Workflow capacity docs

site/guide/_sidebar.yaml

@@ -81,6 +81,7 @@ website:
                 - guide/workflows/manage-workflows.qmd
                 - guide/workflows/transition-workflows.qmd
                 - guide/workflows/manage-workflow-tasks.qmd
+                - guide/workflows/assign-workflow-executions.qmd
         - text: "---"
         - section: "Inventory"
           contents:

site/guide/workflows/_initiate-workflows.qmd

@@ -25,6 +25,7 @@ To initiate workflows manually:[^initiate-workflows]
 
     - **Run Now** — Workflow starts instantly.
     - **Scheduled Run** — Set a future date to run the workflow.
+    - Optionally, under **Stakeholder**, select who this run is assigned to.[^workflow-assignee]
 
 1. Click **{{< fa arrow-right >}} Run Workflow Now** to confirm.
 
@@ -38,6 +39,7 @@ To initiate workflows manually:[^initiate-workflows]
 
     - **Run Now** — Workflow starts instantly.
     - **Scheduled Run** — Set a future date to run the workflow.
+    - Optionally, under **Stakeholder**, select who this run is assigned to.[^workflow-assignee]
 
 1. Click **{{< fa arrow-right >}} Run Workflow Now** to confirm.
 
@@ -51,6 +53,8 @@ To initiate workflows manually:[^initiate-workflows]
     Refer to [Configure workflows](/guide/workflows/configure-workflows.qmd) for more details.
     :::
 
+[^workflow-assignee]: [Assign workflow executions](/guide/workflows/assign-workflow-executions.qmd)
+
 ::::
 
 
@@ -74,6 +78,7 @@ To initiate workflows manually:
 
     - **Run Now** — Workflow starts instantly.
     - **Scheduled Run** — Set a future date to run the workflow.
+    - Optionally, under **Stakeholder**, select who this run is assigned to ([more on assigning workflow executions](/guide/workflows/assign-workflow-executions.qmd){target="_blank"}).
 
 1. Click **{{< fa arrow-right >}} Run Workflow Now** to confirm.
 
@@ -87,6 +92,7 @@ To initiate workflows manually:
 
     - **Run Now** — Workflow starts instantly.
     - **Scheduled Run** — Set a future date to run the workflow.
+    - Optionally, under **Stakeholder**, select who this run is assigned to ([more on assigning workflow executions](/guide/workflows/assign-workflow-executions.qmd){target="_blank"}).
 
 1. Click **{{< fa arrow-right >}} Run Workflow Now** to confirm.
 

site/guide/workflows/_review-active-workflows.qmd

@@ -21,7 +21,7 @@ To review details for workflows currently active:
 
 1. Click on the tab you would like to review:
 
-    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started.
+    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started. On scheduled, active, or waiting workflows, edit the **Start Date** and **Workflow Assignee** in place.[^workflow-assignee-active]
     - **Activity** — History of updates to the workflow on that record, including notes submitted during transitions.[^notes]
     - **Artifacts** — Artifacts for that record created within the duration of that workflow's runtime.
     - **Workflow**^[Hover over a workflow step to view an animation of the steps connecting to and from that step.] — Overview of the entire workflow. The current workflow step is highlighted, the path the execution has taken is shown in [green]{.green}, and branches the execution did not take are dimmed.
@@ -37,7 +37,7 @@ To review details for workflows currently active:
 
 1. Click on the tab you would like to review:
 
-    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started.
+    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started. On scheduled, active, or waiting workflows, edit the **Start Date** and **Workflow Assignee** in place.[^workflow-assignee-active]
     - **Activity** — History of updates to the workflow on that artifact, including notes submitted during transitions.[^notes]
     - **Workflow**^[Hover over a workflow step to view an animation of the steps connecting to and from that step.] — Overview of the entire workflow. The current workflow step is highlighted, the path the execution has taken is shown in [green]{.green}, and branches the execution did not take are dimmed.
         - Click on any visited step to open its **Step Detail** panel, showing when that step ran. If a step ran more than once in a loop, use the run pager (**Run 1 of 2**) to page through each pass.
@@ -57,6 +57,8 @@ To review details for workflows currently active:
     <br><br>
     [Transition workflows](/guide/workflows/transition-workflows.qmd)
 
+[^workflow-assignee-active]: [Assign workflow executions](/guide/workflows/assign-workflow-executions.qmd)
+
 ::::
 
 
@@ -73,7 +75,7 @@ To review details for workflows currently active on records:
 
 1. Click on the tab you would like to review:
 
-    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started.
+    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started. On scheduled, active, or waiting workflows, edit the **Start Date** and [**Workflow Assignee**](/guide/workflows/assign-workflow-executions.qmd){target="_blank"} in place.
     - **Activity** — History of updates to the workflow on that record, including notes submitted during transitions.
     - **Artifacts** — Artifacts for that record created within the duration of that workflow's runtime.
     - **Workflow** — Overview of the entire workflow. The current workflow step is highlighted, the path the execution has taken is shown in [green]{.green}, and branches the execution did not take are dimmed.
@@ -99,7 +101,7 @@ To review details for workflows currently active:
 
 1. Click on the tab you would like to review:
 
-    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started.
+    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started. On scheduled, active, or waiting workflows, edit the **Start Date** and [**Workflow Assignee**](/guide/workflows/assign-workflow-executions.qmd){target="_blank"} in place.
     - **Activity** — History of updates to the workflow on that record, including notes submitted during transitions.
     - **Artifacts** — Artifacts for that record created within the duration of that workflow's runtime.
     - **Workflow** — Overview of the entire workflow. The current workflow step is highlighted, the path the execution has taken is shown in [green]{.green}, and branches the execution did not take are dimmed.
@@ -115,7 +117,7 @@ To review details for workflows currently active:
 
 1. Click on the tab you would like to review:
 
-    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started.
+    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started. On scheduled, active, or waiting workflows, edit the **Start Date** and [**Workflow Assignee**](/guide/workflows/assign-workflow-executions.qmd){target="_blank"} in place.
     - **Activity** — History of updates to the workflow on that artifact, including notes submitted during transitions.
     - **Workflow** — Overview of the entire workflow. The current workflow step is highlighted, the path the execution has taken is shown in [green]{.green}, and branches the execution did not take are dimmed.
         - Click on any visited step to open its **Step Detail** panel, showing when that step ran. If a step ran more than once in a loop, use the run pager (**Run 1 of 2**) to page through each pass.

site/guide/workflows/_view-workflow-executions.qmd

@@ -9,8 +9,9 @@ Monitor every workflow execution across your organization on a single timeline:^
 
 2. Under the **Inventory Record Type** drop-down, select the type of record you want to view all workflow executions for:^[[Manage inventory record types](/guide/inventory/manage-inventory-record-types.qmd)]
 
-    - In the left column, workflows are grouped by inventory record.
+    - In the left column, workflows are grouped by inventory record. Click **View by Workflow Assignee** to group them by who they're assigned to instead, with an **Unassigned** group for runs with no assignee.[^workflow-assignee-view]
     - Workflows past their **Expected End Date** are color-coded in [red]{.red}.^[[Manage workflows](/guide/workflows/manage-workflows.qmd#edit-workflow-end-dates)]
+    - Hover over any execution to see its details, including its assigned stakeholder if one is set.
     - Use the buttons or keyboard shortcuts[^timeline-shortcuts-all] to control the timeline:
       - **{{< fa magnifying-glass-plus >}}** — Zoom in
       - **{{< fa magnifying-glass-minus >}}** — Zoom out
@@ -19,6 +20,7 @@ Monitor every workflow execution across your organization on a single timeline:^
       - **{{< fa arrow-right >}}** — Move later to the right
      - **{{< fa magnifying-glass >}} Search** — Search for records using keywords in the record name.
      - **{{< fa filter >}} Filter** — Filter the view to display only runs from specific types and statuses of workflows.[^filter-criteria]
+     - **Export** — Download a CSV of the current search and filters, including each execution's assigned stakeholder.[^workflow-assignee-view]
 
 <br>
 
@@ -32,7 +34,7 @@ Monitor every workflow execution across your organization on a single timeline:^
 
 3. Click on any listed workflow to review the details of that specific workflow:
 
-    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started.
+    - **Details** — Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started. On scheduled, active, or waiting workflows, edit the **Start Date** and **Workflow Assignee** in place.[^workflow-assignee-view]
     - **Activity** — History of updates to the workflow on that record, including notes submitted during transitions.[^activity-notes]
     - **Artifacts** [record workflows only]{.smallercaps .pink} — Artifacts for that record created within the duration of that workflow's runtime.
     - **Workflow**^[Hover over a workflow step to view an animation of the steps connecting to and from that step.] — Overview of the entire workflow. The current workflow step is highlighted, the path the execution has taken is shown in [green]{.green}, and branches the execution did not take are dimmed.
@@ -62,13 +64,16 @@ Monitor every workflow execution across your organization on a single timeline:^
             - Finished
             - Active
             - Scheduled
+        - By **Workflow Assignee**, including **Unassigned** runs.[^workflow-assignee-view]
 
 [^activity-notes]:
 
     Click **{{< fa chevron-down >}}** to reveal notes, and **{{< fa chevron-up >}}** to hide them.
     <br><br>
     [Transition workflows](/guide/workflows/transition-workflows.qmd)
 
+[^workflow-assignee-view]: [Assign workflow executions](/guide/workflows/assign-workflow-executions.qmd)
+
 ::::
 
 
@@ -79,8 +84,9 @@ Monitor every workflow execution across your organization on a single timeline:
 
 2. Under the **Inventory Record Type** drop-down, select the type of record you want to view all workflow executions for:
 
-    - In the left column, workflows are grouped by inventory record.
+    - In the left column, workflows are grouped by inventory record. Click **View by Workflow Assignee** to group them by who they're assigned to instead, with an **Unassigned** group for runs with no assignee.
     - Workflows past their **Expected End Date** are color-coded in [red]{.red}.
+    - Hover over any execution to see its details, including its assigned stakeholder if one is set.
 
 ::: {.panel-tabset}
 
@@ -121,7 +127,11 @@ Use the buttons or keyboard shortcuts to control the timeline:
 
 #### Filter the timeline
 
-**{{< fa filter >}} Filter** — Filter the view to display only runs from specific types and statuses of workflows.
+**{{< fa filter >}} Filter** — Filter the view to display only runs from specific types and statuses of workflows, including by [Workflow Assignee](/guide/workflows/assign-workflow-executions.qmd){target="_blank"}, with an **Unassigned** option.
+
+#### Export the timeline
+
+**Export** — Download a CSV of the current search and filters, including each execution's assigned stakeholder.
 
 :::
 
@@ -131,7 +141,7 @@ Use the buttons or keyboard shortcuts to control the timeline:
 
 #### Details
 
-Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started.
+Name and description (if present) of the workflow, the workflow's status and progress (if applicable), when it was created, and when it was started. On scheduled, active, or waiting workflows, edit the **Start Date** and [**Workflow Assignee**](/guide/workflows/assign-workflow-executions.qmd){target="_blank"} in place.
 
 #### Activity
 

site/guide/workflows/assign-workflow-executions.qmd

@@ -0,0 +1,83 @@
+---
+# Copyright © 2023-2026 ValidMind Inc. All rights reserved.
+# Refer to the LICENSE file in the root of this repository for details.
+# SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial
+title: "Assign workflow executions"
+date: last-modified
+---
+
+Assign a stakeholder to an individual workflow run to track who's responsible for it, then view, filter, and export workflows across your organization by that assignment.
+
+::: {.attn}
+
+## Prerequisites
+
+- [x] {{< var link.login >}}
+- [x] Workflows have already been set up for use with your records or artifacts.[^1]
+- [x] The record or artifact you're assigning against has at least one stakeholder.[^2]
+- [x] You are assigned a role with sufficient permissions to run and manage workflows on records or artifacts.[^3]
+
+:::
+
+## Assign or change a workflow assignee
+
+### When starting or rescheduling a workflow
+
+While [initiating a workflow](manage-workflows.qmd#initiate-workflows),[^4] the **Run Workflow** dialog includes a **Stakeholder** field, populated from the target record or artifact's existing stakeholders.[^2] Leave it as **Unassigned** to skip assignment, or choose a person to make them that execution's *workflow assignee*.
+
+The workflow assignee is separate from any stakeholder-type role — such as Record Owner — that person may separately hold on the record itself.[^5]
+
+### On scheduled, active, or waiting workflows
+
+Change the assignee, or the run's kickoff date, without creating a new execution:
+
+1. Open the workflow execution you want to update.[^6]
+
+2. On the **Details** tab, update either or both:
+
+    - **Start Date** — For a scheduled workflow, this must be a future date. For an active or waiting workflow, this is the actual kickoff time: it can be backdated, but not moved more than 24 hours into the future.
+    - **Workflow Assignee** — Choose a new person, or **Unassigned** to clear the assignment.
+
+3. Click **Save Changes** to apply your edits, or **Cancel** to discard them.
+
+::: {.callout title="Note"}
+On a scheduled workflow, **Reschedule** is still available as a separate action for moving the run's date or starting it immediately — the Details tab is for quick corrections, while Reschedule also offers **Run Now**.
+:::
+
+Changes to the assignee or kickoff date are recorded on the workflow's **Activity** tab, including the execution ID and the previous and new values for each change.[^7]
+
+## View workflows by assignee
+
+On the [global Workflows timeline](working-with-workflows.qmd#view-all-workflow-executions),[^8] click **View by Workflow Assignee** to group executions by who they're assigned to instead of by record:
+
+- Workflows with no assignee are grouped under **Unassigned**.
+- Each section is headed by the assignee's name and a count of their workflows (for example, "Kam Lall — 4 workflows").
+- The sidebar shows a running count of the workflow assignees represented in the current view.
+- Hover over any execution bar to see who it's **Assigned** to, along with their stakeholder role.
+
+## Filter workflows by assignee
+
+In the timeline's filter panel, use the **Workflow Assignee** field to narrow the view to a specific person, or select **Unassigned** to see only unassigned runs.
+
+## Export workflows by assignee
+
+Click **Export** to download a CSV of the currently searched and filtered view, including each execution's assignee. The file downloads automatically once it's ready; large exports may take a few moments to generate.
+
+
+<!-- FOOTNOTES -->
+
+[^1]: [Configure workflows](configure-workflows.qmd)
+
+[^2]: [Manage stakeholder types on records](/guide/configuration/manage-record-stakeholder-types.qmd#manage-stakeholder-types-on-records)
+
+[^3]: [Manage permissions](/guide/configuration/manage-permissions.qmd)
+
+[^4]: [Manage workflows](manage-workflows.qmd#initiate-workflows)
+
+[^5]: [Manage record stakeholder types](/guide/configuration/manage-record-stakeholder-types.qmd)
+
+[^6]: [Review active workflows](manage-workflows.qmd#review-active-workflows), or from the [global Workflows timeline](working-with-workflows.qmd#view-all-workflow-executions)
+
+[^7]: [Review workflow histories](manage-workflows.qmd#review-workflow-histories)
+
+[^8]: [View all workflow executions](working-with-workflows.qmd#view-all-workflow-executions)

site/guide/workflows/working-with-workflows.qmd

@@ -15,6 +15,7 @@ listing:
     - manage-workflows.qmd
     - transition-workflows.qmd
     - manage-workflow-tasks.qmd
+    - assign-workflow-executions.qmd
 aliases:
   - /guide/working-with-model-workflows.html
   - /guide/model-workflows/working-with-model-workflows.html