Workflows are configurable models of your processes. They allow you to document, automate, and analyze your fleet-related processes.
Workflows are built up out of workflow components. These components represent the steps in your process.
Several types of components exist:
- Triggers
Triggers are the components that start a process. Dependent on your configuration, processes can be triggered manually, or automatically initiated by an event, such as someone nearing the end of a lease contract, or at prior scheduled times. - Actions
Actions are components that perform the heavy lifting in our processes. Examples of actions types are approval steps, notifications, form requests, etc. - Conditions & Joins
Conditions allow process steps to be performed conditonally, while joins allow different process branches to merge. - End state
Marks the end of the process
Check our detailed instruction click model on Workflow Basics:
Workflow Basics 101
Learn how to navigate the Workflow Configuration screen to edit, review, and save Workflows in Headlight.
Accessing Workflows
- From the sidebar, select Workflows to view all operations, configurations, and analytics.
- Click the WORKFLOW CONFIGURATOR tab to access your Workflow collections and templates.
- Choose a Workflow to review — for example, Car Ordering Workflow.
Workflow View Overview
Top Section
- Displays Workflow Title, Description, and General Settings.
- Edit title or description directly.
- Use the AI Assistant (AI logo) to rewrite the Workflow title and description automatically.
- Access quick-action icons:
- Translate
- Duplicate
- Delete
- Play icon: Launch Workflow in Test Mode (video)
Left Panel
- Displays the visual overview of your Workflow.
- You can zoom, drag, or click a step to see its details.
Right Panel
Contains 3–4 sections:
- Type — choose the action type for the step.
- Assignee — assign users or groups for the action (see videos).
- Details — review settings or message configurations (see video).
- Parameters — manage dynamic fields for automation.
Workflow Visualization
At the top of the visualization, find three key buttons:
- Configure Trigger — defines how the Workflow starts.
- Add Triggers — add more initiation events.
- Add Building Blocks — add Branch, Action, Merge, or End steps.
Building Blocks (recap)
Triggers
- Start every Workflow.
- Two types:
- Manual — launched by users (admin, employee).
- Automatic — triggered by data changes or conditions.
- Browse via the Trigger Library, view descriptions, and select parameters.
Actions
Perform tasks and send communications:
- Request approval/signature — ask HR or drivers for sign-off.
- Request info (form) — collect data internally or externally.
- Notify — send updates or alerts.
- Subworkflow — combine Workflows for complex processes.
- Wait — delay steps for a set time or condition.
Branch
- Split the Workflow into multiple paths using conditions and operators.
- Define which parameters to check and which next step to follow.
Merge
- Combine multiple branches back into a single flow.
- Optionally wait until all branches are complete.
End
- Every Workflow must have an End step for each branch.
- Prevents incomplete processes and reporting issues.
Saving Your Workflow
Headlight offers 3 save methods:
Method 1 — Save Button
Scroll to the bottom and click SAVE.
A green dialog confirms success.
Method 2 — Shortkeys
Press CMD + S (Mac) or CTRL + S (Windows).
Headlight confirms with a green dialog.
Method 3 — Autosave Reminder
If you make changes and forget to save:
- Headlight shows a reminder banner.
- Click Save at the top right to finalize.
- Exiting without saving will prompt another reminder.
Summary
You’ve learned how to:
- Access and navigate the Workflow Configurator
- Understand Workflow panels and building blocks
- Add Triggers, Actions, Branches, and End steps
- Save Workflows safely with multiple methods
Next: See more in-depth Workflow setup guides in this training series.
