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The possible pathways for revision requests:
To support a new release (edits passed along from Testing, Tech Docs, or other groupgroups, usually facilitated by the Community Engagement Coordinator)
Community requests (via user manual comment, via request received through Community Engagement Coordinator, feedback from querying users, etc.)
Efforts by the User Documentation Sub-Team to keep manual up-to-date (reviews of pages undertaken by the team)
For each of the pathways by which a revision request might arrive, the following steps will be taken:
Team A team member is assigned a page to edit
Community requests received via manual comment should be addressed by the primary page watcher.
At the start of each term, each team member will be assigned pages for which they will serve as primary and secondary watchers for.
Team members should watch pages they are responsible for using the Confluence watch feature. Once they are watching a page, they will be notified of any community comments on the pages.
When extensive revision is revisions are needed to for several pages, work may be assigned among all team members.
Team The team member makes changes but does not publish until it has been reviewed by another team member.
If changes are made due to a change in function in a new version release, the existing page should be versioned before editing.
Changes that have been made to a page should be made written in red so it’s easy for the reviewer to see what has been changed without looking at revision histories.
NOTE: If you upload a new image that has the same title as an existing image, the new image will replace the existing image on the published page, even if you don’t publish your editsare deleting text, use the strikethrough feature rather than deleting the text.
Refer to the style guide for guidance information on page creation and maintenance.
Team member notifies the secondary watcher that edits have been made and asks them to proofread the page.
Secondary watchers should be notified using the “Invite to Edit” feature in Confluence. Inviting someone to edit a page will send them an email that will include includes a link to the page and any message included in the invite. Primary watchers may want to invite themselves so they can refer back to their invite. If the changes require a lengthy explanation then an email may be sent instead.
Secondary The secondary watcher reviews the page and provides feedback.
Team member changes any red test text to black, deletes any strikethrough text, then publishes the page.
Additional tasks
After completing edits to a page, update the User Manual Review Google Sheet. Find the appropriate tab and in the “last reviewed” column, enter the month and year that the edits were done.
When editing pages remove any old copyright or last updated information at the bottom of the page. This is a holdover from the earliest iteration of the manual.