Beyond basic approval workflows, Light supports advanced workflow automation with conditions, branching, and approval routing. This article explains how to build complex workflows using the visual wor...
Last updated May 21, 2026 · 3 min read
Workflows in Light are built using a visual flow editor with the following building blocks:
Condition Nodes - Branch logic that routes documents to different approval paths based on conditions (amount, document type, vendor, cost center, custom fields). Each condition node can have multiple branches plus an "else" default path.
Approval Nodes - Stop points where users must approve or reject before the workflow continues. Each approval node shows two outgoing paths: "if approved" and "if rejected."
Action Nodes - Execute specific operations like creating records, sending notifications, or updating document fields.
You add nodes to your workflow using the Action and Condition buttons in the toolbar at the bottom of the visual editor.
Use condition nodes to route documents to different approval paths:
For example, the Bill Payment workflow might route based on: amount thresholds (e.g., Amount < GBP 20,000), vendor name, bill type (e.g., Reimbursement), cost center (e.g., Finance & Ops), or line item classifications (e.g., External subcontracting).
Conditions can be combined for complex routing scenarios with multiple branches from a single condition node.
Approval nodes determine who must approve a document. When a document reaches an approval node, the assigned approver receives a notification and must take action. The workflow then follows the "if approved" or "if rejected" path accordingly.
Approvers can be assigned based on:
Manager and group assignments are powerful because they adapt automatically as your organization changes — you don't need to update workflow rules when someone's manager changes.
Workflows have versions that track changes over time:
Only one workflow version can be published at a time. The Workflows list shows the current version number, published date, and who published it for each workflow.
To view previous versions of a workflow, click the version dropdown next to the workflow name in the editor. The dropdown lists all published versions in descending order, showing the version number (e.g., v1, v2) and the date each was published.
When you select a previous version:
This is helpful when you need to verify what a workflow looked like when a specific document was processed, or when you want to reference a previous configuration before making new changes.
If you've made changes to a workflow but haven't published them yet, you'll see a Discard draft button next to the Publish button. Clicking this:
Use this when you've experimented with changes but decide not to keep them, or when you want to start over from the last published state.
To publish, click the Publish button in the top-right corner of the workflow editor.
Track workflow execution from the Workflows list:
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