ALFRESCO: New space for user docs

David gave me the go-ahead, so I've created a "space" under Company Home for
"LibreOffice Documentation", and another space under that one for "Writer
Guide 3.3". I hope everyone with a login can see these spaces. :wink:

Now anyone with a login should be able to upload Writer Guide chapters to
that space, using the Add Content button. ("Create content" does something
else.)

I probably won't have time today to go any further with this, but if I do
I'll let you know. But if you're interested in trying this out, don't wait
for me!

Hal

Hi, :slight_smile:

David gave me the go-ahead, so I've created a "space" under Company Home for
"LibreOffice Documentation", and another space under that one for "Writer
Guide 3.3". I hope everyone with a login can see these spaces. :wink:

Now anyone with a login should be able to upload Writer Guide chapters to
that space, using the Add Content button. ("Create content" does something
else.)

I can see the space, and I uploaded the first three files of the
Writer Guide. I deliberately stopped after three so that others of you
can try doing it yourselves. It's really easy. It recognizes the file
type and the chapter title, and the author (Ron Faile, in the case of
these 3 files).

David Nelson

I uploaded 4 through 6 to My Home, but have not yet placed it in the
company home/LibreOffice documentation/writer guide section. I will
tinker with them more later tonight.

-- jdc

I hope everyone with a login can see these spaces. :wink:

I can :smiley:

Now anyone with a login should be able to upload Writer Guide
chapters to that space, using the Add Content button. ("Create
content" does something else.)

I can not. There is no Add Content button in that space for me. I
could upload to my space just fine, but when I went to run the
action 'move' or 'copy' on the files which were in my space to the
Writers Guide space, I got the following error: '* Failed to run
Actions due to error: 000645896 Access Denied. You do not have the
appropriate permissions to perform this operation.'

-- jdc

Hi Jeremy, :slight_smile:

I can not. There is no Add Content button in that space for me. I
 could upload to my space just fine, but when I went to run the
 action 'move' or 'copy' on the files which were in my space to the
 Writers Guide space, I got the following error: '* Failed to run
 Actions due to error: 000645896 Access Denied. You do not have the
 appropriate permissions to perform this operation.'

I've applied a short-term fix... Can you please try again?

David Nelson

It worked. Writer Guide 3.3 chapters 4 - 6 are now in Company
Home/LibreOffice Documentation/Writer Guide 3.3. Also, the 'Add
Content' button is now visible for me in that space.

My question now is, even though there was no true folder system like
that which Jean detailed on the documentfoundation website, there was a
matrix that helped us (me? haha) envision a proper workflow.

Would that be something for which the 'Spaces' area could be utilized?
Perhaps create 4 spaces per guide - Drafts, Feedback, Proofing and
Publish - with the documents being shuffled about between those spaces
as they progress?

Just thinking aloud here, but if so would that mean we would 1)
download the doc, 2) perform our task, 3) upload the doc and then 4)
move the doc to the new 'Space'?

-- jdc

That's more or less what the example (tutorial?) in the "Getting Started
with Explorer Document Management for Alfresco" guide suggests, although the
tutorial also talks about creating workflow "rules". I haven't quite got my
head around the concept of "rules" and what they are supposed to be used
for.

I like the idea of multiple spaces per guide, because that helps me keep
track of things, and it probably won't break anything to set them up. We
should be able to just move docs manually... at least at this point.

Hal

Ok, still thinking aloud here. If that's the case, with the documents
being stored in one of 4 spaces to keep track of work flow, the 'Content
Items' will then be empty.

Perhaps we could place a core set of documents in that 'Content Items'
for every guide we produce. The Workflow.png flowchart, a document
which details our workflow (certainly a working document at this stage
of the game - less so as it gets dialed in), A document which details
information about the project such as 1) Who is primary stakeholder, 2)
Goal of completion, 3) etc... and perhaps another document which gives
a list of links to further help such as to the Power User's guide,
maybe the irc.freenode.net address...

I'm sure the primary producers of documentation so far have a better
idea than I of what would be handy to have instant access to,
consolidated in one space, for every work space they could be involved
in. The idea is to 1) Make it obvious and easy to someone just joining
how they can be of use, and 2) Once the user is underway, keep them
from clicking all about looking for different pieces of a puzzle.

And if I'm on the right track here, I wonder when would be a good time
to rework http://wiki.documentfoundation.org/Documentation/Development
to 1) remove our current workflow and matrix, and 2) briefly explain how
we use Alfresco, add a link to the site and a request for the user to
get in touch with Hal or other to get a sign-in setup.

-- jdc

Ok here is a usecase that is active and being used for REAL:

We are a team of Brasilian translators that translate the BrOffice Magazine
from Portuguese eo English.

We have 4 folders in a DropBox setting with the root folder having a
Spreadsheet with the workflow,

So our root folder looks like:

WORKFLOW.ODS

Entry /

Translation /

Revision /

Diagramation /

So the workfow is:

1) An article is put into the Entry folder, Workflow.ods is updated ,
generally "$DATE, article.odt, is put into the Entry"

2) One of the Translators moves the "article" to the Translation folder,
changes it's name to show who is working on it and at what step he is
"article-Joe-Trans" - he updates the Workflow.ods to show what is being done

3) After he finished he renames to "article-Trans-FINISHED" moves it to
Revsion / folder and updates the Workflow.ods

4) One of the Revisors , renames to "article-Rev-Jonny" and updates the
Workflow

5) After he finishes , renames again to "article-Rev-FINISHED" and puts it
in the Diagramation folder, updates Workflow

6) Diagramation guys rename to "article-dia-Roberta" and when finished the
rename "article-FINISHED" and updates the Workflow, when all articles are
"FINISHED" we have a new magazine ready for the stands (at least the
eletronic ones) :slight_smile:

This seems to me a good place to start ...

Rogerio

PS: if the lsit permits I am sending our .ods for an example

Hi guys, :slight_smile:

There is a possibility that someone with Alfresco experience might
help develop a workflow for us (see [1]). Let's see what comes of
that...

Rogerio, your attachment did not get through to the list. If you'd
like to post in on the wiki and mail us the link, or mail me the .ods
file and I'll post it on the wiki, maybe?

[1] http://nabble.documentfoundation.org/ALFRESCO-Where-to-put-user-doc-files-tp2161736p2196110.html

David Nelson

http://wiki.documentfoundation.org/cgi_img_auth.php/b/b9/ZINE_02_TRABALHOS.ods

Here is the file

Rogerio

I can setup the review/approve workflow for the spaces. Someone need to
decide the number of steps in the workflow and name each space/folder. I
also suggest configuring auto-versioning for all spaces so everyone can get
back older revisions.

Hi Samhan, :slight_smile:

I can setup the review/approve workflow for the spaces. Someone need to
decide the number of steps in the workflow and name each space/folder. I
also suggest configuring auto-versioning for all spaces so everyone can get
back older revisions.

It would be really terrific if you could do this. I feel that Ron
Faile is probably the best person to liaise with about this, because
Ron has the best feel for the workflow within the team right now.

Does anyone else have any thoughts on the subject?

David Nelson

My only thought at this point is that the workflow needs to allow for the
possibility of looping through several iterations of reviews and edits, or
just one iteration, depending on the individual document, similar to the
diagram on the /Documentation/Development wiki page.

Note: I know nothing about the way "rules" are set up for moving files from
one space to another, so what I just said may be a built in or default
feature that those familiar with "rules" might think is obvious and "of
course it's that way".

Hal

-- jdc

Hi Samphan, :slight_smile:

We'd really love you to do this work very much. As you know, you
already have the necessary permissions in the admin back-end. Let me
know if there's anything that has to be done at OS level.

Ron Faile has agreed to lead in working with you on establishing what
our workflow is and what we would ideally like it to be, because he's
the one among us that is closest to the workflow right now. We'll all
be pleased to chip in with advice, comments and help when needed.

We're very much looking forward to working with you, and thank you
very much for your kind offer. :wink:

David Nelson

Jeremy, what file is that supposed to be? It's not a glossary. Wrong
reference, perhaps?

Hal

Jeremy, what file is that supposed to be? It's not a glossary. Wrong
reference, perhaps?

Hal

I believe it was a spreadsheet which detailed and controlled Rogerio's
Broffice team workflow. A spreadsheet seemed to be a thought someone
else had on inclusion in the Alfresco set-up.

I would also add at this time a list which details the sort of task Ron
details in the following message.

Hi Shawn. One thing we need help with right now is creating quick
reference cards for each of the applications in LibreOffice. If you
would be willing to help with that, we should be able to get you
started.

-- jdc

OK, thanks. The context confused me, as it appeared to be in response to the
quote from my note about a glossary.

Hal

Oh yes, no. Sorry to confuse you. I was just gathering ideas people had
for David and Samphan re: the Alfresco setup and usage. :slight_smile:

-- jdc