Word users' teams use cases
Hi @lathrops1
Yesterday we went through the uses cases for Word projects and discussed the following:
Editors
- The roles that can create a book include: System admin, Org Admin, and Editor. When a user with the role Editor (assigned on the Admin page) creates a book, this user should be added as Editor in the book team modal.
- If a user is an Editor of a book, he will not have any other role on the book. (As you explained, some Word projects have one person doing all the work. This person is both Author and Editor, but since the roles are cascading, assigning only the role Editor is needed).
- Currently we also list all editors (added in the book team modal) on 'Manage team' tab for each book component. I don't think this is necessary and is actually confusing. If I'm the Editor, I know I have a role on each book component, I also can't be removed as Editor from any one component since my role applies to the entire book. I therefore think we should exclude Editors from the manage team tab. We could add all editors' names somewhere on the Book manager page for all users to see (since only Editors and roles above will have access to the book team modal). This would mitigate the problem of authors or previewers not knowing who the editors are, if you think that is a relevant use case.
- If a user (with role Editor) uploads chapters on behalf of authors, this should not assign the role Author to that user on the 'manage team' tabs. The Editor must assign the relevant authors to the manage team tabs so they can work on these book components.
Authors
- Users are added as Authors to the book team modal, which allows them to upload files to the book (via bulk upload). When a user with role Author uploads files to a book, that user is listed as 'Author' on the relevant book components' manage team tab. We agreed this behaviour is correct.
- There could be more than one Author (user in system) working on any one book component, which is why we have developed the functionality of adding more Authors to a book component. These additional authors need access so they can upload files to the component.
- We said that Authors should only be able to see the components they have created or have been associated with (on the assign team tab). This means that Authors would not be able to manually order components in the book manager (which would be reflected in the Preview TOC).
- An Author will not have more than one role on an individual book component.
System Admins
There is a need up to two sys admins to be associated at the organisation level so that only those users get notified when users mention @sysadmins in the preview and errors chat.
Based on the above, the implications are:
- A user with the role Editor cannot be assigned another role in the book team modal
- If you agree, Editor will not be listed on the manage team tab
- We will add a feature on the organisation admin page to associate up to two sys admins to the organisation. This requires changes to the data base as currently there is no relationship between sys admins are organisations.
- @John.kopanas Since any one user cannot have more than one role on an individual book component we can show a users role after the user's name when @mentioning in the Preview and Error chats, e.g. @user (author).
- I think it makes sense to mention roles in the plural only (@sysadmins, @orgdmins, @editors, etc.)
There are some use case which are not clear and therefore need feedback from our users:
- Why would the Editor want to remove the role Author from a user in the book team modal? If the editor does this -- what happens? The assumption is:
- for the book components that the user is already associated with, he should still have access and be able to upload files.
- the user shouldn't be able to create new book components -- therefore bulk upload would be disabled.
- It seems likely (based on the conversation we had with one group of your Word users) that two scenarios are valid for Previewers:
- A Previewer (or group of Previewers) can be responsible for checking the previews of all book components in a book
- A Previewer (or group of Previewers) can be responsible for checking the previews of some book components but not others, for example, 10 out of 100 chapters.
- An Author for one book component may be a Previewer on another book component -- This seems likely but should be confirmed (Keep in mind that we are not referring to the role Peer Previewer -- it still not clear at this stage whether your Word users want peer reviewing to happen in the BCMS).
- Can team members (Author and Previewers specifically) change between published versions?