Update workflow docs with latest changes

en/asgardeo/docs/guides/workflows/approval-workflows.md

@@ -0,0 +1 @@
+{% include "../../../../includes/guides/workflows/approval-workflows.md" %}

en/asgardeo/mkdocs.yml

@@ -401,7 +401,7 @@ nav:
           - Advanced configuration for the agent: guides/users/user-stores/advanced-configurations-for-the-agent.md
       - Workflows:
         - Workflows: guides/workflows/index.md
-        - Approvals: guides/workflows/approve-workflow.md
+        - Approval workflows: guides/workflows/approval-workflows.md
         - Workflow requests: guides/workflows/workflow-requests.md
       - Account configurations:
         - Account configurations: guides/account-configurations/index.md

en/identity-server/next/docs/guides/workflows/approval-workflows.md

@@ -0,0 +1 @@
+{% include "../../../../../includes/guides/workflows/approval-workflows.md" %}

en/identity-server/next/mkdocs.yml

@@ -692,7 +692,7 @@ nav:
           - Migrate user passwords: guides/users/migrate-users/migrate-passwords.md
       - Workflows:
         - Workflows: guides/workflows/index.md
-        - Approvals: guides/workflows/approve-workflow.md
+        - Approval workflows: guides/workflows/approval-workflows.md
         - Workflow requests: guides/workflows/workflow-requests.md
       - Account configurations:
         - Account configurations: guides/account-configurations/index.md

en/includes/guides/user-self-service/manage-approvals.md

@@ -1,9 +1,31 @@
-Using the My Account Portal, users can view and update their approvals. This allows users to manage their pending requests and actions that require their attention.
+To view the approvals, you can navigate to the **Approvals** section from the My Account Portal side menu.
 
-To view the approvals, user can navigate to the **Approvals** section from the My Account Portal side menu.
+This page displays all approval requests that you are eligible to act on.
 
-![My Account Approvals]({{base_path}}/assets/img/guides/workflows/myaccount-approval.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
+![Workflow approval page]({{base_path}}/assets/img/guides/workflows/workflow-approvals.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
 
-This page shows all the approvals available for the user to approve.
+### Approval states
 
-Learn more about the approvals and its lifecycle in the [Approvals]({{base_path}}/guides/workflows/approve-workflow/) guide.
+Each approval request can be in one of the following states:
+
+- **Ready**: The approval request is available for assignment. You can either approve it immediately or reserve it for review later.
+- **Reserved**: You have assigned yourself this approval for review. Other approvers can't act on it until you unassign it.
+- **Blocked**: Another approver has already reserved this request, so you can't act on it.
+- **Approved**: You have approved the request.
+- **Rejected**: You have rejected the request.
+
+!!! note
+    Once you reserve (assign yourself) an approval, no one else can approve it. However, you can unassign a reserved approval back to the shared pool at any time, allowing other eligible approvers to act on it.
+
+![Reserved approval]({{base_path}}/assets/img/guides/workflows/reserved-approval.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
+
+You can filter approval requests based on their state, as shown below.
+
+![Filter approvals page]({{base_path}}/assets/img/guides/workflows/filter-approvals.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
+
+### View approval details
+
+To view more information about a specific approval, click on the approval entry in the list.
+This opens the Approval Details page, which displays all relevant information about the associated operation.
+
+![Approval details]({{base_path}}/assets/img/guides/workflows/approval-details.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}

en/includes/guides/workflows/approval-workflows.md

@@ -0,0 +1,37 @@
+### Create a workflow
+
+To create a workflow, visit the **Workflows** section in the admin console and go to the **Approval Workflows** section.
+Now you can create a new workflow by clicking on the **New Approval Workflow** button. You will be prompted to provide a
+ name and description for the workflow.
+
+### Configure workflow operations
+
+Once you have provided the name and description, you can select the operations that this workflow should support.
+The workflows support the following types of operations:
+
+- **User Creation**: Triggered when a new user is created.
+- **Self User Registration**: Triggered when a new user is self-registered.
+- **User Deletion**: Triggered when a user is deleted.
+- **Role Creation**: Triggered when a new role is created.
+- **User Role Assignment**: Triggered when users are assigned to or removed from a role.
+
+!!! note
+    In the workflow creation page, you can select multiple operations if approval steps are common for those operations.
+
+### Configure workflow steps
+
+The final step in creating a workflow is to configure its steps. You can add multiple steps to a workflow, and each step can have multiple approvers. Approvers can belong to a configured role or be defined as individual users.
+
+![Workflow steps configuration]({{base_path}}/assets/img/guides/workflows/workflow-steps-configuration.png){: width="600" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
+
+Once you have configured the steps, you can save the workflow. The workflow will now be available for use in the system.
+
+!!! note
+    If you assign admin user in the first step of approval and if admin creates a user, still workflow will be triggered.
+    Other participants in the first step will also receive the approval request.
+
+After creating the workflow, you can view its details, edit it, or delete it.
+
+![Approval Workflow configuration]({{base_path}}/assets/img/guides/workflows/workflow-approval-edit.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
+
+To learn how to review the approval requests, see [Manage Approvals]({{base_path}}/guides/user-self-service/manage-approvals/).

en/includes/guides/workflows/index.md

@@ -1,48 +1,30 @@
-Revamped workflow-based approval framework designed to support long-running approval workflows for critical user 
-management operations.
+The new workflow framework supports long-running approval workflows for critical user management operations.
 
-Workflows are a series of steps that require to complete a selected operation in the {{ product_name }}. These workflows
-should be configured by the administrators by defining the steps and the participants involved in each step.
+Workflows are a series of steps that are required to complete a selected operation in the {{ product_name }}. These workflows
+should be configured by the administrators by defining the steps and the approvers involved in each step.
 
-This new implementation enables organizations to design multi-step approval chains, where approvers can be assigned 
-based on roles or groups, reflecting their permission levels and responsibilities. Administrators can configure these 
-workflows through the Console, while users can review and act on approval requests seamlessly from the My Account portal.
+This new implementation enables organizations to design multi-step approval processes, where approvers can be assigned
+based on roles or users, reflecting their permission levels and responsibilities. Administrators can configure these
+workflows through the Console, while approvers can review and act on approval requests seamlessly from the My Account portal.
 
-!!! note
-    This is a reimplementation of the previous workflow feature. It is not backward compatible with the older workflow 
-    configurations. Existing workflows must be redefined using the new model to take advantage of long-running approval 
-    capabilities.
-
-### Create a workflow
-
-To create a workflow, visit the **Workflows** section in the admin console and go to the **Approval Workflows** section.
-Now you can create a new workflow by clicking on the **New Approval Workflow** button. You will be prompted to provide a
- name and description for the workflow.
-
-### Configure workflow operations
-
-Once you have provided the name and description, you can select the operations that this workflow should support.
-The workflows are supported following types of operations:
-
-- **User Creation**: Triggered when a new user is created.
-- **User Deletion**: Triggered when a user is deleted.
-- **Role Creation**: Triggered when a new role is created.
-- **User Role Assignment**: Triggered when users of a role have changed.
-
-!!! note
-    In the workflow creation page, you can select multiple operations if approval steps are common for those operations.
-
-### Configure workflow steps
+{% if product_name == "WSO2 Identity Server" %}
+!!! note "Legacy BPS-based workflow connector"
+    {{ product_name }} previously used a BPS (Business Process Server)-based approval workflow implementation. This implementation is still available as an [external connector](https://store.wso2.com/connector/identity-workflow-impl-bps){:target="_blank"}.
 
-The final configuration of the workflow creation is to configure the steps of the workflow. You can add multiple steps to a workflow and each step can have multiple participants. The participants can be either users or roles.
+    **Key differences:**
+
+    - The new workflow feature and the BPS-based implementation run independently.
+    - Approval requests from the new workflow feature appear in **My Account** for review.
+    - Approval requests from the BPS-based implementation remain accessible via the legacy approval API.
+{% endif %}
 
-![Workflow steps configuration]({{base_path}}/assets/img/guides/workflows/workflow-steps-configuration.png){: width="600" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
+## Workflow support in organizations
 
-Once you have configured the steps, you can save the workflow. The workflow will now be available for use in the system.
+Approval-based workflow capabilities are available for organizations as well.
 
 !!! note
-    If you assign admin user in the first step of approval and if admin creates a user, still workflow will be triggered.
-    And also other participants of the first step will also receive the approval request.
+    Workflows support user creation and role creation in organizations. However, they don't support the following sharing operations:
 
-Once the workflow is created, you can view the details of the workflow, edit it or delete it.
-To approve the workflow, you need to go the approvals section under the User Management in the console or use my account approvals. See [Approve a workflow]({{base_path}}/guides/workflows/approve-workflow/) for more information on how to approve a workflow.
+    - User sharing
+    - Role sharing
+    - Inviting parent users

en/includes/guides/workflows/workflow-requests.md

@@ -1,15 +1,19 @@
-Workflow request page is located under the workflows section. It gives administrators full visibility into every workflow approval request across the tenant.  
+The Workflow requests page is located under the workflows section. It gives administrators full visibility into every workflow approval request.
 Administrators can use it to check progress, and detect bottlenecks.
 
 ![Workflow request page]({{base_path}}/assets/img/guides/workflows/workflow-requests.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
 
-This page lists all the workflow requests that are the tenant. You can filter the requests by the Operation Type, Status, Created Time Range and Updated Time Range.
+### Filter workflow requests
+
+You can filter workflow requests by operation type, status, created time range, and updated time range.
+
+![Filter workflow requests by operation, status, and created/updated time range]({{base_path}}/assets/img/guides/workflows/workflow-requests-filter.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
 
 ### Status of the workflow requests
 
 - **Pending**: The workflow request is pending and waiting for approval.
-- **Approved**: The workflow request is approved by the participant/s.
-- **Rejected**: The workflow request is rejected by a participant.
+- **Approved**: The workflow request is approved by the approvers.
+- **Rejected**: The workflow request is rejected by an approver.
 - **Failed**: The workflow request has failed after the approval due to an error.
 - **Aborted**: The workflow request has been aborted by the administrator.
 
@@ -18,3 +22,9 @@ This page lists all the workflow requests that are the tenant. You can filter th
 To view the details of a workflow request, you can click on the request in the list.
 
 ![Workflow request page]({{base_path}}/assets/img/guides/workflows/workflow-request-details.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}
+
+### Abort workflow request
+
+You can abort a workflow request that's pending approval.
+
+![Abort workflow request]({{base_path}}/assets/img/guides/workflows/workflow-request-abort.png){: width="800" style="display: block; margin: 0; border: 0.3px solid lightgrey;"}