Welcome to your guide on Arbor Workflows terminology! This glossary outlines the key terms you will come across when building and managing automated processes in Arbor Workflows. Use this guide to understand the core concepts behind workflows, so you can confidently design automated solutions that reduce manual admin and streamline your school's daily tasks.
1. The Basics
Arbor Workflows
The integrated automation platform within the Arbor MIS. It is designed to streamline operations across individual schools and Multi-Academy Trusts (MATs) by linking manual and automated tasks into seamless processes.
Further reading: Arbor Workflows
Workflow Collection
A group of related workflows organised together to manage broader, overarching school processes. For example, a "New Starter" collection might include IT setup, HR onboarding, and payroll workflows.
Further reading: Managing Permissions - Collection + Workflow
Workflow Step
An individual building block of a process. Steps are categorised as either "Human" (requiring manual input) or "Automated" (handled by the system).
Further reading: Adding a Workflow Step
Tags
Dynamic placeholders that are used to pull data from one part of a workflow into another (similar to a merge field), for example, pulling a 'Name' from a form into an 'Email.
Further Reading: Adding a Tag
2. Triggers & Forms
Trigger Form
The very first step of a workflow. This form is used to capture the initial data required to kick-start the automated process.
Further reading: Setting up a Trigger Form
Form (Step)
A workflow step that requires specific data input from an individual mid-workflow, rather than at the very beginning.
Further reading: Creating a Form (Step)
Trigger Another Workflow
An automated step where the conclusion of one workflow immediately starts a separate, second workflow. (Note: Available on the Perform tier only, more on tiering here).
3. Human Steps & Actions
Human Step
A manual stage in the workflow that requires a person to take action before the automation can continue. Examples include: a Form that needs to be completed ad submitted, making a Decision that needs to be made (Yes/No), or ticking off a Checklist item.
Further reading: Arbor Workflows - Human Steps
Decision
A manual workflow step requiring a Yes/No response from an individual. Decisions can include comments and trigger subsequent update notifications based on the outcome.
Further reading: Adding a Decision
Approval
A specific type of "Decision" step within a workflow where a designated user must review information and select either Yes or No. Approvals provide crucial human oversight, such as a Head of Department signing off on a budget request, and allow the user to "rewind" the workflow to a previous step if changes are needed.
Further reading: Adding a Decision
Checklist
A manual workflow step requiring an individual to complete a set list of tasks before the process can proceed.
Further reading: Adding a Checklist
Rewind
A function that allows a user to send a workflow back to a previous step. This is typically used when corrections or additional information are needed before an Approval or Decision can be finalised.
Further reading: Taking Action → Activity Page - Actions at the step level
Task Owner
The person currently responsible for completing a manual step. The workflow pauses and waits until the Task Owner takes their required action.
4. Automated Steps & Data
Automate
The ability for the system to perform actions without human intervention once a trigger or preceding step is completed.
Further reading: Arbor Workflows - Automated Steps
Automated Step
A workflow stage handled entirely by the system, requiring no manual input. Examples include sending an email or updating a record in the MIS.
Further reading: Arbor Workflows - Automated Steps
Send Email
An automated workflow step that dispatches a pre-defined message to the email inbox of a specified recipient. For example, you may want to send a staff member an email to notify them that a specific workflow step has been completed or to send key details of a process to a key stakeholder.
Further reading: Sending an Email
Send Something
An automated step that pushes data to external systems—most commonly sending new or updated information directly into the Arbor MIS.
Create Staff Record / Create Student Record
Specific "Send Something" action steps that automatically generate a new staff or student profile within your Arbor MIS based on data collected in the workflow.
Update
An automated notification triggered by an action on a workflow step. For example, if a step becomes overdue, an update can send an email reminder.
Further reading: What is an Update?
Add Delay / Delay
A programmed pause within a workflow that holds the next step for a specific duration, for example waiting 3 days before sending a follow-up email. (Note: Available on the Perform tier only, more on tiering here).
Further reading: Adding an Update
Workflow Documents
Any files or data packets generated or managed during a workflow. This includes documents uploaded by users via Forms, or files sent to the Arbor MIS (such as adding a document to a Student Record)..
Asset
A centralised library of resources used within your workflows. This includes document templates, external links, and reference materials that can be attached to emails or forms.
Further reading: Assets
5. Logic & Integrations
Logic
The "brain" of the workflow. Logic refers to the underlying instructions that tell the system what to do based on specific data.
Further reading: Forms: Settings and Logic Feature
Rules
The specific parameters or "if/then" statements governing workflow behaviour. Rules automate outcomes, such as rejecting a request if a field is left blank.
Further reading: Settings and Logic Feature
Conditional Logic
Advanced workflow rules that are used to auto-set decision-makers, auto-approve or reject requests, or skip steps entirely based on specific data points.
Further reading: Settings and Logic Feature
API/Integrations
The technical bridge that allows Arbor Workflows to talk to other systems. While much of this happens behind the scenes, Advanced Tier users use API-based connections to link workflows with cloud spreadsheets (Google/Microsoft) or approved third-party software.
Further reading: Integrations
Cloud Spreadsheets
A feature that allows you to connect workflows directly to Google Sheets or Microsoft Excel to sync data. (Note: Available for Advanced MAT only, more on tiering here).
Further reading: Integrations
6. Roles & Permissions
Roles
Defined sets of permissions assigned to users to ensure the right people have the correct level of access to view data, make decisions, or edit workflows.
Further reading: Roles in Arbor Workflows
Arbor Roles
The standard permissions that are inherited directly from your Arbor MIS, such as Headteacher, Admin, or Class Teacher.
Further reading: Arbor Roles
Custom Roles
The ability to create bespoke permission sets that do not fit into standard MIS categories, allowing for granular control over administrative actions.
Further reading: Custom Roles
School Level Roles
Roles specific to a single school instance. These determine who can trigger or approve workflows within that school’s environment.
Further reading: Custom Roles
Group Roles
Roles that are defined at the MAT-level, to allow central team members to oversee workflows across multiple schools or manage the central team's workflow library.
Further reading: Custom Roles
Manager
A permission level granting full oversight of workflows within a specific scope. Managers can create, delete, deploy, and archive workflows, as well as view analytics.
Further reading: What is a Follower?
Editor
A user role focused on the design and refinement of processes. Editors can access the workflow builder to create or amend steps, but do not have high-level administration rights.
Further reading: What is a Follower?
Recipient
The individual who receives an automated output, such as the person an automated email is addressed to.
Further reading: Sending an Email
Follower / Add Follower
Users who can see the progress of a workflow for visibility and transparency, but who are not required to complete any tasks. "Add Follower" is the automated step that assigns them to the workflow.
Further reading: What is a Follower?
7. Deployment & MAT Features
Deploy
The process of taking a drafted workflow and making it "Live". Once deployed, the trigger form becomes active, and users can begin the automation sequence.
Further reading: Deploying a Workflow
Draft
A workflow that is currently being built or edited but has not yet been deployed. Draft workflows are not active and cannot be triggered by end-users.
Further reading: Deploying a Workflow
Issue Checker
A built-in diagnostic tool that highlights errors (like a missing recipient or broken tag) that must be fixed before a workflow can be published.
Further Reading: How can I publish changes?
Push Down
A MAT-level feature allowing a central team to deploy a standardised workflow from the trust level directly to all (or selected) schools within the trust.
Further reading: Deploying a Workflow - Pro-Tip for MATs