Documentation meeting 20 September 2024

==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==
*Friday 20th September 13:00 CEST (check the date and time in your timezone)
==Attendees==
Add your name here if you are planning to attend:
*Philip Orr, LMSCloud GmbH, Germany
*David Nind, New Zealand
*Aude Charillon, PTFS Europe, UK
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==Apologies==
Add your name here if you would like to attend but can't make it:
* Marie-Luce Laflamme, inLibro, Canada
* Heather Hernandez, SF Maritime NHP Research Center, California USA
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==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]....
*H2 (Heather): currently OCLC Connexion Client info moved to wiki, next will update the manual to remove that content, then move on (next is same process with MarcEdit content, and OCLC Worldshare content). --Sept. 11, 2024
*Philip: Search box submit button added, Bug 31503 trying to decide if it should go in the manual or in the wiki. Maybe in the wiki with a note about it in the sections in the manual (both system preference and OPAC sections). Also the privacy policy / GDPR stuff needs to be added to the OPAC section of the manual.
*Aude has been documenting the last sys prefs new in 23.05 and 23.11.
*David: Worked on Vale and reorganising the manual contents.
===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. - ONGOING
*ACTION: David to check with Chris to see if we have Matomo (or something similar) already setup for page analytics. This is so we can get an idea about which pages are used, and how often. Update: No page analytics are installed. DONE - see below:
**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.
*ACTION for Philip and anyone who is interested: check out the W3C Images Tutorial - ONGOING
*Ongoing projects - see section below
*Documentation workflow - see section below
*Content development guide - see section below
==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 to post about automated screenshots to the mailing list and Mattermost. ONGOING
**ACTION: Aude to update the bug on Bugzilla with information about progress and what needs doing. DONE
===Re-organising the manual (David Nind) - Bug 32391 - Preview===
*ACTION: David to fix a navigation issue for the Using Koha section (currently, the expanded navigation disappears if you are in any of the using Koha sections/chapters). Update: DONE
*David showed off the current build he is testing, looks good! Merge request will follow.
*ACTION: David to post a link in Mattermost Chat on the current build
*AGREED: We will start with alphabetical organisation of the navigation links, and later on maybe look at grouping by logical topics. - UPDATE: See below for more, but it turns out alphabetical sorting is not a good idea. We will sort based on the Koha starting page sorting of Koha modules.
**ACTION: David to find out if Sphinx has a function to "sort dynamically" for alphabetical sorting in every language, instead of static sorting the way it is now. (As Manu pointed out, an alphabetical order will only work for the English version, as soon as it is translated it will no longer be alphabetical.) Update: DONE. Sphinx doesn't have that function.
===Accessibility issues in the Manual (Philip and team) - Wiki page===
*ACTION: Philip to create GitLab issues for each of the points raised in the audit. ONGOING
*Next priority - fixing the search box:
**ACTION: No option in the theme settings to add a button to the search box, so would require custom CSS. UPDATE: See GitLab issue #45.
**Update Philip: I found out how to add custom JS to the manual using the Read the docs theme, after that adding the button itself (using jQuery to add HTML) was easy. I just need to get the CSS sorted out so it looks OK. 
**Update: DONE - Will be checked and merged if OK.
*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
*Left side menu in the manual currently has no scroll bar. If you are in a very long subsection with many subheadings, it can be difficult to scroll on the left side. ACTION: Aude will log an issue in Gitlab. ONGOING
==Documentation workflow: issues and ideas==
Any issues or ideas for the general Documentation workflow.
*...
==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
*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). Update: Still under action.
*Anything recently added to the page that people want to review or discuss?
**Bootstrap 5 may add style differences that could be noticeable in screenshots. Since Bootstrap 5 is still being tested / changes still being made, we will wait and if necessary add issues to gitlab / for (possibly automatic by then?) screenshots.
**...
*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.
**** 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.
**Screenshots (postponed from a previous meeting)
***Do we need a recommended image size and resolution?
****We should talk about this again at the next meeting: which browser? at which monitor resolution? What text size in Firefox (100%?)
****Recommended tools: Greenshot, Flameshot (for Linux and Windows)
****ACTION for everybody: think about it until an upcoming meeting :) - POSTPONED to next meeting
***Point to guide on how to write good alt text:
****W3C Images Tutorial:
*****Good general tutorial about adding alt text for different types of images.
*****Many screenshots are described by the surrounding text, so could be categorised as "Decorative Images".
*****ACTION David: For screenshots, I will ask for some advice in the WriteTheDocs Slack accessibility channel. DONE
****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
**...
==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 Drop-in Sessions: Friday 18 October 13:00-16:00 UTC
*Documentation meeting: Wednesday 23 October 15:00 CEST (Central European Summer Time)
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