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Summary | A topic-based workflow system for Discourse with configurable steps, actions, workflow list filters, and Kanban view |
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Repository Link | https://github.com/merefield/discourse-workflow |
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Install Guide | How to install plugins in Discourse |
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it on GitHub! 
Summary
discourse-workflow provides a secure workflow framework for Topics. Each workflow is made of configurable steps and options, and topics move through those steps until completion.
It supports branching and looping, list and Kanban discovery views, auditability, and automation-friendly behavior while staying close to core Discourse permissions and UI patterns.
Features
- Topic-based workflow instances with admin-defined Workflows, Steps, and Step Options
- Built on core Discourse concepts: Categories, Groups, and category-based permissions - you can only act if you are permitted to do so
- Workflow discovery at /workflow with quick filters:
- My Categories
- Overdue
- Step = X
- Discovery view selector:
- List
- Kanban (shown only for single, Kanban-compatible workflow context)
- Chart (shown only for single-workflow context and chart-permitted users)
- Kanban workflow board:
- clickable topic cards
- legal drag/drop transitions
- keyboard transitions (ArrowLeft / ArrowRight) when legal
- Workflow topic banner:
- current workflow and step
- available transition actions
- visualization link
- Overdue model with hierarchy:
- global setting: workflow_overdue_days_default
- workflow override
- step override
- 0 disables overdue at that scope
- overdue indicators in workflow list and Kanban cards
- Workflow burn-down charting:
- chart endpoint + UI integration
- week-range selector (1–12)
- full-week windows and step-colored series
- Transition audit trail via small action posts
- Arrival notifications for watched categories (Watch First Post)
- Workflow visualization available from topic and discovery views
- Data Explorer integration with default workflow queries:
- burn-down/burn-up stats
- audit log
- Optional AI-assisted step handling
Introductory Concepts
Swim Lanes
Each workflow lane is a Category (or Subcategory). As a topic progresses, it moves between categories according to configured transitions.
Workflow Instances
- A single workflow item (for example, a ticket) is a Topic.
- Tags can be added for metadata such as priority.
- Category movement is controlled by workflow actions (unless staff override).
Actors
Users who can create topics in a step category can act on workflow items in that step. Users with reply access can still comment as normal.
Actions via Options
Step Options define the available actions at each step. Each option is shown as a topic action button and can move the topic to a target step.
Dashboard
Use /workflow nav filter to see workflow topics you can access, then filter or switch to Kanban for board-style flow management.
Audit Trail
Transitions are logged as small action posts on the topic. Bundled Data Explorer queries support auditing and operational reporting.
Visualisation
Workflow visualization is available from:
- topic banner links
- workflow fields in discovery list
Major Differences from Stock Discourse
- You cannot create a new topic directly in categories beyond step 1 of a workflow.
- You cannot manually change category for a workflow topic unless you are staff.
- Only users with category create rights can execute workflow transitions.
Getting Started
- Enable the plugin with workflow_enabled.
- Go to Admin → Plugins → Discourse Workflow.
- Create a Workflow, save it, then add Steps and Step Options.
- Configure category permissions so workflow actors have Create in the relevant step categories.
- Create a topic in the first step category.
- Transition it using topic action buttons or Kanban interactions.
- Use /workflow for operational queue management.
AI Actions
AI can action a step when configured.
Requirements:
- valid workflow_openai_api_key
- AI enabled on the step
- prompt includes both {{options}} and {{topic}}
Example prompt:
your options are {{options}}. if the following text states it is delicious, please accept, otherwise reject. {{topic}} answer with one word from those options
Known Issues
This plugin is still evolving. Please report issues and enhancement ideas on the repository or this Meta topic.
- it’s a deprecation warning.