Documentation meeting 26 February 2025

== Place ==
Video conference meeting using Jitsi at https://meet.jit.si/KohaDocumentationMeeting
* We are using an (open source) video conference platform for the discussion part of this meeting. You don't have to turn your camera on if you prefer not to be seen; but if you are able to use a mic it should make our conversations a lot easier!
* To join the meeting, click on the meeting link. If you are on a desktop computer, it will open in a browser window; no need to install anything. To join on a mobile device, you will need to download the Jitsi Meet app (from Google Play; from Apple Store).
* Browsers will ask for permission to use video and audio devices: check or review these settings if you have audio or video issues.
We will use an online collaboration pad to record the meeting minutes, including TODOs and ACTION information.
== Time ==
* Wednesday 26 February 2025 at 13:00 CET - check in your time zone.
== Attendees ==
Add your name here if you are planning to attend:
* Philip Orr, LMSCloud GmbH, Germany
* David Nind, New Zealand
* ...
== Apologies ==
Add your name here if you would like to attend but can't make it:
* ...
== Updates ==
=== What the team has been working on ===
Please add an update before the meeting about what you have worked on.
* ...[Please add an update about you have been working on]....
* Heather: the MarcEdit wiki page (reformatting into a cool table like David started) & working with Lauren Denny on helping her add a lot of her way cool MarcEdit magic thing
* There were some requests in the Koha Community Mattermost on making older manual pages more noticeable and less likely to be the first results in a google search.
**https://gitlab.com/koha-community/koha-manual/-/issues/53
** https://gitlab.com/koha-community/koha-manual/-/issues/52
** And a request for better searching in the manual: https://gitlab.com/koha-community/koha-manual/-/issues/54
*** On better searching in the manual: docsearch uses a crawler to scrape the pages. Then a script is built for the search engine. https://www.algolia.com/pricing
*** Also see Infrastructure and Plan limits. Is the Koha manual really under 1 GB at the moment, and every record under 10KB? It would be really good to have statistics about how often the manual is currently being searched.. the algolia / docsearch free option is 10k search requests a month. Which seems fine to me, but do we have statistics to back it up?
*** (Philip): as a legal / privacy noob I'm unsure about what would be important for the Koha community at large, if there are any licensing / legal / privacy problems. https://www.algolia.com/policies/terms
** Are there other alternatives that would provide a better search option?
* Philip: Finally added notes to the wiki on documenting permissions, see below
=== Review of action points ===
* See previous meeting.
* ACTION: Aude to check the config file for the manual to correct the copyright statement. It should be updated to remove the date and add a link to GPL. - DONE merge request 1008
* Further ACTION: 
** Philip DONE: make a Gitlab issue about the quick notice and link in copyright footer. See https://gitlab.com/koha-community/koha-manual/-/issues/57 and https://gitlab.com/koha-community/koha-manual/-/issues/58
** Caroline ACTION: check if links are possible in the text in conf.py
* ACTION: David is waiting to hear from Liz if access to the web logs is possible. Will consider proposing setting up matamo.org or plausible.io Update: Posted on Koha Community Chat to get ideas. - ONGOING
== Ongoing projects ==
=== Automated screenshots (Jonathan, Caroline, Aude) - Bug 34076 ===
 
* If we need more logins for the screenshot page, contact Joubu.
* See the Guidelines document on the Google Drive for instructions.
* Summary of actions:
** ACTION Aude: talk with Joubu about making the results visible so far
=== Re-organising the manual (David Nind) - Bug 32391 - Preview ===
* ACTION: David to post a link in Mattermost Chat on the current build - ONGOING
** Update: Basics looking good so far
=== Accessibility issues in the Manual (Philip and team) - Wiki page ===
* ACTION: David to look at controlling the focus order on manual pages (e.g. skip links for the left side menu - can we override sphinx’s html builder?) - ONGOING
== Documentation workflow: issues and ideas ==
Any issues or ideas for the general Documentation workflow.
* All beginner-friendly Documentation Bugs can now be found in the Documentation component with the keyword Academy, or using this link: https://bugs.koha-community.org/bugzilla3/buglist.cgi?bug_status=REOPENED&bug_status=NEW&bug_status=CONFIRMED&bug_status=ASSIGNED&bug_status=In%20Discussion&bug_status=Needs%20documenting&component=Documentation&f1=keywords&list_id=545317&o1=equals&order=Importance&query_format=advanced&v1=Academy
* ...
== Content Development Guide ==
Ongoing work to create a content development guide.
* ACTION: David to research options (possibly instead of using single quotes) if a button text contains an apostrophe. Update: Still under action.
** ACTION: If anyone finds an example where the apostrophe becomes a problem, please add it to the content development guidelines page!
* ACTION: David to demonstrate Vale at an upcoming meeting. This is a way to check the manual to identify content that doesn't comply with our content development guide rules (link a code linter, but for documentation rules). Update: DONE for this meeting, actual presentation to come at a future meeting :)
** David showed off a basic implementation using the Google Style Guide, Microsoft Style Guide and RedHat style guide on about.rst, it is used on a local build from CLI with the command "vale". Suggestions and warnings can be set to be ignored so you only see errors. There is a wordlist so that e.g. systempreference names are not seen as spelling errors. Rules are set in .yml files. Not integrated with Gitlab IDE atm since Gitlab doesn't have it as an extension. VSCode has an extension for Vale. It could be used locally or added as a check to merge requests.
** ACTION: David to look at adding Git Pod functionality to Gitlab at a later date or instead adding it to automatically provide a comment on your merge request in Gitlab - ONGOING
* ACTION: Philip to add a note about how to document permissions to the content development guide (see the work Caroline did with libraries and patron permissions) - DONE, see:
** ReStructuredText - Tips and Tricks#Permissions Format
** Documentation - Content Development Guide#Permissions
* Anything recently added to the page that people want to review or discuss?
** ...
* Questions to cover (please add yours!)
** Use cases: how can we include more of these to better show how Koha features are used together? (postponed from a previous meeting.)
*** For use cases specific to one feature: insert as another section - see SIP2SortBinMapping: https://koha-community.org/manual/latest/en/html/circulationpreferences.html#use-case
*** For workflows that encompass several features, we could have a specific "How-to" / Tutorial section? As a step-by-step guide ("1. do this; 2. do that") which points to existing sections of the manual and re-uses existing screenshot. Will need to be mindful not to re-create the FAQs and the reasons why we thought they were not relevant anymore (make sure we date / version the workflows and review them).
**** another example: when a library has to close unexpectedly, what do they have to do?
***** things like: calendar update, postponing issues and holds, adding a message to the opac… etc.
**** another example: Koha installation checklist (Koha-US) - https://koha-us.org/learn/install-config/
**** each “How-to” should be in their own page
**** We should also add links to the “monday minutes”, "every other… " videos etc.
*** We will talk more at upcoming meetings about trying out some actual examples
** We should add a general “Community resources” page to the manual containing links to Bywater Monday Minutes, “Every other…”, french resources… etc. DECISION: Yes, we will do this! ACTION Philip: Create the page in the manual - ONGOIN
*** It would be good to sort this page by language
**** WebAIM article about alternative text
**** Guide aimed at social media (will find the link - it is really good)
** Decision on documenting convention: how do we refer to buttons, what do we call the "Koha side menu", "Koha top search bar"... etc. POSTPONED to next meeting
*** ACTION Philip: decide which quick decisions we want to make next meeting
**** Buttons
**** Top search bar
**** Tip from David: there's a google UI guide that could have helpful information. ACTION Philip: check that out - ONGOING
**** …
** ...
* Terminology changes for approval:
**Use "self-registration" (and variants), not "self registration" (see bug 31270 - signed off).
**Do not use "borrowernumber" unless referring to the database field name.
**Use "card number", not "cardnumber" (see bug 38979 - signed off).
==Anything else==
*...
==Reminders==
*Find bugs to document
**Bugzilla search for Keywords=Manual, Component=Documentation
**Bugs marked with Needs documenting status
*How to edit the Manual
==Next meetings==
*Documentation meeting: 26 February 2025
Category:Documentation
Category:Documentation IRC Meetings
Category:Documentation IRC Meetings 2025