documentation: Save drafts for workflow user action submissions

[validbeck]

Pull Request Description

What and why?

sc-15382

You can now save drafts of the submission info when transitioning a workflow using a user action step. Docs updated to reflect this functionality.

How to test

Click on the live previews:

• Transition workflows (Click On artifacts as well)
• Developer Fundamentals / Finalizing Model Documentation (click the Advance workflows tab)
• Validator Fundamentals / Finalizing Validation Reports (click the Advance workflows tab)

What needs special review?

n/a

Dependencies, breaking changes, and deployment notes

Note

Wording for models > records are being covered in other Stories; trying to avoid fewer merge conflicts in this one.

Release notes

Covered by https://github.com/validmind/frontend/pull/2413.

Checklist

• What and why
• Screenshots or videos (Frontend)
• How to test
• What needs special review
• Dependencies, breaking changes, and deployment notes
• Labels applied
• PR linked to Shortcut
• Unit tests added (Backend)
• Tested locally
• Documentation updated (if required)
• Environment variable additions/changes documented (if required)

[jamadriz]

only thing that maybe we want to make more explicit:
when clicking Save, the fields are updated (all users with read access to record, will see updated values), so not technically a "draft". Main difference is that a workflow transition won't take place

[validbeck]

only thing that maybe we want to make more explicit:
when clicking Save, the fields are updated (all users with read access to record, will see updated values), so not technically a "draft". Main difference is that a workflow transition won't take place

@jamadriz Gotcha, updated the wording and added a little more info:

[github-actions]

PR Summary

This PR updates the documentation for workflow transitions by introducing an additional step that allows users to save a working copy of the input data. Previously, users were instructed to enter their notes and click the custom action button in a single step. With these changes, the documentation now clearly outlines that:

1. Users can enter their notes and/or additional inventory fields and then click Save to store a working copy without triggering the workflow state transition.
2. After saving, users need to click the custom action button (labeled {action}) to proceed with the formal transition.

An additional footnote has been added to explain the behavior of submission drafts (working copies), including details on tracking under model activity, shared accessibility among users with the appropriate permissions, and the update behavior for field values. These enhancements help ensure that users have a clear understanding of the workflow options, particularly when they need to review or revise submitted information before final submission.

Test Suggestions

• Verify that the 'Save' button and action button are both visible and rendered correctly in the updated documentation.
• Check that the footnote for submission drafts is displayed correctly and that the links (e.g., 'View model activity') direct to the correct pages.
• Test the user flow in the documentation to ensure consistency across different sections such as generic workflows, models, and artifacts.
• Ensure that the new instructions do not conflict or overlap with existing workflow actions and that the guidance is clear to end users.

[github-actions]

Validate docs site

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