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Alfresco documentation: brainstorming about the LibreOffice docs team workflow

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David Nelson David Nelson
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Alfresco documentation: brainstorming about the LibreOffice docs team workflow

Hi, Jean, Sanket, guys,

If you have time, I would just like to start a brainstorming about the
docs team workflow, as it is now and how it might be if Alfresco was
the primary working platform.

For this, I have downloaded Alfresco documentation from the Alfresco
project about "generic" use of Alfresco Share (Share is what is
installed and operating at http://alfresco.libreoffice.org). At the
same time I also downloaded the Alfresco project's Alfresco
administration guide.

I have posted these on the LibreOffice Alfresco platform in a folder
at Repository> English> Community> Alfresco Documentation.

These documents are not ideally suitable for offering to new docs team
contributors and Alfresco admins, as they don't address the particular
context of the LibreOffice project as such, and because they contain
information that is really surplus to the needs of those audiences.
But they can provide an excellent jumping-off point, and some of the
material can be used in adapted form in guides that fit the
LibreOffice project's specific needs.

Might I suggest that you take a look? In particular, the "Getting
Started with Alfresco Share Collaboration" manual would be
particularly relevant to Jean and docs team workers. The "Alfresco
Enterprise 4.0.2 Administrator's Guide" would be of particular
interest to Sanket and other admins. The "Alfresco Web Quick Start
User Help" gives an idea of what Alfresco admins and LibreOffice team
leaders could possibly build for individual teams; but the first two
mentioned guides are probably of the most interest.

In addition, there's another useful resource online at
http://docs.alfresco.com/4.0/index.jsp that sometimes duplicates
what's in the .pdf guides above but that also contains coverage of a
few aspects not to be found in the guides.

Jean, guys, I was wondering if you'd be willing to start a discussion
about what your ideal workflow is/would be?

Cedric Bosdonnat, I was wondering if you might give us an idea of the
progress with CMIS support within LibreOffice? I'm curious about this
as it could have a big impact on how team workers would interact with
the Alfresco platform, i.e. via their local LibreOffice software
rather than via the http://alfresco.libreoffice.org site.

The end result after this brainstorming should be that we have some
kind of outline that can be used for an Alfresco section in the docs
team contributor's guide.

--
David Nelson

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David Nelson David Nelson
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

Hi guys,

Just to demo the functionality of the public browsing interface at
http://media.libreoffice.org:8081 / http://media.libreoffice.org/ I
just wanted to post links to the Afresco documentation that avoid the
need for you to log-in in order to access them:

http://media.libreoffice.org:8081/file/English/Community/Alfresco_Documentation/Alfresco_Enterprise_4_0_2_Administrator.pdf
is the administrator's guide.

http://media.libreoffice.org:8081/file/English/Community/Alfresco_Documentation/Getting_Started_with_Alfresco_Share_Collaboration_for_Enterprise.pdf
is the "getting started" guide for collaboration using Alfresco.

http://media.libreoffice.org:8081/file/English/Community/Alfresco_Documentation/Alfresco_Web_Quick_Start_User_Help_Enterprise.pdf
is the "quick start" guide for rolling-out a team/project-specific
website via Alfresco.

HTH.

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David Nelson

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Jean Weber Jean Weber
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by David Nelson
Hi David,
Thanks for starting this discussion, even though your timing is unfortunate for me. I am travelling, with limited Internet access and only inconvenient ways to view ODT files on my iPad. I may not get a chance to deal with this until mid-August, but I'll try.

--Jean

On 04/08/2012, at 6:00, David Nelson <[hidden email]> wrote:

> Hi, Jean, Sanket, guys,
>
> If you have time, I would just like to start a brainstorming about the
> docs team workflow, as it is now and how it might be if Alfresco was
> the primary working platform.
>
> For this, I have downloaded Alfresco documentation from the Alfresco
> project about "generic" use of Alfresco Share (Share is what is
> installed and operating at http://alfresco.libreoffice.org). At the
> same time I also downloaded the Alfresco project's Alfresco
> administration guide.
>
> I have posted these on the LibreOffice Alfresco platform in a folder
> at Repository> English> Community> Alfresco Documentation.
>
> These documents are not ideally suitable for offering to new docs team
> contributors and Alfresco admins, as they don't address the particular
> context of the LibreOffice project as such, and because they contain
> information that is really surplus to the needs of those audiences.
> But they can provide an excellent jumping-off point, and some of the
> material can be used in adapted form in guides that fit the
> LibreOffice project's specific needs.
>
> Might I suggest that you take a look? In particular, the "Getting
> Started with Alfresco Share Collaboration" manual would be
> particularly relevant to Jean and docs team workers. The "Alfresco
> Enterprise 4.0.2 Administrator's Guide" would be of particular
> interest to Sanket and other admins. The "Alfresco Web Quick Start
> User Help" gives an idea of what Alfresco admins and LibreOffice team
> leaders could possibly build for individual teams; but the first two
> mentioned guides are probably of the most interest.
>
> In addition, there's another useful resource online at
> http://docs.alfresco.com/4.0/index.jsp that sometimes duplicates
> what's in the .pdf guides above but that also contains coverage of a
> few aspects not to be found in the guides.
>
> Jean, guys, I was wondering if you'd be willing to start a discussion
> about what your ideal workflow is/would be?
>
> Cedric Bosdonnat, I was wondering if you might give us an idea of the
> progress with CMIS support within LibreOffice? I'm curious about this
> as it could have a big impact on how team workers would interact with
> the Alfresco platform, i.e. via their local LibreOffice software
> rather than via the http://alfresco.libreoffice.org site.
>
> The end result after this brainstorming should be that we have some
> kind of outline that can be used for an Alfresco section in the docs
> team contributor's guide.
>
> --
> David Nelson
>

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Jean Weber Jean Weber
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

Ah, I now see these are PDFs. That helps! --Jean

On Sat, Aug 4, 2012 at 7:28 AM, Jean Weber <[hidden email]> wrote:

> Hi David,
> Thanks for starting this discussion, even though your timing is unfortunate for me. I am travelling, with limited Internet access and only inconvenient ways to view ODT files on my iPad. I may not get a chance to deal with this until mid-August, but I'll try.
>
> --Jean
>
> On 04/08/2012, at 6:00, David Nelson <[hidden email]> wrote:
>
>> Hi, Jean, Sanket, guys,
>>
>> If you have time, I would just like to start a brainstorming about the
>> docs team workflow, as it is now and how it might be if Alfresco was
>> the primary working platform.
>>
>> For this, I have downloaded Alfresco documentation from the Alfresco
>> project about "generic" use of Alfresco Share (Share is what is
>> installed and operating at http://alfresco.libreoffice.org). At the
>> same time I also downloaded the Alfresco project's Alfresco
>> administration guide.
>>
>> I have posted these on the LibreOffice Alfresco platform in a folder
>> at Repository> English> Community> Alfresco Documentation.
>>
>> These documents are not ideally suitable for offering to new docs team
>> contributors and Alfresco admins, as they don't address the particular
>> context of the LibreOffice project as such, and because they contain
>> information that is really surplus to the needs of those audiences.
>> But they can provide an excellent jumping-off point, and some of the
>> material can be used in adapted form in guides that fit the
>> LibreOffice project's specific needs.
>>
>> Might I suggest that you take a look? In particular, the "Getting
>> Started with Alfresco Share Collaboration" manual would be
>> particularly relevant to Jean and docs team workers. The "Alfresco
>> Enterprise 4.0.2 Administrator's Guide" would be of particular
>> interest to Sanket and other admins. The "Alfresco Web Quick Start
>> User Help" gives an idea of what Alfresco admins and LibreOffice team
>> leaders could possibly build for individual teams; but the first two
>> mentioned guides are probably of the most interest.
>>
>> In addition, there's another useful resource online at
>> http://docs.alfresco.com/4.0/index.jsp that sometimes duplicates
>> what's in the .pdf guides above but that also contains coverage of a
>> few aspects not to be found in the guides.
>>
>> Jean, guys, I was wondering if you'd be willing to start a discussion
>> about what your ideal workflow is/would be?
>>
>> Cedric Bosdonnat, I was wondering if you might give us an idea of the
>> progress with CMIS support within LibreOffice? I'm curious about this
>> as it could have a big impact on how team workers would interact with
>> the Alfresco platform, i.e. via their local LibreOffice software
>> rather than via the http://alfresco.libreoffice.org site.
>>
>> The end result after this brainstorming should be that we have some
>> kind of outline that can be used for an Alfresco section in the docs
>> team contributor's guide.
>>
>> --
>> David Nelson
>>

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Jean Weber Jean Weber
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

David, I see you have provided the Enterprise edition of two of the
Alfresco manuals. Aren't we using the Community Edition of Alfresco?
Are there differences? Or perhaps Alfresco has not updated the
Community Edition manuals?

--Jean

On Sat, Aug 4, 2012 at 7:37 AM, Jean Weber <[hidden email]> wrote:

> Ah, I now see these are PDFs. That helps! --Jean
>
> On Sat, Aug 4, 2012 at 7:28 AM, Jean Weber <[hidden email]> wrote:
>> Hi David,
>> Thanks for starting this discussion, even though your timing is unfortunate for me. I am travelling, with limited Internet access and only inconvenient ways to view ODT files on my iPad. I may not get a chance to deal with this until mid-August, but I'll try.
>>
>> --Jean
>>
>> On 04/08/2012, at 6:00, David Nelson <[hidden email]> wrote:
>>
>>> Hi, Jean, Sanket, guys,
>>>
>>> If you have time, I would just like to start a brainstorming about the
>>> docs team workflow, as it is now and how it might be if Alfresco was
>>> the primary working platform.
>>>
>>> For this, I have downloaded Alfresco documentation from the Alfresco
>>> project about "generic" use of Alfresco Share (Share is what is
>>> installed and operating at http://alfresco.libreoffice.org). At the
>>> same time I also downloaded the Alfresco project's Alfresco
>>> administration guide.
>>>
>>> I have posted these on the LibreOffice Alfresco platform in a folder
>>> at Repository> English> Community> Alfresco Documentation.
>>>
>>> These documents are not ideally suitable for offering to new docs team
>>> contributors and Alfresco admins, as they don't address the particular
>>> context of the LibreOffice project as such, and because they contain
>>> information that is really surplus to the needs of those audiences.
>>> But they can provide an excellent jumping-off point, and some of the
>>> material can be used in adapted form in guides that fit the
>>> LibreOffice project's specific needs.
>>>
>>> Might I suggest that you take a look? In particular, the "Getting
>>> Started with Alfresco Share Collaboration" manual would be
>>> particularly relevant to Jean and docs team workers. The "Alfresco
>>> Enterprise 4.0.2 Administrator's Guide" would be of particular
>>> interest to Sanket and other admins. The "Alfresco Web Quick Start
>>> User Help" gives an idea of what Alfresco admins and LibreOffice team
>>> leaders could possibly build for individual teams; but the first two
>>> mentioned guides are probably of the most interest.
>>>
>>> In addition, there's another useful resource online at
>>> http://docs.alfresco.com/4.0/index.jsp that sometimes duplicates
>>> what's in the .pdf guides above but that also contains coverage of a
>>> few aspects not to be found in the guides.
>>>
>>> Jean, guys, I was wondering if you'd be willing to start a discussion
>>> about what your ideal workflow is/would be?
>>>
>>> Cedric Bosdonnat, I was wondering if you might give us an idea of the
>>> progress with CMIS support within LibreOffice? I'm curious about this
>>> as it could have a big impact on how team workers would interact with
>>> the Alfresco platform, i.e. via their local LibreOffice software
>>> rather than via the http://alfresco.libreoffice.org site.
>>>
>>> The end result after this brainstorming should be that we have some
>>> kind of outline that can be used for an Alfresco section in the docs
>>> team contributor's guide.
>>>
>>> --
>>> David Nelson
>>>

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Jean Weber Jean Weber
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

BTW, this wiki page includes a diagram of the workflow used by
ODFAuthors for many years for docs production. The descriptive text is
a bit out of date (especially info on naming convention) and not
relevant to Alfresco (again, naming convention), but the general flow
is one I think should be adapted to work with the Alfresco tools.
https://wiki.documentfoundation.org/Documentation/Development#First_steps_with_the_Documentation_team

--Jean


On Sat, Aug 4, 2012 at 7:43 AM, Jean Weber <[hidden email]> wrote:

> David, I see you have provided the Enterprise edition of two of the
> Alfresco manuals. Aren't we using the Community Edition of Alfresco?
> Are there differences? Or perhaps Alfresco has not updated the
> Community Edition manuals?
>
> --Jean
>
> On Sat, Aug 4, 2012 at 7:37 AM, Jean Weber <[hidden email]> wrote:
>> Ah, I now see these are PDFs. That helps! --Jean
>>
>> On Sat, Aug 4, 2012 at 7:28 AM, Jean Weber <[hidden email]> wrote:
>>> Hi David,
>>> Thanks for starting this discussion, even though your timing is unfortunate for me. I am travelling, with limited Internet access and only inconvenient ways to view ODT files on my iPad. I may not get a chance to deal with this until mid-August, but I'll try.
>>>
>>> --Jean
>>>
>>> On 04/08/2012, at 6:00, David Nelson <[hidden email]> wrote:
>>>
>>>> Hi, Jean, Sanket, guys,
>>>>
>>>> If you have time, I would just like to start a brainstorming about the
>>>> docs team workflow, as it is now and how it might be if Alfresco was
>>>> the primary working platform.
>>>>
>>>> For this, I have downloaded Alfresco documentation from the Alfresco
>>>> project about "generic" use of Alfresco Share (Share is what is
>>>> installed and operating at http://alfresco.libreoffice.org). At the
>>>> same time I also downloaded the Alfresco project's Alfresco
>>>> administration guide.
>>>>
>>>> I have posted these on the LibreOffice Alfresco platform in a folder
>>>> at Repository> English> Community> Alfresco Documentation.
>>>>
>>>> These documents are not ideally suitable for offering to new docs team
>>>> contributors and Alfresco admins, as they don't address the particular
>>>> context of the LibreOffice project as such, and because they contain
>>>> information that is really surplus to the needs of those audiences.
>>>> But they can provide an excellent jumping-off point, and some of the
>>>> material can be used in adapted form in guides that fit the
>>>> LibreOffice project's specific needs.
>>>>
>>>> Might I suggest that you take a look? In particular, the "Getting
>>>> Started with Alfresco Share Collaboration" manual would be
>>>> particularly relevant to Jean and docs team workers. The "Alfresco
>>>> Enterprise 4.0.2 Administrator's Guide" would be of particular
>>>> interest to Sanket and other admins. The "Alfresco Web Quick Start
>>>> User Help" gives an idea of what Alfresco admins and LibreOffice team
>>>> leaders could possibly build for individual teams; but the first two
>>>> mentioned guides are probably of the most interest.
>>>>
>>>> In addition, there's another useful resource online at
>>>> http://docs.alfresco.com/4.0/index.jsp that sometimes duplicates
>>>> what's in the .pdf guides above but that also contains coverage of a
>>>> few aspects not to be found in the guides.
>>>>
>>>> Jean, guys, I was wondering if you'd be willing to start a discussion
>>>> about what your ideal workflow is/would be?
>>>>
>>>> Cedric Bosdonnat, I was wondering if you might give us an idea of the
>>>> progress with CMIS support within LibreOffice? I'm curious about this
>>>> as it could have a big impact on how team workers would interact with
>>>> the Alfresco platform, i.e. via their local LibreOffice software
>>>> rather than via the http://alfresco.libreoffice.org site.
>>>>
>>>> The end result after this brainstorming should be that we have some
>>>> kind of outline that can be used for an Alfresco section in the docs
>>>> team contributor's guide.
>>>>
>>>> --
>>>> David Nelson
>>>>

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davidnelson davidnelson
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by Jean Weber
Hi Jean, I'll reply to you mail by mail...

On Sat, Aug 4, 2012 at 5:43 PM, Jean Weber <[hidden email]> wrote:
> David, I see you have provided the Enterprise edition of two of the
> Alfresco manuals. Aren't we using the Community Edition of Alfresco?
> Are there differences? Or perhaps Alfresco has not updated the
> Community Edition manuals?

We are indeed using Community. There are differences between them, but
not really visible/pertinent at the level we're using it. The
documentation is usable for both. I don't think they actually maintain
2 sets - too much workload...

--
David Nelson

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davidnelson davidnelson
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by Jean Weber
Hi Jean,

On Sat, Aug 4, 2012 at 5:48 PM, Jean Weber <[hidden email]> wrote:
> BTW, this wiki page includes a diagram of the workflow used by
> ODFAuthors for many years for docs production. The descriptive text is
> a bit out of date (especially info on naming convention) and not
> relevant to Alfresco (again, naming convention), but the general flow
> is one I think should be adapted to work with the Alfresco tools.
> https://wiki.documentfoundation.org/Documentation/Development#First_steps_with_the_Documentation_team

OK, the workflow we originally set-up on Alfresco is a bit like Snakes
& Ladders. The doc start in the "Drafts" folder. A considered-ready
draft gets approved and goes forward to the "Review" folder. A
reviewer proofreads it, and either it gets approved and gets moved
forward to the "Publish" folder, or it gets rejected and goes back to
"Drafts". The act of approval or rejection (it wasn't always actually
used) was to click on one of two menu options in the right-hand menu
that appears when your mouse pointer hovers over the document. The
result was that Alfresco would move the document to one folder or the
other.

When the doc actually lands in the Publish folder, the bells sound and
the doc gets published.

This is a manual process in which a team member downloads the document
from Alfresco, generates a PDF from it, has to log into the wiki,
upload the documents, edit/update the links in the wiki page with the
published documents list
(http://wiki.documentfoundation.org/Documentation/Publications). Then
the team member has to log into libreoffice.org and update the docs
download page (http://www.libreoffice.org/get-help/documentation/)
with the new links from the wiki.

Note: some of the tracking functionality is done within the document,
using LibreOffice's changes tracking and comments features. I have
missed out on the "Feedback" folder (insert additional snake/ladder).

Questions: Is there a real need for more than Draft/Review/Publish
folders? What is the real value of the Feedback folder? Could we
usefully just eliminate it and simplify things?

Question: The workflow described on the wiki involves 4 roles -
Writer, Reviewer, Editor, Publisher. Could we usefully simplify that
to Writer and Reviewer? Editor and Publisher could potentially be
eliminated, because of my file-naming suggestion below.

Suggestion: On Alfresco, you could usefully revise the file-naming
conventions. Keep the conventions as regards the title of the manual.
But remove the version info from the filename.  Instead, decide what
fields you want to have in the meta data of each file, and store the
version info in there only. The advantages I'd see are discussed
below.

Suggestion/thoughts: I guess this is stating the obvious, but
ultimately the team needs to choose between the current ODFAuthors
tool and Alfresco. Having both described in
http://wiki.documentfoundation.org/Documentation/Publications
*probably* discourages a lot of potential contributors because of the
complexity of the functioning. IMHO, even the workflow on either tool
is *possibly* more complex than necessary. Either move to Alfresco
(hosted either on http://alfresco.libreoffice.org or on
http://odfauthors.org) or stay with the Plone tool? OK, irrelevant to
the current thread. Forget I said that... ;-)

Possible different solution
===================

Have 2 folders for each manual: "Work-in-progress" and "Published".

All work gets done on the file in "Work-in-progress" and there is only
ever one file for each chapter of a manual in the "Work-in-progress"
folder.

Alfresco's versioning system updates the version number of the file
each time someone uploads some work done (via "Upload new version"
under "More..."). One can easily roll back to a previous version
number if necessary, or download an old version number if desired.

Each worker enters a comment in the Alfresco comment box when
uploading, stating the work done (and/or in a comment field in the
document meta data).

The same file is used even when work starts on updating a chapter to
take account of a new version of LibreOffice. In this case, the
LibreOffice version number is updated by a team member in the file's
meta data. You don't have to worry about incrementing any file version
number in the meta data, because Alfresco is handling the version
numbering.

When the file is finally publication-ready, one uploads it ("Upload
new version" in "More...") as a new version of a file of the same name
already existing in the "Published" folder. That existing file is
already linked-to on the wiki and on libreoffice.org (the link comes
from the public browser on http://media.libreoffice.org), so there is
nothing to update and no further action is necessary (except
generating a new PDF file for the entire manual).

The same naming simplification for PDF files would eliminate the same
wiki/libreoffice.org drudgery as for the ODT files.

On the wiki page, eliminate the publication dates (removing more
arduous manual work). Don't most people just want to download the
latest available version? One can always just post on the blog when
one publishes a new version, if one wants to.

Possible further simplification
======================

Just publish PDF files as the final deliverable to the public - one
PDF file for each manual.

Personally, I *never* consume documentation in .odt form, I *always*
prefer an entire manual in one PDF file. For me, a .odt file is a
working medium not a consumption medium.

A PDF file can be opened on almost any computing device. A .odt file
specifically requires LibreOffice to be installed.

Conclusion
========

OK, I think I've covered everything that comes to mind right at this
moment, but I'm trying to find ways to reduce the workload and to
simplify contribution, as this will take weight off current team
members and possibly encourage more people to volunteer.

Responses and counter-suggestions?

--
David Nelson

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Hazel Russman-2 Hazel Russman-2
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

On Sat, 4 Aug 2012 20:42:37 +0300
David Nelson <[hidden email]> wrote:

> Hi Jean,

> OK, the workflow we originally set-up on Alfresco is a bit like Snakes
> & Ladders. The doc start in the "Drafts" folder. A considered-ready
> draft gets approved and goes forward to the "Review" folder. A
> reviewer proofreads it, and either it gets approved and gets moved
> forward to the "Publish" folder, or it gets rejected and goes back to
> "Drafts". The act of approval or rejection (it wasn't always actually
> used) was to click on one of two menu options in the right-hand menu
> that appears when your mouse pointer hovers over the document. The
> result was that Alfresco would move the document to one folder or the
> other.
>
Reviewing and proofreading are two very different activities. A
reviewer needs to be knowledgeable about the software being described,
so that he/she can check the accuracy of every statement made about it.
A proofreader is looking for quite different things: errors,
infelicities of style, bad cross-references, figures that don't show
what they're supposed to, etc. Logically this should be the last stage
before publication, when the reviewers have done all they want to. But
your work flow scheme doesn't allow for this.

> Question: The workflow described on the wiki involves 4 roles -
> Writer, Reviewer, Editor, Publisher. Could we usefully simplify that
> to Writer and Reviewer? Editor and Publisher could potentially be
> eliminated, because of my file-naming suggestion below.
>
You can't eliminate the editor for the reasons given above. Reviewers
aren't editors. The two jobs need different types of thinking.

> Possible different solution
> ===================
>
> Have 2 folders for each manual: "Work-in-progress" and "Published".
>
> All work gets done on the file in "Work-in-progress" and there is only
> ever one file for each chapter of a manual in the "Work-in-progress"
> folder.
>
> Alfresco's versioning system updates the version number of the file
> each time someone uploads some work done (via "Upload new version"
> under "More..."). One can easily roll back to a previous version
> number if necessary, or download an old version number if desired.
>
> Each worker enters a comment in the Alfresco comment box when
> uploading, stating the work done (and/or in a comment field in the
> document meta data).
>
> The same file is used even when work starts on updating a chapter to
> take account of a new version of LibreOffice. In this case, the
> LibreOffice version number is updated by a team member in the file's
> meta data. You don't have to worry about incrementing any file version
> number in the meta data, because Alfresco is handling the version
> numbering.
>
So how will people know when something needs a review? Or a final
edit/proofreading? The traditional way was to put it in a specific
folder whose contents could be checked up on periodically. If you don't
do that, it would have to be done via the mailing list.


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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

Hi Hazel,

On Sun, Aug 5, 2012 at 6:59 PM, Hazel Russman
<[hidden email]> wrote:
> So how will people know when something needs a review? Or a final
> edit/proofreading? The traditional way was to put it in a specific
> folder whose contents could be checked up on periodically. If you don't
> do that, it would have to be done via the mailing list.

One possibility would be to use currently-unused Alfresco capabilities.

It is possible for a team leader to set tasks and allocate them to
certain people, for instance. The people concerned would be emailed,
or an email could be sent to the docs list. Also, anyone invited to
take on a task would see that task in one of the widgets (boxes) on
their Alfresco profile page.

It would also be possible to start a blog on the Alfresco site, which
the team leader could regularly update with info about needed work,
etc. This blog can be publicly accessible.

Obviously, instructions and info about this kind of functionality
would have to be written-up in the contributor's guide, but you could
already get an idea of the possibilities in the "getting started"
guide at:

http://media.libreoffice.org:8081/file/English/Community/Alfresco_Documentation/Getting_Started_with_Alfresco_Share_Collaboration_for_Enterprise.pdf

What do you think about that?

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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by davidnelson
Hazel has covered some of the important points I would have made. I'll
get back with a more detailed reply next week, after discussion with
techwriting colleagues at the OpenHelp Conference this coming weekend.

At this point, I'll address only one point: published ODTs are
essential for translators, among others, and since an ODT is a
precursor to a PDF, publishing them as well takes only trivial effort.
Leaving the ODT link off the website might be reasonable (for end-user
consumption), but that is different from not publishing the ODT on the
wiki and making it available through the Alfresco media front-end.

--Jean

On Sat, Aug 4, 2012 at 10:42 AM, David Nelson <[hidden email]> wrote:

> Hi Jean,
>
> On Sat, Aug 4, 2012 at 5:48 PM, Jean Weber <[hidden email]> wrote:
>> BTW, this wiki page includes a diagram of the workflow used by
>> ODFAuthors for many years for docs production. The descriptive text is
>> a bit out of date (especially info on naming convention) and not
>> relevant to Alfresco (again, naming convention), but the general flow
>> is one I think should be adapted to work with the Alfresco tools.
>> https://wiki.documentfoundation.org/Documentation/Development#First_steps_with_the_Documentation_team
>
> OK, the workflow we originally set-up on Alfresco is a bit like Snakes
> & Ladders. The doc start in the "Drafts" folder. A considered-ready
> draft gets approved and goes forward to the "Review" folder. A
> reviewer proofreads it, and either it gets approved and gets moved
> forward to the "Publish" folder, or it gets rejected and goes back to
> "Drafts". The act of approval or rejection (it wasn't always actually
> used) was to click on one of two menu options in the right-hand menu
> that appears when your mouse pointer hovers over the document. The
> result was that Alfresco would move the document to one folder or the
> other.
>
> When the doc actually lands in the Publish folder, the bells sound and
> the doc gets published.
>
> This is a manual process in which a team member downloads the document
> from Alfresco, generates a PDF from it, has to log into the wiki,
> upload the documents, edit/update the links in the wiki page with the
> published documents list
> (http://wiki.documentfoundation.org/Documentation/Publications). Then
> the team member has to log into libreoffice.org and update the docs
> download page (http://www.libreoffice.org/get-help/documentation/)
> with the new links from the wiki.
>
> Note: some of the tracking functionality is done within the document,
> using LibreOffice's changes tracking and comments features. I have
> missed out on the "Feedback" folder (insert additional snake/ladder).
>
> Questions: Is there a real need for more than Draft/Review/Publish
> folders? What is the real value of the Feedback folder? Could we
> usefully just eliminate it and simplify things?
>
> Question: The workflow described on the wiki involves 4 roles -
> Writer, Reviewer, Editor, Publisher. Could we usefully simplify that
> to Writer and Reviewer? Editor and Publisher could potentially be
> eliminated, because of my file-naming suggestion below.
>
> Suggestion: On Alfresco, you could usefully revise the file-naming
> conventions. Keep the conventions as regards the title of the manual.
> But remove the version info from the filename.  Instead, decide what
> fields you want to have in the meta data of each file, and store the
> version info in there only. The advantages I'd see are discussed
> below.
>
> Suggestion/thoughts: I guess this is stating the obvious, but
> ultimately the team needs to choose between the current ODFAuthors
> tool and Alfresco. Having both described in
> http://wiki.documentfoundation.org/Documentation/Publications
> *probably* discourages a lot of potential contributors because of the
> complexity of the functioning. IMHO, even the workflow on either tool
> is *possibly* more complex than necessary. Either move to Alfresco
> (hosted either on http://alfresco.libreoffice.org or on
> http://odfauthors.org) or stay with the Plone tool? OK, irrelevant to
> the current thread. Forget I said that... ;-)
>
> Possible different solution
> ===================
>
> Have 2 folders for each manual: "Work-in-progress" and "Published".
>
> All work gets done on the file in "Work-in-progress" and there is only
> ever one file for each chapter of a manual in the "Work-in-progress"
> folder.
>
> Alfresco's versioning system updates the version number of the file
> each time someone uploads some work done (via "Upload new version"
> under "More..."). One can easily roll back to a previous version
> number if necessary, or download an old version number if desired.
>
> Each worker enters a comment in the Alfresco comment box when
> uploading, stating the work done (and/or in a comment field in the
> document meta data).
>
> The same file is used even when work starts on updating a chapter to
> take account of a new version of LibreOffice. In this case, the
> LibreOffice version number is updated by a team member in the file's
> meta data. You don't have to worry about incrementing any file version
> number in the meta data, because Alfresco is handling the version
> numbering.
>
> When the file is finally publication-ready, one uploads it ("Upload
> new version" in "More...") as a new version of a file of the same name
> already existing in the "Published" folder. That existing file is
> already linked-to on the wiki and on libreoffice.org (the link comes
> from the public browser on http://media.libreoffice.org), so there is
> nothing to update and no further action is necessary (except
> generating a new PDF file for the entire manual).
>
> The same naming simplification for PDF files would eliminate the same
> wiki/libreoffice.org drudgery as for the ODT files.
>
> On the wiki page, eliminate the publication dates (removing more
> arduous manual work). Don't most people just want to download the
> latest available version? One can always just post on the blog when
> one publishes a new version, if one wants to.
>
> Possible further simplification
> ======================
>
> Just publish PDF files as the final deliverable to the public - one
> PDF file for each manual.
>
> Personally, I *never* consume documentation in .odt form, I *always*
> prefer an entire manual in one PDF file. For me, a .odt file is a
> working medium not a consumption medium.
>
> A PDF file can be opened on almost any computing device. A .odt file
> specifically requires LibreOffice to be installed.
>
> Conclusion
> ========
>
> OK, I think I've covered everything that comes to mind right at this
> moment, but I'm trying to find ways to reduce the workload and to
> simplify contribution, as this will take weight off current team
> members and possibly encourage more people to volunteer.
>
> Responses and counter-suggestions?
>
> --
> David Nelson
>
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by Hazel Russman-2
Hi Hazel, Jean, guys,

On Sun, Aug 5, 2012 at 6:59 PM, Hazel Russman
<[hidden email]> wrote:
> Reviewing and proofreading are two very different activities. A
> reviewer needs to be knowledgeable about the software being described,
> so that he/she can check the accuracy of every statement made about it.
> A proofreader is looking for quite different things: errors,
> infelicities of style, bad cross-references, figures that don't show
> what they're supposed to, etc. Logically this should be the last stage
> before publication, when the reviewers have done all they want to. But
> your work flow scheme doesn't allow for this.

I understand what you mean. In a formal organization (a software
company or whatever), the workflow you're talking about would be very
important. But, in the LibreOffice docs team, the actual reality is
that we currently have a small number active contributors whose work
contributions frequently overlap between those formal roles. Also, the
types of role that those contributors assume also change fluidly. A
given person is often doing both the reviewing and proofreading at the
same time. The editor and publisher is frequently doing those jobs,
too. And the editor/publisher roles sometimes have to be taken on by
someone else if a team member or the team leader becomes temporarily
unavailable. We *really* have a fuzzy, fluid organization.

Also, the team has people with different degrees of technical
proficiency in docs development and publishing and of technical
familiarity with the IT tools being used. And there's a permanent goal
of lowering the knowledge entry barrier for newcomers as much as
possible, and of encouraging new people to get involved. Some
newcomers become long-term contributors, others contribute for a short
while - or even only for a particular guide. But we want to preserve
high quality in the content produced.

I think I'd recommend maximal simplicity. That will facilitate
learning to contribute, learning to administer/maintain, the writing
of documentation for all that, and the actual implementation work
itself.

It would be possible to configure a very strict and controlling
workflow in Alfresco, with specific permissions for each work role and
each folder, and quite a bit of automation (automated movement of docs
from one folder to another, automated alerts via email, automated task
attribution to specific user groups, etc.). Or else things could be
left quite fuzzy, with everyone having almost identical powers, and
things being done much more manually (basically the current
situation).

However, IMHO, it would be good to start using Alfresco's blogging
facilities, maybe it's wiki functionality, and it's automated email
alerts and RSS feeds.

You could also consider Twitter as a good channel for updates, both
automated and manual. Using Twitter would do away with the need to
sign-up for and follow a mailing list, and put you closer to potential
contributors from the huge Twitter membership.

Most of all, I'd definitely recommend revising the file naming
conventions and taking advantage of Alfresco's built-in versioning.

And I'd definitely recommend coming-up with a clearly-defined set of
meta data fields to be maintained in each file.

If we arrive at a clear and comprehensible specification, I could
possibly see with the Alfresco project whether they might handle the
implementation.

Anyway, this is all thinking for your consideration.

--
David Nelson

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Hazel Russman-2 Hazel Russman-2
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

On Tue, 7 Aug 2012 12:28:43 +0300
David Nelson <[hidden email]> wrote:
 
> You could also consider Twitter as a good channel for updates, both
> automated and manual. Using Twitter would do away with the need to
> sign-up for and follow a mailing list, and put you closer to potential
> contributors from the huge Twitter membership.

Well, I am definitely not signing up to Twitter or Facebook. I have
better things to to with my time.
 
> Most of all, I'd definitely recommend revising the file naming
> conventions and taking advantage of Alfresco's built-in versioning.

+1 to that.


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klaus-jürgen weghorn ol klaus-jürgen weghorn ol
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by David Nelson
Hi David, all,
Am 07.08.2012 11:28, schrieb David Nelson:
[...]
> We *really* have a fuzzy, fluid organization.

And we are proud of it. ;-)

[...]

> However, IMHO, it would be good to start using Alfresco's blogging
> facilities, maybe it's wiki functionality, and it's automated email
> alerts and RSS feeds.

I like the idea of wiki functionality especially for translation. We on
German doku team tried to translate the documentation by wiki: Having
the original text in little bit by bit and translating and
reviewing/discussing that. At the end someone put it to one piece,
complement screenshots etc. and then get the document to reviewing as a
whole.
It seems that these are more steps but then you can get much more
contributors even for little pieces. So we got translating the "Getting
started". Maybe this is also something for the "EasyHacks for
documentation".

> You could also consider Twitter as a good channel for updates, both
> automated and manual. Using Twitter would do away with the need to
> sign-up for and follow a mailing list, and put you closer to potential
> contributors from the huge Twitter membership.

But if I don't twitter (as I do) I'm out of contribution. And so this
way is against simple contribution.


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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by Hazel Russman-2
On 07/08/2012, at 4:22, Hazel Russman <[hidden email]> wrote:

> On Tue, 7 Aug 2012 12:28:43 +0300
> David Nelson <[hidden email]> wrote:
>
>> Most of all, I'd definitely recommend revising the file naming
>> conventions and taking advantage of Alfresco's built-in versioning.
>
> +1 to that.
>


Yes. I'm sure I said the file naming conventions would be changed.

Jean

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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by David Nelson
I think the process we choose should allow for and encourage, but not require, the steps or roles of reviewer, proofreader, etc even if we skip some steps (as indeed we do) or one person does several steps. I'll write more when I'm not on the phone.

Jean
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Tom Tom
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

Hi :)
I often find it easier to go through doing 1 process at a time and then go through again for the other mission.  An odd note or 2 jic i don't spot something i may have noticed while my attention drifted from the mission at hand.  I'm not sure if you folks find the same.  I guess it's different for different people.
Regards from
Tom :) 


--- On Tue, 7/8/12, Jean Weber <[hidden email]> wrote:

From: Jean Weber <[hidden email]>
Subject: Re: [libreoffice-documentation] Alfresco documentation: brainstorming about the LibreOffice docs team workflow
To: "[hidden email]" <[hidden email]>
Date: Tuesday, 7 August, 2012, 16:57

I think the process we choose should allow for and encourage, but not require, the steps or roles of reviewer, proofreader, etc even if we skip some steps (as indeed we do) or one person does several steps. I'll write more when I'm not on the phone.

Jean
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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by Hazel Russman-2
Hi Hazel,

On Tue, Aug 7, 2012 at 2:22 PM, Hazel Russman
<[hidden email]> wrote:
> Well, I am definitely not signing up to Twitter or Facebook. I have
> better things to to with my time.

Twitter would be just part of a panoply of means of communication -
more "output only". Alerts (about stuff published, resources updated,
etc.) could be echoed to Twitter, and to RSS feeds, and to mailing
list(s), and to a blog, and to emails to individual recipients
(subscription being optional and manageable), etc., so that everyone
can receive the information via the channel that suits them, and to
give us means of communicating with the public and publicizing the
project.

--
David Nelson

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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by klaus-jürgen weghorn ol
Hi Klaus-Jürgen,

On Tue, Aug 7, 2012 at 2:59 PM, klaus-jürgen weghorn ol
<[hidden email]> wrote:
> I like the idea of wiki functionality especially for translation. We on
> German doku team tried to translate the documentation by wiki: Having the
> original text in little bit by bit and translating and reviewing/discussing
> that. At the end someone put it to one piece, complement screenshots etc.
> and then get the document to reviewing as a whole.
> It seems that these are more steps but then you can get much more
> contributors even for little pieces.

I'll look further into other ways in which we might exploit wikis. For
instance, I'm wondering what possible means of communication there
might be with the TDF wiki for carrying across updates... Of course,
one would want to think about the question of pointless duplication of
resources... I'll investigate further.

--
David Nelson

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Re: Alfresco documentation: brainstorming about the LibreOffice docs team workflow

In reply to this post by Jean Weber
Hi Jean,

On Tue, Aug 7, 2012 at 6:57 PM, Jean Weber <[hidden email]> wrote:
> I think the process we choose should allow for and encourage, but not require, the steps or roles of reviewer, proofreader, etc even if we skip some steps (as indeed we do) or one person does several steps. I'll write more when I'm not on the phone.

It would be really nice if we can arrive at a document that is as
brief as possible but that provides a clear and fairly comprehensive
specification of what the team needs/wants. Once this thread has gone
a bit further, I'll put some results to Jeff Potts and try and get
some input from him about it - including about possibilities we might
have overlooked, etc.

I've IM'ed with Florian Effenberger and he's pretty sure that TDF
would be willing to provide a server if people preferred to have
Alfresco hosted on a TDF-owned resource. It might be something to
think about now, before/while implementing a work organization for the
team, although it will also be possible in the future, too. But I
don't mind continuing to operate it from my own server, which is a
dedicated machine and provides really good performances/response
times. Got any thoughts about this?

--
David Nelson

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