{"id":1327,"date":"2025-10-29T12:48:22","date_gmt":"2025-10-29T11:48:22","guid":{"rendered":"https:\/\/www.help.headlight.tech\/?post_type=ht_kb&#038;p=1327"},"modified":"2025-10-29T12:48:23","modified_gmt":"2025-10-29T11:48:23","slug":"configuration-aspects-of-a-workflow-action","status":"publish","type":"ht_kb","link":"https:\/\/www.help.headlight.tech\/?ht_kb=configuration-aspects-of-a-workflow-action","title":{"rendered":"Configuration Aspects of a Workflow Action"},"content":{"rendered":"\n<blockquote class=\"wp-block-quote\">\n<p>Learn how to create, edit and manage Workflow Actions. Learn the different Action types available.<\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<figure class=\"wp-block-embed is-type-wp-embed is-provider-arcade wp-block-embed-arcade\"><div class=\"wp-block-embed__wrapper\">\n<iframe class=\"wp-embedded-content\" sandbox=\"allow-scripts\" security=\"restricted\" title=\"Configuration aspects of a workflow Action\" src=\"https:\/\/demo.arcade.software\/S8MWiJWTPUuICOabPee9?embed#?secret=zm0tTzBeVk\" data-secret=\"zm0tTzBeVk\" width=\"643\" height=\"395\"><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Go to Workflow Configuration<\/h2>\n\n\n\n<p>We can manage Workflow Actions from the Workflow Configuration page. Quick review of the basics.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Navigate to Workflow Configuration<\/h2>\n\n\n\n<p>Follow the navigation steps to get to the Workflow Configuration page.<\/p>\n\n\n\n<ul>\n<li>Select the specific workflow you want to configure. We&#8217;ll use <em>New Company Car Order Approval Process<\/em> as an example.<br><em>Tip: see <a href=\"https:\/\/app.arcade.software\/share\/n72pPgeatqhRpm5Vt0kF\">How to add a workflow<\/a> to add a Workflow from templates.<\/em><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Where to Find Actions<\/h2>\n\n\n\n<p>Quick review where to find Workflow Actions on the Workflow Configuration page.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>As explained in <a href=\"https:\/\/app.arcade.software\/share\/shxbyrMxaMjbOFIbwPSi\">Workflow Basics 101<\/a> there are 3 sections on the page.<\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li>First, the top section with the basic Workflow settings.<\/li>\n\n\n\n<li>Second, the left panel where we can scroll through the Workflow Visualization.<\/li>\n\n\n\n<li>Third, the right panel, where we can review and edit the Type, Details and Parameters per Workflow step.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Adding an Action<\/h2>\n\n\n\n<p>Let&#8217;s add a Workflow Action via the left panel buttons.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Finding the Action Button<\/h3>\n\n\n\n<p>Let&#8217;s start from the top right of the Workflow visualization.<\/p>\n\n\n\n<ul>\n<li>In the left panel, scroll to the top right, until you can see the large &#8220;+&#8221; button \u2192<\/li>\n\n\n\n<li>If we hover the mouse over the &#8220;+&#8221; button, it will open up 4 new icons: <em>Branch, Action, Merge<\/em> and <em>End.<\/em><\/li>\n\n\n\n<li>The second icon from left, the rocket icon, allows us to add new Workflow Actions. Let&#8217;s review the info text.<\/li>\n\n\n\n<li>The text gives a short list of the available Action Types.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Add an Action<\/h2>\n\n\n\n<p>Let&#8217;s add a Workflow Action from the top of the visualization.<\/p>\n\n\n\n<ul>\n<li>Click the rocket icon to add an action.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Add an Action From Anywhere in the Workflow<\/h3>\n\n\n\n<p>In most cases, the &#8220;+&#8221; button is available further down in the Workflow as well.<br>We follow the same method: hover over the &#8220;+&#8221; to show the available Workflow steps.<\/p>\n\n\n\n<ul>\n<li>Click the rocket icon again to add an Action.<\/li>\n\n\n\n<li><em>Your new Action was added.<\/em><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Moving and Deleting Actions<\/h2>\n\n\n\n<p>We can move the Action to a new place in the Workflow. Delete unnecessary Actions.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>If you&#8217;ve added actions at the top, you can easily link them further down in the Workflow, by creating a visual link in the visualization. <em>Let&#8217;s show you how that works.<\/em><\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li><em>Your Action has been moved down in the Workflow, and has been linked to the Workflow step you selected.<\/em><\/li>\n\n\n\n<li>Remove a workflow step by clicking the Delete (trash bin) icon if it&#8217;s no longer needed.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Configure Action Type, Details and Parameters<\/h2>\n\n\n\n<p>Via the right panel, we can access the configuration aspects of a Workflow Action.<br>Three sections are always available: <strong>Action Type<\/strong>, <strong>Details<\/strong>, and <strong>Parameters<\/strong>.<br>For communications, we also have the additional <strong>Assignee<\/strong> section.<\/p>\n\n\n\n<ul>\n<li>There are always 3 to 4 sections in the right panel. In this example: Type, Assignee, Details and Parameters.<br>By going through each section, you will be able to complete the configuration aspects for your Workflow Actions.<br><em>Click on any section in the right panel to view and edit.<\/em><\/li>\n\n\n\n<li>Click on &#8216;Type&#8217; to review its settings.<\/li>\n\n\n\n<li>We have a lot of useful options available via this Drop Down that will help us build impactful Workflows.<br><em>Stay tuned, as we&#8217;ll review all available Actions Types at the end of this video.<\/em><\/li>\n\n\n\n<li>Click on &#8216;Assignee&#8217; to review.<br>&#8216;Assignee&#8217; will only show if our Action step involves internal or external communications.<\/li>\n\n\n\n<li>Here we can choose who will be contacted in this step of the Workflow.<br><em>You have full control over email, CC, notification, and reminder settings and attachments.<\/em><br>Check how to use the Assignee feature in more detailed <a href=\"https:\/\/app.arcade.software\/share\/l5h8do6jAAiWteJDzeI7\">videos<\/a> on how to use <em>Forms, Notify, and Approvals.<\/em><\/li>\n\n\n\n<li>Click on &#8216;Details&#8217; to review.<br>In this example, we are reviewing the &#8216;Details&#8217; for a Form.<br>Review the dedicated <a href=\"https:\/\/app.arcade.software\/share\/CbxZmfNAe5L9gwGAygo6\">video<\/a> on how to create custom messages and forms.<\/li>\n\n\n\n<li>&#8216;Parameters&#8217; is the last section. Here you&#8217;ll be able to search and select from the available Headlight parameters in your Workflow.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>In the remainder of the video we&#8217;ll show how to set the Action Type. Then we&#8217;ll explain the possible Action Types to choose from.<\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Setting Action Type<\/h2>\n\n\n\n<p>By accessing the right panel we can set up or edit the action.<br>First, we&#8217;ll choose an Action Type.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Access the Action Type Menu<\/h3>\n\n\n\n<p>Follow the steps to see the available options.<\/p>\n\n\n\n<ul>\n<li>Click the Action to review its setup in the right panel.<\/li>\n\n\n\n<li>Select the Type field to set the Action type.<\/li>\n\n\n\n<li>Click on the Action Type field to open the drop down menu.<br><em>Here it&#8217;s showing &#8220;Request info (form)&#8221; as a default.<\/em><\/li>\n\n\n\n<li>From the Drop Down menu we can choose any of the available Action types. <em>Let&#8217;s review what&#8217;s available!<\/em><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Reviewing Action Types<\/h2>\n\n\n\n<p>Powerful Options: Choose from many Actions to build out your Workflow.<\/p>\n\n\n\n<ul>\n<li>Actions are the most common building block of your Workflows.<br>They allow you to act in multiple ways: request internal and external information, send notifications, ask for approval, and interact with your Headlight database.<\/li>\n\n\n\n<li>Via the drop down in Type, we can choose our Action from the many available options.<br>Let&#8217;s view the most common types you will use in Headlight!<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Forms, Notify and Approvals<\/h2>\n\n\n\n<p>These are the Action Types you&#8217;ll use the most as a Headlight client.<br>They allow you to send and receive automated internal and external communications.<\/p>\n\n\n\n<ul>\n<li>With <strong>Request approval\/signature<\/strong> we can ask approval from the process owner.<br><em>In a future <a href=\"https:\/\/app.arcade.software\/share\/l5h8do6jAAiWteJDzeI7\">video<\/a>, we&#8217;ll show you how to configure Request approval\/signatures in more detail.<\/em><\/li>\n\n\n\n<li>With <strong>Request info (form)<\/strong> we can ask information internally from Headlight users, as well as externally from suppliers or partners.<br><em>In a future <a href=\"https:\/\/app.arcade.software\/share\/l5h8do6jAAiWteJDzeI7\">video<\/a>, we&#8217;ll show you how to configure Forms in more detail.<\/em><\/li>\n\n\n\n<li>With <strong>Notify<\/strong> we are sending out information. We can choose whether the assignee needs to confirm.<br><em>In a future <a href=\"https:\/\/app.arcade.software\/share\/l5h8do6jAAiWteJDzeI7\">video<\/a>, we&#8217;ll show you how to configure Notify in more detail.<\/em><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Subworkflows and Wait<\/h2>\n\n\n\n<p>These are usually set up for you by the Headlight team during your Onboarding.<br>If you decide to try adding them yourself, they are easy to understand.<\/p>\n\n\n\n<ul>\n<li>With <strong>Subworkflow<\/strong>, we can integrate separate Workflows into one big process. This is useful for keeping our Workflows organized.<\/li>\n\n\n\n<li>With <strong>Wait<\/strong>, you can hold the process for a specific number of days, or until a date you have retrieved earlier in the Workflow.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Interact with Headlight Database<\/h2>\n\n\n\n<p>The remaining Action Types allow the Workflow to interact with the database.<br>The Headlight team will assist with configuring these during your Onboarding.<br>They are available for you to edit, or if you want to add them yourself to your Workflows.<\/p>\n\n\n\n<p>We&#8217;ll show you basic settings and examples per Type.<\/p>\n\n\n\n<ul>\n<li><strong>Headlight Operations<\/strong> allow you to retrieve, store or update information from the Database. Choose from an extensive Library.<br><em>Select &#8220;Headlight Operation&#8221; to see what that looks like.<\/em><\/li>\n\n\n\n<li>Click the &#8220;Select operation type&#8221; field to open the Library.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Headlight opens a dialog window with an extensive Library.<br>With these operations you can find data, store data, check data for conditions, create files, change data, etc.<\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li><em>Use the Search function to quickly find operations related to your topic.<\/em><\/li>\n\n\n\n<li>The available operations are organized by topic on the left.<br><em>Browse the categories to find an operation for your Workflow.<\/em><\/li>\n\n\n\n<li>You can find the title and description per operation.<br><em>Click on one of the boxes to view the operation details in the right panel.<\/em><\/li>\n\n\n\n<li>On the right you can review title, description and the parameters for your selected operation.<\/li>\n\n\n\n<li>Click <em>SELECT OPERATION<\/em> to confirm and add the operation to your workflow.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">Mapper<\/h3>\n\n\n\n<p>With <strong>Mapper<\/strong>, you can map data with a source parameter to a destination.<br>This is set up via the Details section.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>This dialog window shows the basic mapping settings available.<br><em>Let us know your specific Workflow scenario during the Onboarding, or contact support.<\/em><\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">Script<\/h3>\n\n\n\n<p><strong>Script<\/strong> allows you to write and edit a Python script, including Headlight parameters.<\/p>\n\n\n\n<ul>\n<li>You can create a Python script, and add Headlight parameters.<br><em>Let us know your specific Workflow scenario during the Onboarding, or contact support.<\/em><\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">Evaluate<\/h3>\n\n\n\n<p><strong>Evaluate<\/strong> allows you to build in an AI check in a Workflow step anywhere in your process.<\/p>\n\n\n\n<ul>\n<li>You can select the AI model, the input parameters, describe the check you want the AI to perform, and select the possible outcomes.<\/li>\n\n\n\n<li>Use the Task description field to give instructions or context for the AI.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>This is just a review of the basic settings.<br>A use case would be checking dealer quotes for specific colors or verifying if they match the driver configuration.<\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\">Hook<\/h3>\n\n\n\n<p>With <strong>Hook<\/strong>, you can have Headlight&#8217;s AI monitor your emails.<br>You can define a trigger event, and set incoming and outgoing parameters for messages.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>We&#8217;ll quickly show the available fields and info texts.<br>We trust you get an idea of the possibilities by reviewing the basic settings.<br><em>Talk to the team if you don&#8217;t yet have AI or email integrations.<\/em><\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<p>\u2705 <strong>End of cleaned version.<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Learn how to create, edit and manage Workflow Actions. Learn the different Action types available. Go to Workflow Configuration We can manage Workflow Actions from the Workflow Configuration page. Quick review of the basics. Navigate to Workflow Configuration Follow the navigation steps to get to the Workflow Configuration page. Where&#8230;<\/p>\n","protected":false},"author":3,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":[],"ht-kb-category":[94],"ht-kb-tag":[43],"_links":{"self":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1327"}],"collection":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1327"}],"version-history":[{"count":1,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1327\/revisions"}],"predecessor-version":[{"id":1328,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1327\/revisions\/1328"}],"wp:attachment":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1327"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-category&post=1327"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-tag&post=1327"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}