{"id":1496,"date":"2025-10-29T16:23:21","date_gmt":"2025-10-29T15:23:21","guid":{"rendered":"https:\/\/www.help.headlight.tech\/?post_type=ht_kb&#038;p=1496"},"modified":"2025-10-29T16:23:22","modified_gmt":"2025-10-29T15:23:22","slug":"workflow-components-forms-notify-approval","status":"publish","type":"ht_kb","link":"https:\/\/www.help.headlight.tech\/?ht_kb=workflow-components-forms-notify-approval","title":{"rendered":"Workflow Components: Forms, Notify, Approval"},"content":{"rendered":"\n<blockquote class=\"wp-block-quote\">\n<p>This module explains how to configure Forms in Headlight workflows, covering setup, assignees, notifications, reminders, and message customization.<\/p>\n<\/blockquote>\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=\"Workflow Components: Forms, Notify, Approval\" src=\"https:\/\/demo.arcade.software\/l5h8do6jAAiWteJDzeI7?embed#?secret=alT3HNRP2o\" data-secret=\"alT3HNRP2o\" width=\"643\" height=\"395\"><\/iframe>\n<\/div><\/figure>\n\n\n\n<p class=\"has-text-align-center\"><em>Use the menu links in the right panel to navigate and follow along with the detailed instructions in the click model.<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Form Example<\/h2>\n\n\n\n<p>Let&#8217;s view an example of a Workflow Form.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Opening a Workflow Configuration<\/h3>\n\n\n\n<p>We&#8217;ll take a Workflow that we&#8217;ve added from templates as an example.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>We&#8217;ll start from the Workflow Configuration window. <em>Let&#8217;s get started.<\/em><br>Tip: In the earlier training <a href=\"https:\/\/app.arcade.software\/share\/lxlIiZNqU6grqcbNd2Zz\">How to Access and Review Your Workflow Configurations<\/a> we explained how to get here.<\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li>For this example, we&#8217;ll select the <em>New Company Car Order Approval Process<\/em> workflow from the list.<\/li>\n\n\n\n<li>In this example, we&#8217;ll select the first <em>Form<\/em> we see. Click on the rectangle, and the details will show up in the right panel.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Choosing Form as Action Type<\/h3>\n\n\n\n<p>Reviewing the available Action types for internal and external communications.<\/p>\n\n\n\n<ul>\n<li>Click the Type field to open the section.<\/li>\n\n\n\n<li>As we reviewed in the <a href=\"https:\/\/app.arcade.software\/share\/shxbyrMxaMjbOFIbwPSi\">Workflow Basics 101<\/a> video, Forms are a type of Workflow Action.<\/li>\n\n\n\n<li>In this training we&#8217;ll review the 3 Action types that allow us to send and receive <em>internal<\/em> and <em>external communications.<\/em><\/li>\n\n\n\n<li>Select &#8220;Request info (form)&#8221; to confirm. <em>Later in the video, we&#8217;ll look at Notify and Approval.<\/em><\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p><strong>Note:<\/strong> Always save your changes when making edits in the Workflow Configurations screen.<br>We reviewed 3 methods to save in the <a href=\"https:\/\/app.arcade.software\/share\/shxbyrMxaMjbOFIbwPSi\">Workflow Basics 101<\/a> training.<\/p>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\">Reviewing Assignee Types<\/h3>\n\n\n\n<p>Forms, Notify and Approval all require an Assignee for communications.<\/p>\n\n\n\n<ul>\n<li><em>Forms, Notify<\/em> and <em>Approvals<\/em> all require an &#8220;Assignee&#8221; to send or receive communications. Click on <strong>Assignee<\/strong> to open the section.<br><em>Tip: if we had selected any other Action type than Forms, Notify or Approvals, &#8216;Assignee&#8217; would not show.<\/em><\/li>\n\n\n\n<li>We will assign the Form to an Assignee in 2 steps. First, open the Assignee type drop down menu.<\/li>\n\n\n\n<li>Select an Assignee type from the available options. The basic categories are either <em>Employee<\/em>, <em>Account<\/em>, or <em>Email.<\/em><\/li>\n\n\n\n<li>The same categories repeat with the addition of <em>(parameter)<\/em> \u2014 this means you can link the Assignee to a role (like <em>Fleet Manager<\/em>).<\/li>\n\n\n\n<li>If that role later changes, the Assignee will follow automatically.<\/li>\n\n\n\n<li>Email is a good choice if your contact does not have an account or contact details in Headlight.<\/li>\n\n\n\n<li>In this example, we&#8217;ll select <strong>Account (parameter)<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Choosing an Assignee<\/h3>\n\n\n\n<p>Once we&#8217;ve set the Assignee type, we can select the Assignee.<\/p>\n\n\n\n<ul>\n<li>Click on the Assignee field to open the next drop down.<br><em>Tip: If you&#8217;ve selected &#8216;Email&#8217;, you will have a text field to paste the email address.<\/em><\/li>\n\n\n\n<li>Because we&#8217;ve selected &#8220;Account (parameter)&#8221;, we have 2 options in the Assignee drop down.<\/li>\n\n\n\n<li>Let&#8217;s take the second option to add the Fleet Manager as the Assignee.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Emailing the Assignee<\/h3>\n\n\n\n<p>We can choose to email the Assignee in addition to Notifying them, with CC.<\/p>\n\n\n\n<ul>\n<li>If the Assignee has a Headlight account, they will automatically be notified and receive a task to complete the form.<\/li>\n\n\n\n<li>If we want to send an email as well, mark the checkbox for &#8220;Email the recipient.&#8221;<\/li>\n\n\n\n<li>We can optionally add CC recipients.<\/li>\n\n\n\n<li>Click \u201c+ ADD CC TARGET.\u201d<\/li>\n\n\n\n<li>To set the CC recipient, follow the same 2-step process as for the Assignee.<\/li>\n\n\n\n<li>Select the CC type from the drop down, or enter the email address manually.<\/li>\n\n\n\n<li>Click OK to keep your CC recipient settings.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Adding Reminders to a Form<\/h3>\n\n\n\n<p>We can add reminders to our Form notification or email.<\/p>\n\n\n\n<ul>\n<li>Click the bell icon to review or change the reminder settings.<\/li>\n\n\n\n<li>Mark the first checkbox to enable reminders.<\/li>\n\n\n\n<li>Enter the number of days before a reminder is sent to the recipient.<br><em>Tip: this value can include decimals.<\/em><\/li>\n\n\n\n<li>Mark the second checkbox if you want to send the reminder multiple times.<\/li>\n\n\n\n<li>Enter the number of times to send the reminder.<br><em>Tip: Headlight waits between reminders for the specified time.<\/em><\/li>\n\n\n\n<li>Mark the third checkbox if you want to notify the Fleet Manager if the task stays open after the last reminder.<\/li>\n\n\n\n<li>Click OK to save reminder settings.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Sending from Email<\/h3>\n\n\n\n<p>We can send the Form email from another email address.<\/p>\n\n\n\n<ul>\n<li>Select the \u201cChoose sender\u201d icon.<\/li>\n\n\n\n<li>Set the user account <em>@headlight.tech<\/em> to send the email from.<\/li>\n\n\n\n<li>Click OK to keep your settings.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Form Details<\/h3>\n\n\n\n<p>Craft your message from the Form Details section \u2014 like writing an email but with powerful Headlight features.<\/p>\n\n\n\n<ul>\n<li>Click to expand the <strong>Details<\/strong> section.<\/li>\n\n\n\n<li>In the Details section, we can create our message. At the top, choose a title that can later be translated.<\/li>\n\n\n\n<li>In the text box, write your message, with Headlight data ready to be added.<\/li>\n\n\n\n<li>Use <em>parameters<\/em> to insert text that changes based on data.<\/li>\n\n\n\n<li>Type double curly brackets <code>{{<\/code> to view available parameters.<br><em>Tip: see detailed training in <a href=\"https:\/\/app.arcade.software\/share\/CbxZmfNAe5L9gwGAygo6\">How to edit communication texts (including parameters)<\/a>.<\/em><\/li>\n\n\n\n<li>Use formatting options like <strong>Bold<\/strong> or <em>Italic<\/em> to highlight key points.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Adding Attachments<\/h3>\n\n\n\n<p>Add attachments for your Form. These can be the same for all executions of the Workflow, or specific to a driver or car.<\/p>\n\n\n\n<ul>\n<li>Select <strong>Attachments (references)<\/strong> to include documents linked to a parameter. <em>This option allows the attachment to differ per driver or car.<\/em><\/li>\n\n\n\n<li>Or use <strong>Attachments (from files)<\/strong> to link any document in Headlight. <em>This attachment will be the same for all Workflow executions.<\/em><\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Headlight will open a dialog window where you can select and confirm any document from your company in Headlight.<\/p>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\">Configure the Return Form<\/h3>\n\n\n\n<p>Ask the questions you want the Assignee to respond to.<\/p>\n\n\n\n<ul>\n<li>Until now we&#8217;ve formatted the outgoing message. With the <strong>Configure form<\/strong> option, we define what information to receive from the Assignee.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Headlight opens a dialog window where you can add questions and set the format for the answers.<br>You&#8217;ll add one or multiple questions for the Assignee to respond to.<\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li>Click <strong>+<\/strong> to add a new question.<\/li>\n\n\n\n<li>Type any question you want to ask the Assignee.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Form Response Formats<\/h3>\n\n\n\n<p>Specify the type and format of the response allowed.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>You can choose from four types of possible answers.<\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li>Ask the Assignee to upload a file.<\/li>\n\n\n\n<li>Ask a multiple-choice question (single or multiple answers).<\/li>\n\n\n\n<li>Allow freeform answers such as text, number, or date.<\/li>\n\n\n\n<li>Request an object already known in Headlight (e.g., vehicle license plate).<\/li>\n\n\n\n<li>Try out different examples and return to the menu.<\/li>\n\n\n\n<li>In this example, choose <em>Multiple choice \/ Single answer<\/em>.<\/li>\n\n\n\n<li>Click <strong>+<\/strong> to add multiple-choice answers.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Additional training on Forms will be available in a later video. For now, let&#8217;s return to the Workflow Configuration screen.<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\">Notify<\/h2>\n\n\n\n<p>The <strong>Notify<\/strong> Action type is lighter than Forms but follows similar setup steps. It\u2019s used for simple internal or external communications.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Choosing Notify as Action Type<\/h3>\n\n\n\n<ul>\n<li>Click <strong>Type<\/strong> to expand the section.<\/li>\n\n\n\n<li>Choose <strong>Notify<\/strong> instead of Form from the dropdown.<\/li>\n\n\n\n<li>Notify allows sending internal and external communications but only supports a simple confirmation from the Assignee.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Reviewing Assignee Types<\/h3>\n\n\n\n<ul>\n<li>Click <strong>Assignee<\/strong> to open the section.<\/li>\n\n\n\n<li>Setup is nearly identical to Forms: open the Assignee type dropdown and select <strong>Account (parameter)<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Choosing an Assignee<\/h3>\n\n\n\n<ul>\n<li>Open the second field and select the Assignee (e.g., Fleet Manager).<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Emailing the Assignee<\/h3>\n\n\n\n<ul>\n<li>Headlight accounts are automatically notified.<\/li>\n\n\n\n<li>Optionally, mark the checkbox for <strong>Email the recipient<\/strong>.<\/li>\n\n\n\n<li>Adding CC recipients is optional.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>FYI: There are no reminder settings for the Notify Action type.<\/p>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\">Sending from Email<\/h3>\n\n\n\n<ul>\n<li>Select the <strong>Choose sender<\/strong> icon.<\/li>\n\n\n\n<li>Set the user account <em>@headlight.tech<\/em> to send the email from, then click <strong>OK<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Notify Details<\/h3>\n\n\n\n<p>Craft your message in the Notify Details section \u2014 similar to writing an email with added Headlight features.<\/p>\n\n\n\n<ul>\n<li>Expand the <strong>Details<\/strong> section.<\/li>\n\n\n\n<li>Add a title that can be translated.<\/li>\n\n\n\n<li>Write the message, inserting dynamic data with <em>parameters<\/em>.<\/li>\n\n\n\n<li>Type double curly brackets <code>{{<\/code> to view available parameters.<\/li>\n\n\n\n<li>Use formatting such as <strong>Bold<\/strong> or <em>Italic<\/em> for emphasis.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Adding Attachments to Notify<\/h3>\n\n\n\n<p>Attachments for Notify messages can also be static or dynamic.<\/p>\n\n\n\n<ul>\n<li>Select <strong>Attachments (references)<\/strong> for parameter-based documents (different per driver or car).<\/li>\n\n\n\n<li>Use <strong>Attachments (from files)<\/strong> to link a document from Headlight that remains the same across executions.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">One-Click Confirmation<\/h3>\n\n\n\n<p>Use this option if you need verification that the Assignee received your message.<\/p>\n\n\n\n<ul>\n<li>Enable the <strong>One-click confirmation<\/strong> checkbox.<\/li>\n\n\n\n<li>The Assignee\u2019s confirmation is tracked in Headlight, and the Workflow will wait for it before proceeding.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>With one-click confirmation, you can track when the Assignee confirms receipt.<br>If confirmation is critical or requires reminders, use <em>Approvals<\/em> instead.<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\">Approval Example<\/h2>\n\n\n\n<p><strong>Approval<\/strong> is a Workflow Action type that combines the best of <em>Forms<\/em> and <em>Notify<\/em> for internal communications.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Choosing Approval as Action Type<\/h3>\n\n\n\n<p>Configure the Approval Action type for internal communications.<\/p>\n\n\n\n<ul>\n<li>Click the <strong>Type<\/strong> field to open the section.<\/li>\n\n\n\n<li>Open the Action type dropdown and select <strong>Request approval\/signature<\/strong>.<\/li>\n\n\n\n<li>This option allows you to send internal communications to Headlight users for confirmation or signature.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Reviewing Assignee Types<\/h3>\n\n\n\n<p>Set the <strong>Assignee type<\/strong> for Approvals.<\/p>\n\n\n\n<ul>\n<li><em>Forms, Notify,<\/em> and <em>Approvals<\/em> all require an <strong>Assignee<\/strong> to send or receive communications.<\/li>\n\n\n\n<li>Selecting the Assignee is a two-step process, similar to earlier examples.<\/li>\n\n\n\n<li>The <strong>Assignee type<\/strong> dropdown has fewer options \u2014 there is no <em>Email<\/em> type because Approvals are internal only.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Choosing an Assignee<\/h3>\n\n\n\n<p>Once the Assignee type is selected, choose the specific Assignee.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Emailing the Assignee<\/h3>\n\n\n\n<p>Approvals can also send an email notification in addition to the Headlight task.<\/p>\n\n\n\n<ul>\n<li>The Assignee automatically receives a task in their Headlight account.<\/li>\n\n\n\n<li>Optionally, check <strong>Email the recipient<\/strong>.<\/li>\n\n\n\n<li>You can add CC recipients as well.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Adding Reminders to Approvals<\/h3>\n\n\n\n<p>Add reminders to Approval tasks or emails.<\/p>\n\n\n\n<ul>\n<li>Click the bell icon to review or change reminder settings.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Using reminders is a key benefit of <em>Approvals<\/em> over <em>Notify.<\/em><\/p>\n\n\n\n<ul>\n<li>Complete your settings and click <strong>OK<\/strong>.<\/li>\n<\/ul>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\">Sending from Email<\/h3>\n\n\n\n<p>Send the Approval email from a different address.<\/p>\n\n\n\n<ul>\n<li>Select the <strong>Choose sender<\/strong> icon.<\/li>\n\n\n\n<li>Set the <em>@headlight.tech<\/em> account as the sender and click <strong>OK<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Approval Message<\/h3>\n\n\n\n<p>Create the message in the <strong>Approval Details<\/strong> section \u2014 similar to <em>Forms<\/em> and <em>Notify.<\/em><\/p>\n\n\n\n<ul>\n<li>Expand the <strong>Details<\/strong> section.<\/li>\n\n\n\n<li>Add a title, copy text, and use <code>{{ curly brackets }}<\/code> for parameters.<\/li>\n\n\n\n<li>Apply formatting as needed for clarity.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Getting Approval<\/h3>\n\n\n\n<p>Collect confirmation or a signature from the Assignee.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Approvals offer more options than Notify. You can request:<\/p>\n\n\n\n<ul>\n<li>Simple confirmation, or<\/li>\n\n\n\n<li>A digital signature on a document.<\/li>\n<\/ul>\n<\/blockquote>\n\n\n\n<ul>\n<li>Check <strong>Simple confirmation<\/strong> for basic approval.<\/li>\n\n\n\n<li>Check <strong>Sign document<\/strong> to require an electronic signature.<\/li>\n\n\n\n<li>Click the document add icon to attach the file that needs signing.<\/li>\n\n\n\n<li>Attach either a shared document (e.g., <em>Car Policy<\/em>) or a parameter-based file.<\/li>\n\n\n\n<li>Confirm your document selection.<\/li>\n\n\n\n<li>Optionally, check <strong>Make a copy of the document<\/strong> to preserve the original.<\/li>\n\n\n\n<li>Click <strong>OK<\/strong> to save.<\/li>\n\n\n\n<li>You can choose to trigger an error if the Assignee refuses to sign.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Adding Attachments<\/h3>\n\n\n\n<p>Add attachments for Approvals \u2014 the last step in the Details section.<\/p>\n\n\n\n<ul>\n<li>Attachments work the same as in Forms or Notify.<\/li>\n\n\n\n<li>Choose a variable document (parameter-based) or a fixed document from the Headlight database.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>That concludes the training on <strong>Workflow Components: Forms, Notify, Approval.<\/strong><br>More detailed training is available when needed.<br><em>Next: <a href=\"https:\/\/app.arcade.software\/share\/ubDlSFHJimzXYcaJXtTx\">How to activate a workflow (and why)<\/a><\/em><\/p>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>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&#8217;s view an example of a Workflow Form. Opening&#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\/1496"}],"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=1496"}],"version-history":[{"count":3,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1496\/revisions"}],"predecessor-version":[{"id":1508,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1496\/revisions\/1508"}],"wp:attachment":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1496"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-category&post=1496"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-tag&post=1496"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}