Workflow Components: Forms, Notify, Approval

This module explains how to configure Forms in Headlight workflows, covering setup, assignees, notifications, reminders, and message customization.

Use the menu links in the right panel to navigate and follow along with the detailed instructions in the click model.

Form Example

Let’s view an example of a Workflow Form.

Opening a Workflow Configuration

We’ll take a Workflow that we’ve added from templates as an example.

We’ll start from the Workflow Configuration window. Let’s get started.
Tip: In the earlier training How to Access and Review Your Workflow Configurations we explained how to get here.

• For this example, we’ll select the New Company Car Order Approval Process workflow from the list.
• In this example, we’ll select the first Form we see. Click on the rectangle, and the details will show up in the right panel.

Choosing Form as Action Type

Reviewing the available Action types for internal and external communications.

• Click the Type field to open the section.
• As we reviewed in the Workflow Basics 101 video, Forms are a type of Workflow Action.
• In this training we’ll review the 3 Action types that allow us to send and receive internal and external communications.
• Select “Request info (form)” to confirm. Later in the video, we’ll look at Notify and Approval.

Note: Always save your changes when making edits in the Workflow Configurations screen.
We reviewed 3 methods to save in the Workflow Basics 101 training.

Reviewing Assignee Types

Forms, Notify and Approval all require an Assignee for communications.

• Forms, Notify and Approvals all require an “Assignee” to send or receive communications. Click on Assignee to open the section.
  Tip: if we had selected any other Action type than Forms, Notify or Approvals, ‘Assignee’ would not show.
• We will assign the Form to an Assignee in 2 steps. First, open the Assignee type drop down menu.
• Select an Assignee type from the available options. The basic categories are either Employee, Account, or Email.
• The same categories repeat with the addition of (parameter) — this means you can link the Assignee to a role (like Fleet Manager).
• If that role later changes, the Assignee will follow automatically.
• Email is a good choice if your contact does not have an account or contact details in Headlight.
• In this example, we’ll select Account (parameter).

Choosing an Assignee

Once we’ve set the Assignee type, we can select the Assignee.

• Click on the Assignee field to open the next drop down.
  Tip: If you’ve selected ‘Email’, you will have a text field to paste the email address.
• Because we’ve selected “Account (parameter)”, we have 2 options in the Assignee drop down.
• Let’s take the second option to add the Fleet Manager as the Assignee.

Emailing the Assignee

We can choose to email the Assignee in addition to Notifying them, with CC.

• If the Assignee has a Headlight account, they will automatically be notified and receive a task to complete the form.
• If we want to send an email as well, mark the checkbox for “Email the recipient.”
• We can optionally add CC recipients.
• Click “+ ADD CC TARGET.”
• To set the CC recipient, follow the same 2-step process as for the Assignee.
• Select the CC type from the drop down, or enter the email address manually.
• Click OK to keep your CC recipient settings.

Adding Reminders to a Form

We can add reminders to our Form notification or email.

• Click the bell icon to review or change the reminder settings.
• Mark the first checkbox to enable reminders.
• Enter the number of days before a reminder is sent to the recipient.
  Tip: this value can include decimals.
• Mark the second checkbox if you want to send the reminder multiple times.
• Enter the number of times to send the reminder.
  Tip: Headlight waits between reminders for the specified time.
• Mark the third checkbox if you want to notify the Fleet Manager if the task stays open after the last reminder.
• Click OK to save reminder settings.

Sending from Email

We can send the Form email from another email address.

• Select the “Choose sender” icon.
• Set the user account @headlight.tech to send the email from.
• Click OK to keep your settings.

Form Details

Craft your message from the Form Details section — like writing an email but with powerful Headlight features.

• Click to expand the Details section.
• In the Details section, we can create our message. At the top, choose a title that can later be translated.
• In the text box, write your message, with Headlight data ready to be added.
• Use parameters to insert text that changes based on data.
• Type double curly brackets {{ to view available parameters.
  Tip: see detailed training in How to edit communication texts (including parameters).
• Use formatting options like Bold or Italic to highlight key points.

Adding Attachments

Add attachments for your Form. These can be the same for all executions of the Workflow, or specific to a driver or car.

• Select Attachments (references) to include documents linked to a parameter. This option allows the attachment to differ per driver or car.
• Or use Attachments (from files) to link any document in Headlight. This attachment will be the same for all Workflow executions.

Headlight will open a dialog window where you can select and confirm any document from your company in Headlight.

Configure the Return Form

Ask the questions you want the Assignee to respond to.

• Until now we’ve formatted the outgoing message. With the Configure form option, we define what information to receive from the Assignee.

Headlight opens a dialog window where you can add questions and set the format for the answers.
You’ll add one or multiple questions for the Assignee to respond to.

• Click + to add a new question.
• Type any question you want to ask the Assignee.

Form Response Formats

Specify the type and format of the response allowed.

You can choose from four types of possible answers.

• Ask the Assignee to upload a file.
• Ask a multiple-choice question (single or multiple answers).
• Allow freeform answers such as text, number, or date.
• Request an object already known in Headlight (e.g., vehicle license plate).
• Try out different examples and return to the menu.
• In this example, choose Multiple choice / Single answer.
• Click + to add multiple-choice answers.

Additional training on Forms will be available in a later video. For now, let’s return to the Workflow Configuration screen.

Notify

The Notify Action type is lighter than Forms but follows similar setup steps. It’s used for simple internal or external communications.

Choosing Notify as Action Type

• Click Type to expand the section.
• Choose Notify instead of Form from the dropdown.
• Notify allows sending internal and external communications but only supports a simple confirmation from the Assignee.

Reviewing Assignee Types

• Click Assignee to open the section.
• Setup is nearly identical to Forms: open the Assignee type dropdown and select Account (parameter).

Choosing an Assignee

• Open the second field and select the Assignee (e.g., Fleet Manager).

Emailing the Assignee

• Headlight accounts are automatically notified.
• Optionally, mark the checkbox for Email the recipient.
• Adding CC recipients is optional.

FYI: There are no reminder settings for the Notify Action type.

Sending from Email

• Select the Choose sender icon.
• Set the user account @headlight.tech to send the email from, then click OK.

Notify Details

Craft your message in the Notify Details section — similar to writing an email with added Headlight features.

• Expand the Details section.
• Add a title that can be translated.
• Write the message, inserting dynamic data with parameters.
• Type double curly brackets {{ to view available parameters.
• Use formatting such as Bold or Italic for emphasis.

Adding Attachments to Notify

Attachments for Notify messages can also be static or dynamic.

• Select Attachments (references) for parameter-based documents (different per driver or car).
• Use Attachments (from files) to link a document from Headlight that remains the same across executions.

One-Click Confirmation

Use this option if you need verification that the Assignee received your message.

• Enable the One-click confirmation checkbox.
• The Assignee’s confirmation is tracked in Headlight, and the Workflow will wait for it before proceeding.

With one-click confirmation, you can track when the Assignee confirms receipt.
If confirmation is critical or requires reminders, use Approvals instead.

Approval Example

Approval is a Workflow Action type that combines the best of Forms and Notify for internal communications.

Choosing Approval as Action Type

Configure the Approval Action type for internal communications.

• Click the Type field to open the section.
• Open the Action type dropdown and select Request approval/signature.
• This option allows you to send internal communications to Headlight users for confirmation or signature.

Reviewing Assignee Types

Set the Assignee type for Approvals.

• Forms, Notify, and Approvals all require an Assignee to send or receive communications.
• Selecting the Assignee is a two-step process, similar to earlier examples.
• The Assignee type dropdown has fewer options — there is no Email type because Approvals are internal only.

Choosing an Assignee

Once the Assignee type is selected, choose the specific Assignee.

Emailing the Assignee

Approvals can also send an email notification in addition to the Headlight task.

• The Assignee automatically receives a task in their Headlight account.
• Optionally, check Email the recipient.
• You can add CC recipients as well.

Adding Reminders to Approvals

Add reminders to Approval tasks or emails.

• Click the bell icon to review or change reminder settings.

Using reminders is a key benefit of Approvals over Notify.

• Complete your settings and click OK.

Sending from Email

Send the Approval email from a different address.

• Select the Choose sender icon.
• Set the @headlight.tech account as the sender and click OK.

Approval Message

Create the message in the Approval Details section — similar to Forms and Notify.

• Expand the Details section.
• Add a title, copy text, and use {{ curly brackets }} for parameters.
• Apply formatting as needed for clarity.

Getting Approval

Collect confirmation or a signature from the Assignee.

Approvals offer more options than Notify. You can request:

• Simple confirmation, or
• A digital signature on a document.

• Check Simple confirmation for basic approval.
• Check Sign document to require an electronic signature.
• Click the document add icon to attach the file that needs signing.
• Attach either a shared document (e.g., Car Policy) or a parameter-based file.
• Confirm your document selection.
• Optionally, check Make a copy of the document to preserve the original.
• Click OK to save.
• You can choose to trigger an error if the Assignee refuses to sign.

Adding Attachments

Add attachments for Approvals — the last step in the Details section.

• Attachments work the same as in Forms or Notify.
• Choose a variable document (parameter-based) or a fixed document from the Headlight database.

That concludes the training on Workflow Components: Forms, Notify, Approval.
More detailed training is available when needed.
Next: How to activate a workflow (and why)