How to edit communication texts (including parameters).
