{"id":437,"date":"2023-04-22T22:27:43","date_gmt":"2023-04-22T21:27:43","guid":{"rendered":"https:\/\/www.help.headlight.tech\/?post_type=ht_kb&#038;p=437"},"modified":"2026-01-20T10:41:40","modified_gmt":"2026-01-20T09:41:40","slug":"what-are-workflows","status":"publish","type":"ht_kb","link":"https:\/\/www.help.headlight.tech\/?ht_kb=what-are-workflows","title":{"rendered":"What are workflows?"},"content":{"rendered":"\n<p>Workflows are configurable models of your processes. They allow you to document, automate, and analyze your fleet-related processes. <\/p>\n\n\n\n<p>Workflows are built up out of workflow components. These components represent the steps in your process. <\/p>\n\n\n\n<p>Several types of components exist: <\/p>\n\n\n\n<ul>\n<li>Triggers<br>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.  <\/li>\n\n\n\n<li>Actions<br>Actions are components that perform the heavy lifting in our processes. Examples of actions types are approval steps, notifications, form requests, etc. <\/li>\n\n\n\n<li>Conditions &amp; Joins<br>Conditions allow process steps to be performed conditonally, while joins allow different process branches to merge.  <\/li>\n\n\n\n<li>End state<br>Marks the end of the process<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" loading=\"lazy\" width=\"1024\" height=\"209\" src=\"https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-1024x209.png\" alt=\"\" class=\"wp-image-439\" srcset=\"https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-1024x209.png 1024w, https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-300x61.png 300w, https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-768x157.png 768w, https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-50x10.png 50w, https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-1536x313.png 1536w, https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-2048x418.png 2048w, https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-60x12.png 60w, https:\/\/www.help.headlight.tech\/wp-content\/uploads\/2023\/04\/Screenshot-2023-04-22-at-23.26.35-100x20.png 100w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Workflow example: Reporting a damage incident<\/figcaption><\/figure>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity is-style-wide\"\/>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p class=\"has-text-align-center\"><em>Check our detailed instruction click model on Workflow Basics:<\/em><\/p>\n<\/blockquote>\n\n\n\n<h1 class=\"wp-block-heading\">Workflow Basics 101<\/h1>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Learn how to navigate the Workflow Configuration screen to edit, review, and save Workflows in Headlight.<\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(55.0232% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/shxbyrMxaMjbOFIbwPSi?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Workflow Basics 101\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<h2 class=\"wp-block-heading\">Accessing Workflows<\/h2>\n\n\n\n<ol>\n<li>From the sidebar, select <strong>Workflows<\/strong> to view all operations, configurations, and analytics.<\/li>\n\n\n\n<li>Click the <strong>WORKFLOW CONFIGURATOR<\/strong> tab to access your Workflow collections and templates.<\/li>\n\n\n\n<li>Choose a Workflow to review \u2014 for example, <em>Car Ordering Workflow<\/em>.<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Workflow View Overview<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Top Section<\/h3>\n\n\n\n<ul>\n<li>Displays <strong>Workflow Title<\/strong>, <strong>Description<\/strong>, and <strong>General Settings<\/strong>.<\/li>\n\n\n\n<li>Edit title or description directly.<\/li>\n\n\n\n<li>Use the <strong>AI Assistant<\/strong> (AI logo) to rewrite the Workflow title and description automatically.<\/li>\n\n\n\n<li>Access quick-action icons:<\/li>\n\n\n\n<li>Translate<\/li>\n\n\n\n<li>Duplicate<\/li>\n\n\n\n<li>Delete<\/li>\n\n\n\n<li><strong>Play icon:<\/strong> Launch Workflow in <strong>Test Mode<\/strong> (<a href=\"https:\/\/app.arcade.software\/share\/aVCrq9I8hctBLmSv6ic1\">video<\/a>)<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Left Panel<\/h3>\n\n\n\n<ul>\n<li>Displays the <strong>visual overview<\/strong> of your Workflow.<\/li>\n\n\n\n<li>You can zoom, drag, or click a step to see its details.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Right Panel<\/h3>\n\n\n\n<p>Contains 3\u20134 sections:<\/p>\n\n\n\n<ul>\n<li><strong>Type<\/strong> \u2014 choose the action type for the step.<\/li>\n\n\n\n<li><strong>Assignee<\/strong> \u2014 assign users or groups for the action (<a href=\"https:\/\/app.arcade.software\/share\/l5h8do6jAAiWteJDzeI7\">see videos<\/a>).<\/li>\n\n\n\n<li><strong>Details<\/strong> \u2014 review settings or message configurations (<a href=\"https:\/\/app.arcade.software\/share\/CbxZmfNAe5L9gwGAygo6\">see video<\/a>).<\/li>\n\n\n\n<li><strong>Parameters<\/strong> \u2014 manage dynamic fields for automation.<\/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\">Workflow Visualization<\/h2>\n\n\n\n<p>At the top of the visualization, find three key buttons:<\/p>\n\n\n\n<ol>\n<li><strong>Configure Trigger<\/strong> \u2014 defines how the Workflow starts.<\/li>\n\n\n\n<li><strong>Add Triggers<\/strong> \u2014 add more initiation events.<\/li>\n\n\n\n<li><strong>Add Building Blocks<\/strong> \u2014 add <strong>Branch<\/strong>, <strong>Action<\/strong>, <strong>Merge<\/strong>, or <strong>End<\/strong> steps.<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Building Blocks (recap)<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Triggers<\/h3>\n\n\n\n<ul>\n<li>Start every Workflow.<\/li>\n\n\n\n<li>Two types:<\/li>\n\n\n\n<li><strong>Manual<\/strong> \u2014 launched by users (admin, employee).<\/li>\n\n\n\n<li><strong>Automatic<\/strong> \u2014 triggered by data changes or conditions.<\/li>\n\n\n\n<li>Browse via the <strong>Trigger Library<\/strong>, view descriptions, and select parameters.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Actions<\/h3>\n\n\n\n<p>Perform tasks and send communications:<\/p>\n\n\n\n<ul>\n<li><strong>Request approval\/signature<\/strong> \u2014 ask HR or drivers for sign-off.<\/li>\n\n\n\n<li><strong>Request info (form)<\/strong> \u2014 collect data internally or externally.<\/li>\n\n\n\n<li><strong>Notify<\/strong> \u2014 send updates or alerts.<\/li>\n\n\n\n<li><strong>Subworkflow<\/strong> \u2014 combine Workflows for complex processes.<\/li>\n\n\n\n<li><strong>Wait<\/strong> \u2014 delay steps for a set time or condition.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Branch<\/h3>\n\n\n\n<ul>\n<li>Split the Workflow into multiple paths using conditions and operators.<\/li>\n\n\n\n<li>Define which parameters to check and which next step to follow.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Merge<\/h3>\n\n\n\n<ul>\n<li>Combine multiple branches back into a single flow.<\/li>\n\n\n\n<li>Optionally wait until all branches are complete.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">End<\/h3>\n\n\n\n<ul>\n<li>Every Workflow must have an <strong>End<\/strong> step for each branch.<\/li>\n\n\n\n<li>Prevents incomplete processes and reporting issues.<\/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\">Saving Your Workflow<\/h2>\n\n\n\n<p>Headlight offers <strong>3 save methods<\/strong>:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Method 1 \u2014 Save Button<\/h3>\n\n\n\n<p>Scroll to the bottom and click <strong>SAVE<\/strong>.<br>A green dialog confirms success.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Method 2 \u2014 Shortkeys<\/h3>\n\n\n\n<p>Press <strong>CMD + S (Mac)<\/strong> or <strong>CTRL + S (Windows)<\/strong>.<br>Headlight confirms with a green dialog.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Method 3 \u2014 Autosave Reminder<\/h3>\n\n\n\n<p>If you make changes and forget to save:<\/p>\n\n\n\n<ul>\n<li>Headlight shows a reminder banner.<\/li>\n\n\n\n<li>Click <strong>Save<\/strong> at the top right to finalize.<\/li>\n\n\n\n<li>Exiting without saving will prompt another reminder.<\/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\">Summary<\/h2>\n\n\n\n<p>You\u2019ve learned how to:<\/p>\n\n\n\n<ul>\n<li>Access and navigate the Workflow Configurator<\/li>\n\n\n\n<li>Understand Workflow panels and building blocks<\/li>\n\n\n\n<li>Add Triggers, Actions, Branches, and End steps<\/li>\n\n\n\n<li>Save Workflows safely with multiple methods<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Next: See more in-depth Workflow setup guides in <a href=\"https:\/\/app.arcade.software\/share\/l5h8do6jAAiWteJDzeI7\">this training series<\/a>.<\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n","protected":false},"excerpt":{"rendered":"<p>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: Check our detailed instruction click model on Workflow Basics: Workflow Basics&#8230;<\/p>\n","protected":false},"author":2,"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\/437"}],"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\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=437"}],"version-history":[{"count":5,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/437\/revisions"}],"predecessor-version":[{"id":2265,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/437\/revisions\/2265"}],"wp:attachment":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=437"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-category&post=437"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-tag&post=437"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}