Previewing workflow for book components (Word)
Hi @danjela and @John.kopanas
There's a lot of information in #71 (closed) so I'm creating a separate dev issue.
Workflow
- When a preview is generated only the user who uploaded the file gets notified.
- This user checks the previews, makes corrections to the file if necessary (this could involve multiple file uploads and preview regenerations)
- After the user is satisfied with the preview, she asks other users to check the preview. This is done with the 'Request review' button and @mentioning a user or role. These users are send a notification which includes a link to the Preview tab.
- authors
- editors
- previewers
- org admins (rare)
- system admins (very rare use case)
- Users check the preview and provide their feedback in the pop up feedback panel.
- Users can:
- Approve the preview (with or without adding a comment)
- Request changes (must add a comment and optionally attaching a file).
- @mention the users and roles (for example, @dione replace image.png with image.jpg).
Status changes
The book component status always matches the status of the current file version. It's possible for one file version to go back in status, e.g. from 'approved' to 'changes requested'.
- Previewing = there is a Preview generated
- Review requested = The Author or Editor has pressed 'Request review' button. (status maps to all Previewers associated with the book component)
- Changes requested = Changes have been requested by any of the requested users. (status maps to all Authors associated with the book component)
- Approved = all requested user have pressed 'approve' button.
- Ready to publish = Editor approves for publishing by pressing the ‘Ready to publish’ button.
- Published = Editor has pressed the ‘Publish’ button.
Permissions
- Previewers do not see the 'request review' button
- Authors do not see the 'Request changes' button.
- All users associated with the book component can see and comment on the feedback
- Only the Editor can mark the chapter for 'ready to publish' and select 'publish'.
- When the book component is in the status 'ready to publish', Authors and Previewers can only comment. The Editor is the only role who may change the status from 'ready to publish' back to 'Request changes'
Notification
For the time being, notification will be via email. This includes notifications coming from the system (e.g. preview generated), @mentions, and status changes. In app notification later on a global activity page accessed from the Dashboard.
Wireframe
Features:
- @mention user and role (in plural, e.g. @previewers)
- Reply icon to make reply. Showing replies are Linked/referenced to the original comment. We'll develop the reply functionality after this first version is tested.
- The user can see in the chat when a new preview has been generated, so they know which comments relate to an older/out-of-date preview. See line with text ‘ch01.docx (V3) preview generated’ in the wireframe.
- Similarly, users can see within the chat when the preview was marked as ‘ready to publish’ and ‘published’ by editor (not shown in wireframe, but in the same style as point 3).
- Users can comment/ask a questions without necessarily having to make a decision with 'comment' button.
- When no approval of a preview is required (as set in the Settings modal), users may still want to be able ask a question about the preview. So instead so hiding the review panel completely, this should show without all the radio buttons (approve, request changes, etc.)
- The files (that have been attached in the review panel) should show in the files tab so they are easy to access/ don't get lost in the thread. This should be a separate section to the book component files, called 'Review'.