Workflows and Approvals

docs/workflows-and-approvals/workflows.mdx

@@ -0,0 +1,69 @@
+---
+title: Workflows and Approvals
+hide_title: true
+---
+
+import Tags from '@site/src/components/Tags';
+
+<div className="tag-wrapper">
+ <h1>Control your Work Item transitions</h1>
+<Tags 
+  tags={[ 
+    { name: "Business", additionalClass: "business" }
+  ]} 
+ />
+</div>
+
+Workflows give you control over how work items move through your process. Think of it as creating guardrails that ensure work follows your team's agreed-upon path, with the right people making decisions at each step.
+
+This means you can:
+- Create clear paths for work items to follow.
+- Ensure important transitions are only made by the right team members.
+- Prevent work items from moving backward in your process unexpectedly.
+- Control which states can receive new work items.
+
+<div style={{ position: "relative", paddingBottom: "calc(56.67989417989418% + 41px)", height: "0", width: "100%" }}>
+    <iframe src="https://demo.arcade.software/F2dAIS5BLVXcbgWUCQgl?embed&embed_mobile=tab&embed_desktop=inline&show_copy_link=true" frameborder="0" loading="lazy" webkitallowfullscreen mozallowfullscreen allowfullscreen style={{ position: "absolute", top: "0", left: "0", width: "100%", height: "100%", colorScheme: "light"}} title="Set up your workspace">
+    </iframe>
+</div>
+
+## Set up your Workflow
+Getting started with Workflows takes just a few minutes:
+
+1. Head over to your [Project Settings](https://docs.plane.so/core-concepts/projects/overview#project-settings) and select **Workflows** from the right pane.
+
+2. You'll see all your workflow states listed. Each state represents a stage in your process (like "Backlog," "Todo," "In Progress").
+
+3. For each state, you'll notice a toggle labeled **Allow new work items**. This controls whether team members can create new items directly in this state. Toggle it off for states that should only be reached through progression (like "Ready to Publish").
+    ![Allow new work items](https://media.docs.plane.so/workflows/allow-new-work-items.webp#center)
+
+4. Under the state, click **Add permitted state change** to define possible transitions.
+
+    - When you click this option, a menu appears where you can select which states this work item can move to next. For example, from "Backlog," you might allow transitions to "Todo" or "Sprint Backlog".
+        ![Add permitted state change](https://media.docs.plane.so/workflows/add-state-change.webp#center)
+
+    - Click **Add reviewers** to specify Members who are permitted to make this change. If you don't add any reviewers, any team member can move items to this state.
+        ![Add reviewers](https://media.docs.plane.so/workflows/add-reviewers.webp#center)
+
+5. Add all the state transitions your team needs, building out your complete workflow.
+
+6. When everything looks good, click the **Live** toggle at the top right to activate your workflow.
+
+7. The three-dot menu in the top-right provides additional options:
+    ![Additional options](https://media.docs.plane.so/workflows/additional-options.webp#center)
+
+    - **Reset workflow**  
+    Removes all your custom workflow settings
+    - **View change history**   
+    See a log of modifications made to your workflow
+
+
+## How Workflows work
+Once your workflow is live, you'll notice some changes in how work items behave:
+
+- A special icon appears next to the state column, indicating a workflow is active.
+    ![Transition active icon](https://media.docs.plane.so/workflows/transition-change-icon.webp#center)
+- Items can only be created in states where "Allow new work items" is enabled.
+- Members will only be able to move items to the states you've permitted.
+- If someone tries to make a state change they're not authorized for, they'll see a blocker message.
+    ![Transition blocker](https://media.docs.plane.so/workflows/transition-blocker.webp#center)

sidebars.ts

@@ -79,6 +79,7 @@ const sidebars: SidebarsConfig = {
         'core-concepts/workspaces/teamspaces',
         'core-concepts/projects/project-states',
         'core-concepts/projects/project-overview',
+        'workflows-and-approvals/workflows',
         'intake/intake-forms',
         'core-concepts/export',
         'core-concepts/stickies',