Workflow capacity docs

[kam-validmind]

Pull Request Description

What and why?

Documents the workflow-execution "assign a stakeholder" feature set (internally tracked as capacity planning for workflow assignment) that has already shipped to main in both backend and frontend, spanning SC-17687–17690, SC-17692, SC-17693, SC-17837, and (partially — see below) SC-17838. There was previously no user documentation for any of this.

New page — guide/workflows/assign-workflow-executions.qmd, added as a new card in Guides → Workflows → Working with workflows, covering:

• Assigning a Stakeholder when starting or rescheduling a workflow (SC-17687).
• Editing the Start Date and Workflow Assignee in place on the Details tab of a scheduled, active, or waiting execution, and how that relates to the separate Reschedule action (SC-17688, superseded by SC-17837's inline editor).
• Grouping the global Workflows timeline by assignee via View by Workflow Assignee, including the per-assignee workflow count and the Unassigned bucket (SC-17689).
• Filtering the timeline by Workflow Assignee, including Unassigned (SC-17690).
• What's recorded on the Activity tab — execution ID plus before/after values for assignee and kickoff-date changes (SC-17692).
• Exporting the current filtered/searched view to CSV (SC-17693).

Updated existing pages to surface the same capability where it now shows up in the product:

• _initiate-workflows.qmd — the Stakeholder field on the Run Workflow dialog, on both the records and artifacts tabs.
• _view-workflow-executions.qmd — the View-by-Assignee toggle, the assignee filter, the Export action, the tooltip, and the editable Details tab.
• _review-active-workflows.qmd — the editable Details tab, reached from a record's or artifact's own Active Workflows section.

Both edited files carry the guide's dual HTML/training(revealjs) content, so each addition is duplicated into both blocks.

Also regenerated site/llm/chatbot-product-map.md and its frontend snapshot (make -C site refresh-chatbot-product-map, against a freshly main-synced frontend checkout) so the in-app assistant's route map picks up the new page under /workflows and /settings/workflows.

How to test

Render the touched pages locally:

cd site && quarto render guide/workflows/assign-workflow-executions.qmd guide/workflows/working-with-workflows.qmd guide/workflows/manage-workflows.qmd --profile development

All three render clean (verified this session — only the pre-existing, unrelated Unable to resolve link target: validmind/validmind.qmd warning).

Live preview, once the PR preview build finishes:

• Assign workflow executions (new page)
• Working with workflows (new card in the grid + sidebar)
• Manage workflows (updated Details/Initiate/Active-workflows content)

On each, confirm: the new page appears in the sidebar and the grid listing after "Manage workflow tasks"; cross-reference links resolve (manage-workflows.qmd#initiate-workflows, working-with-workflows.qmd#view-all-workflow-executions, manage-record-stakeholder-types.qmd#manage-stakeholder-types-on-records); and the training/revealjs profile still renders the same content without footnotes.

What needs special review?

• Product-accuracy pass: this content was verified against the merged frontend/backend source (field labels, copy strings, validation rules, ExecutionStatus/canEditExecutionSchedule gating) rather than a live click-through against a running stack. Worth a check against the actual product before merging.
• Terminology inconsistency in the product itself: the Run Workflow dialog labels the field Stakeholder; the Details-tab editor, filter, toggle, and export all call the same concept Workflow Assignee. The docs bridge this explicitly rather than papering over it — flagging in case this is also worth a product-side fix.
• Scope decision on SC-17838: only the Artifact-workflow half is documented (the Stakeholder field already covers "On artifacts"). The Risk Tier Assessment half is intentionally not documented — running workflows on a Risk Tier Assessment is itself a separate, still dark-launched capability (launchdarklyRolloutRiskTierEngineWorkflows, default off) that isn't documented as a feature anywhere in the site yet, including the recently-shipped Risk Tiering section. Documenting stakeholder assignment there first would require documenting that assessment workflows exist at all.
• chatbot-product-map.md diff is broader than this feature: the committed snapshot was stale against an older frontend main, so regenerating it also fixed a pre-existing broken reference (a deleted SSO page that now honestly reads "no matching .qmd source found" instead of pointing at nothing) and surfaced several unrelated new routes (/agent-authority/*, /risk-intelligence, /settings/risk-tier-stages) that simply didn't exist last time this was regenerated. None of that is scope creep from this PR's content — it's a byproduct of syncing to current main.

Dependencies, breaking changes, and deployment notes

Documents already-merged engineering work; no companion PR required, no migrations, no environment variables.

• Backend: #3425 (SC-17687), #3435 (SC-17688), #3447 (SC-17689), #3453 (SC-17690), #3454 (SC-17692), #3455 (SC-17693), #3480 (SC-17838)
• Frontend: #2776 (SC-17687), #2781 (SC-17688), #2788 (SC-17689), #2790 (SC-17690), #2791 (SC-17692), #2792 (SC-17693), #2811 (SC-17837), #2812 (SC-17838)

Release notes

Added documentation for assigning a stakeholder to a workflow run, editing it afterward, and viewing, filtering, and exporting workflows by assignee. Learn more ...

Checklist

• What and why
• Screenshots or videos (Frontend) — N/A, documentation-only change
• How to test
• What needs special review
• Dependencies, breaking changes, and deployment notes
• Labels applied
• PR linked to Shortcut — documents multiple engineering stories (see above); no single doc-tracking ticket
• Unit tests added (Backend) — N/A
• Tested locally — rendered with quarto render, not click-tested against a live preview or running stack; see "What needs special review"
• Documentation updated (if required) — this PR is the documentation
• Environment variable additions/changes documented (if required) — none

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