Hi Stefanie and Melissa , 

Further to the details above, could you please take a look at the way we've designed the Document Workflow tool and the way it interacts with the Document State. I find it very confusing and difficult to use. We need to modify it so that it's easy to edit published documents, because this will inevitably happen on a regular basis.

Thanks,

Morgan 

Stefanie Melissa  Morgan and I have discussed the possibility of versioning for documents once they are published. Please consider this option as well.

Hi Morgan - it's weird, when I follow the same path as you I do see an 'unpublish' button on the document status view. Selecting this then moves the document to 'awaiting approval'. Would it be more useful change the unpublish button to a dropdown that allows you to change the status to any of the document editing steps because if you're unpublishing, you're likely doing so to edit the document? 

I can see versioning being useful. We'd probably want to include the ability to view a previous version and restore to that version. Is this what you were thinking as well? 

Screen Shot 2018-05-22 at 1.45.24 PM.png 119 KB • Download

Hi Stefanie ,

That is odd. I'll perform some more testing, and hopefully the issue has been resolved on my end.

Restoring the previous version would be useful, but the main purpose of the versioning would be to give us the ability to publish a document, but allow the admin user to create a different version to perform edits that could be used to replace the published version after the edits are complete. The idea behind this is that we will commonly need to make edits to published documents, but we don't want to have to unpublish a document while those edits are being performed. Also, by creating a new version it will give us the flexibility of making unpublished edits to document that may take a long time to prepare in the context of tagging. I envision a system that would allow an admin user to create a new version of a published document for editing, and then when they are finished their edits, they will have the ability to select which version will appear as the published version. Make sense?

Morgan 

Hi Morgan  - yes, that makes sense. Mel and I will put some thought into this and add some more suggestions for an improved workflow as well. 

Great. Thanks Stefanie .

Morgan 

Hi Stefanie and Melissa ,

As some additional detail on this to-do, below is a video illustrating another problem with the workflow design and how to edit the document state.

Thanks,

Morgan

Tagging in Process Document State (23-May-18).mp4 6.14 MB • Download

Thanks Morgan  I think we can definitely make some improvements here. I'll add this in when we assess it all. 

Hi Morgan ,

For 'Tagging in Progress' I found the original user story and the original user flow and it looks like the original intention for this was to be a state for documents that have been assigned but have not yet been tagged. The original intention for 'Ready for Tagging' was to just be purely for assigning the doc for tagging and 'Tagging in Progress' was meant for the actual tagging. 

I can see this still being a useful workflow when you have certain admins who assign and other admins who tag. I just think the process of doing this could be made a little easier. Do you agree that we should keep the same workflow (all 5 steps) and we just optimize the way you get from one step to the next/allow users to skip to a later step in the process.

Hi Stefanie ,

Your descriptions of "Tagging in Progress" and "Ready for Tagging" make sense, so let's maintain all 5 steps. Let's just make it clearer on how to move forward/back through the process. Also, let ensure ensure we clarify how changes in state affect assignments (and vice versa).

Thanks,

Morgan

Perfect, sounds good. Thanks! 

Hi Morgan , 
Wanted to follow-up with one more question. We'll have 2 versions of a published document: published and draft. If the user starts editing a published document we now have a draft verion as well. If the user then hits 'unpublish', I would expect that the only version of document that would exist is now the draft version. I think that we should just provide the user a warning that they'll lose the published version of their document and only have the draft version. This will prevent us from having to do something complex like having 2 unpublished versions of the same document, but I wanted to check in with you to make sure this approach works for your team? 

Hi Stefanie ,

Yes, that makes sense to me. I see there being two primary scenarios:

Make sense?

Thanks,

Morgan

yes, that's exactly what I was thinking too. Thanks! 

Just to update everyone on this. I've finished the wireframes for this and am halfway through writing the user stories. I'll finish the stories tomorrow morning. Anil, you can ignore the stories about this in target process until they're all finished being written.  
Thanks,
Stef 

Sounds good. Thanks Stefanie .

Morgan 

Anil Morgan

Here are the stories for the changes to the document state/editing process.

Anil, to catch you up...we want to completely untether the tasks from the kinds of quick edits that an admin user would make. We also want to add some versioning into the edit process so that the user can edit a draft of a document while keeping the published version live. The user would then replace the published version with their edited draft. There are a few more components to these changes, but these stories should break it all down for you, but let me know if you have questions:

Document Edit/Tag > Published
(one question: does an approver need to be able to change between edit/tag while reviewing the doc?)

Document Edit/Tag >Unpublished

My Tasks: Edit

My Tasks: Tag

My Tasks: Approve

Assigning Tasks

Preventing Document Conflicts

View Document History

Navigation for User Levels

Morgan, I added a story about what left-side navigation a user should see if they have limited privileges (i.e., tagger, editor, approver). Right now they can see all left-side nav but none of the documents within each of the states/folders. I think we should just show them their specific task. I'm not sure if we were exposing them to the empty document states/folders for a reason. Let me know. 


Let me know if there's anything unclear/off in these stories. 

Thanks,
Stef

I've also added a story about bulk actions as I don't find the right-click very discoverable. I put that in the backlog though because I think this is a nice-to-have and not a must-have. 

Hi Stefanie and Anil ,

The user stories above look good to me, including the one concerning admin privileges. I'll close this to-do since it deals with the same issue:  Problems with permissions for admin users - TOLOGIX - P3 Prototype for Tologix.

I would also prefer the bulk actions, rather than the right-click. We can address this after the other stories are complete, but let's ensure it doesn't get forgotten.

Thanks,

Morgan

Hello Morgan and Stefanie ,

Currently team is progressing with these stories. We are targeting to complete this by end of next week. We will keep posting our comments on target process.

Thanks Anil . I'm going to examine the other to-do's this morning and provide comments as necessary. Note that I'd like to ensure we have development wrapped up on the prototype at the end of this month, so that we can shift our attention to content analysis.

Morgan 

Hello Morgan and Stefanie ,

We have uploaded a beta version for this to do for your review. Please review and let us know whether the flow is fine.

Anil  does this cover all stories in target process relating to this to-do? If not all, which stories are not completed? 

Hello Stefanie ,

Following stories are in progress:

Other stories are done but need your feedback.

Great, thanks anil. I'll take a thorough look. 

Hey Anil , 
This is looking really great so far! 

I'll comment on target process for changes. Here's all I have so far:
https://industrialagency.tpondemand.com/RestUI/Board.aspx#page=board/4857933491727658105&appConfig=eyJhY2lkIjoiOTk1NDg2NkUwM0I1RTJGMzQ5NjgyOTdFRjk2NkRGN0YifQ==&boardPopup=userstory/4826/silent
(looks like this one is already resolved)

https://industrialagency.tpondemand.com/RestUI/Board.aspx#page=board/4857933491727658105&appConfig=eyJhY2lkIjoiOTk1NDg2NkUwM0I1RTJGMzQ5NjgyOTdFRjk2NkRGN0YifQ==&boardPopup=userstory/4826/silent

I'll keep testing it. 

Morgan  this is starting to look really good. You could probably start looking at it. Do you want to walk through it first? 

Hi Stefanie ,

That's probably a good idea. Do you have time today? I have a call with Ryan at 10am Vancouver time, but otherwise my schedule is free.

Morgan 

Morgan  sorry, I was out most of today - how about tomorrow after Chris' session?

Sure. Sounds good Stefanie . Let's do it then.

Morgan

Hi Ryan ,

Stefanie and I had a call yesterday to discuss the changes related to this to-do, which are outlined in the following target process cards: 

Document Edit/Tag > Published

Document Edit/Tag >Unpublished (In progress)

My Tasks: Edit (In progress)

My Tasks: Tag (In progress)

My Tasks: Approve (In progress)

Assigning Tasks

Preventing Document Conflicts

View Document History

Navigation for User Levels

Could you please review the cards that are ready for testing. Anil , I've marked the cards that are still "In progress", but let us know if testing can start on these cards. 

Thanks,

Morgan 

Hello Morgan and Stefanie ,

We have completed all above in progress tasks and uploaded on p3lg. These are still in beta but you can review and give your feedback.

Great. Thanks Anil .

Ryan , could take a look on Monday, and then I'll perform the second round of testing.

Thanks,

Morgan

Hello All,

Looking for the feedback for this to do.

Hi Anil . My apologies for the delay. I will be looking at the P3 tasks today.

Ryan

Thanks Ryan !  

Hello Morgan and Ryan ,

Development is completed for this to do. Please check and let us know your feedback.

Hi Morgan and Anil  

I'm testing "Document Edit/Tag > Published" now. The others have been tested and are in done.

Thanks!

Ryan

Sounds good Ryan . Perhaps you can take me through things on our call today. I've sent you a calendar invite with GoToMeeting details.

Thanks,

Morgan

Hi Morgan . I'll just log in to GotoMeeting for our call if you want to go ahead and start the meeting.

Ryan

Hi Stefanie ,

When you're back from holidays, could you please take a second look at this on the admin site and determine whether the design requirements for changing the document state are met? The reason I ask is that I noticed when you unpublish a document, the document state changes to "Awaiting Approval", and that there is no way to revert the document state back to any of the previous states (e.g., Tagging in Process, Ready for Tagging, etc). Therefore, if there was a published document that we realized needed significant additional work, there would be no way to send it back to other stages in development. Do you foresee this being a problem? If so, should we build a requirement that allows the admin user to change the document state back to the previous states as necessary, or will this create other problems?

Thanks,

Morgan

Hi Anil ,

Further to the video below, I experienced a weird issue this morning when unpublishing a document from the admin site. Could you investigate and make sure we don't have a larger problem here.

Thanks,

Morgan

 

Problem with unpublishing documents.mp4 11.2 MB • Download

Hello Morgan ,

We have found and resolved that issue on p3lg. The issue was occurring when we unpublished a draft version. Please check and let us know the feedback.

Regarding awaiting approval status:
When we unpublished any document the status will be changed to "Awaiting Approval", however admin can assign "Edit", "Tagging" or "Review" task to other users from below highlighted screen by editing existing assignee. It would be good if Stefanie can review this flow and give her feedback.

1.jpg 165 KB • Download

Thanks Anil . Looks good on p3lg.

Ryan

Sounds good Anil .

Stefanie , please take a look at the requirements when you're back in the office next week, and we'll determine whether further changes are necessary. 

Note that I noticed the document used in this example is stuck in Editing in Progress without the ability to toggle between Editing Document and Tag Document. I hope we're not linking the document state back to task assignments again, because my understanding is that the whole purpose of these changes was to eliminate those requirements.

Thanks,

Morgan

Morgan , The requirements were such that the ability to edit/tag a document and task assignments should never be linked. So even though you have assigned editing to yourself, if I'm assigned tagging I can still tag at any time. The only stipulation is that two people can't have a document open at the same time. When I just tested it, it seems to be working ok for me. I wonder if this is a bug?

As far as I'm concerned, you should still be able to change the document state by re-assigning tasks or by editing and tagging the document. Unless I'm misunderstanding you, the document states just give super admins a visual of where the document is in the process, this doesn't impact the actual flow of the document in any way. Perhaps I don't understand the problem - are you not able to edit/tag or assign tasks for published and then unpublished documents? You should see it sitting in waiting for approval only until you re-assign tasks or edit/tag yourself.

cc Anil  

Hi Stefanie ,

If you're ok with the current requirements, then so am I. The only thing I assumed would be created would be the ability to manually change a document from one document state to the other without making task assignments. Therefore, although the document state would change as editors complete their assigned tasks, it would still give certain admin users the ability to manually override the document state change and determine what state the document is in regardless of what assignments are completed (with the exception of published, which would require that the document is actually published). This would give us much more flexibility in organizing the data capture process, and allow us to send documents back to previous document states without making task assignments. Currently, I don't see a way of doing this, but perhaps I'm misunderstanding the application.

Could we have a quick call and discuss this?

Thanks,

Morgan

Hi Morgan ,
Yes, a call would be good. I'm free tomorrow at 1-2, 3 onwards and I'm free Wednesday all day. 
Thanks,
Stef 

OK. Great. I have a call with Ryan at 1pm ET. So why don't you hop on the call, and we can work through the issue together.

Morgan

sounds good

Anil ,
Just talked with Morgan and it does look like something is off here. All documents (regardless of them being published or unpublished) should have the exact same process outlined in our most recent changes.

In this example, it seems stripped of what I should see when editing a document. I should be able to switch between tagging and editing...

Here's the tp story that talks about this:
https://industrialagency.tpondemand.com/RestUI/Board.aspx#page=board/4857933491727658105&appConfig=eyJhY2lkIjoiOTk1NDg2NkUwM0I1RTJGMzQ5NjgyOTdFRjk2NkRGN0YifQ==&boardPopup=userstory/4826/silent

here's the exact wireframe: https://projects.invisionapp.com/share/3XK7FKFR6UM#/screens/301072045

Here's what we're currently seeing:

Screen Shot 2018-08-28 at 1.27.00 PM.png 71.7 KB • Download

Morgan has also seen that the documents aren't following the states - so when he's tagging a document, it isn't always moving to tagging in progress. 

How was this implemented? From my perspective, the states should show exactly what's being done to a document. 

Also, I noted this on target process but I don't know why we've added another category of states. I'm noticing there's one called editing in draft and I don't know why this was added. I think in my wireframes I renamed editing in progress to editing draft, but I never intended for us to add another state. Technically anytime you're editing, it's always a draft. 

Let me know if anything is unclear or confusing. Thanks! 

Hello Stefanie and Morgan ,

We have resolved above issue regarding dropdown to switch between different states. Please check and let us know if any further fine tuning is required.

Regarding document status:
Document status will only move from lower to higher. It cannot move from higher to lower (e.g. Awaiting approval to Tagging in process).

If there is one document with "Editing in Progress" status and user will first complete tagging then the status will be "Awaiting Approval" though editing is pending.

After completing tagging another user will complete editing then the document status will remain to "Awaiting Approval" as its tagging is already done.

Please let us know your comments on this.

Regarding Editing Draft:
Editing draft is not a status but it is a link to view all draft version documents regardless of its status. Please suggest.

Thanks Anil !

The change is looking ok so far. We still don't have the 'Done Editing' button from the wire but I can understand why if the document state isn;t following where the document actually is. I guess what I don't understand is the relationship between document and state. To me, the state should always shift with where the document currently is, regardless of if it's a backwards or forwards process...I think this is a little confusing. Also, I don't think we'd need the added state of editing draft because any document being edited is a draft. 

I agree with Stefanie . The document state should shift with what work is being performed on the document.

I understand the logic behind having "Editing in Draft". It may be useful to identify which published documents have a draft version open. However, perhaps this should be displayed in the list of published documents, rather than its own document state. For example, if a draft is created for a published document, perhaps the document state could display "Published - Draft" under Document State:

image.png 112 KB • Download

"Published" and "Published - Draft" would both fall under Published documents on the left side-bar, but the admin user would be able to see which published documents have open drafts.

At the same time, if the document becomes unpublished, the document state would change to "Awaiting Approval", and then the document state would change to "Editing in Progress", "Ready for Tagging", "Tagging in Progress", etc., as the edits are made to the document. The document would come back to the "Awaiting Approval" when the editing and tagging is complete.

Make sense?

Morgan

Hello Morgan and Stefanie ,

Thanks for the feedback. Our understanding is as follows:

Document state:
Example 1:
Let say one document is assigned to user1 for editing,  user2 for tagging and user3 for review. The document's current status is "Editing in Progress".

Example 2:
A draft version is created for one published document so that status of the document will be "Editing in Progress" and assigned to user1 for editing,  user2 for tagging and user3 for review. 

Example 3:
 Admin unpublished a published document so that status will be "Awaiting Approval". Now this is assigned to user1 for editing and user2 for review.  Let's assume that no further tagging is required. 

Example 4: All above scenarios will be application to admin also while admin
will perform any action regardless of task assignment.

Please let us know if we understood this correctly.

Need clarification:
Please let us know whether Reviewer can do any change and save anything during review before publishing the document.

----------------------------------------------------------------------------------------------------------

Regarding Editing Draft:
As Morgan   suggested, we will remove "Editing Draft" link and list all draft version documents in the "Published" link with the status "Published - Draft".

Question:
Morgan , please let us know if we require to display published version for that "Published - Draft" version as well in the published link with status "Published".

This looks correct to me Anil . 

Need clarification:
Please let us know whether Reviewer can do any change and save anything during review before publishing the document. - yes the reviewer can do all of these actions.

I'm unclear on your other question to Morgan. 

Hi Anil ,

I believe the examples look good. 

Regarding your question on "Published - Draft", only one version of the documents needs to be displayed. All you're doing is displaying whether the published document has an ongoing draft, but there is no need to display a separate "Published" version.

Thanks,

Morgan

OK thanks Morgan ,

We are working on this. This will be completed by Monday.

Great. Thanks Anil .

Morgan 

Hello Morgan and Stefanie ,

We have done and uploaded above changes on p3lg. Please check and let us know if anything.

Hi Anil ,
Hope you had a good holiday. It's looking good so far! 

I noticed that we're still missing 'done editing' 'done tagging' actions when the document hasn't been assigned which prevents the documents from ending up in 'waiting for approval'. 

We're also missing the message on unpublished documents beside the publish button - https://projects.invisionapp.com/share/3XK7FKFR6UM#/screens/301072045

Also on the left side-bar it should say Editing Draft, not Editing in Draft.

Hello Stefanie ,

Thanks! Yes, we had a good holiday. 

We have done above changes for Admin and Approver both. Please review and let us know if anything. 

hey Anil I noticed just a couple more things.

Unrelated: When I delete a document from the database, I can't re-upload it if it has the same name as the deleted one.

When I open a document from the state 'ready for tagging', I think the default view be the tagging view.

When I create a draft of a published document, the draft still is stuck in the 'published state'. It doesn't appear in editing draft or ready for tagging...it seems stuck in published now.

When I create a draft, initially the document looks correct, however, if i close and reopen it, I see this:

Screen Shot 2018-09-05 at 4.05.03 PM.png 31.9 KB • Download

We're still just missing the message in the banner of unpublished documents (You're editing a draft that isn't published.) https://projects.invisionapp.com/share/3XK7FKFR6UM#/screens/301072045

Let me know if anything is confusing.  

Hello Stefanie ,

Unrelated: When I delete a document from the database, I can't re-upload it if it has the same name as the deleted one.  - Done

When I open a document from the state 'ready for tagging', I think the default view be the tagging view. - Done

When I create a draft of a published document, the draft still is stuck in the 'published state'. It doesn't appear in editing draft or ready for tagging...it seems stuck in published now. - We are unable to produce this. Can you please recheck and provide us steps? Please note that whenever user will create a draft of published version, it will be shown as "Published-draft" in the list.

When I create a draft, initially the document looks correct, however, if i close and reopen it, I see this: We are unable to produce this. Please provide us the steps.

Screen Shot 2018-09-05 at 4.05.03 PM.png 31.9 KB • Download

We're still just missing the message in the banner of unpublished documents (You're editing a draft that isn't published.)  https://projects.invisionapp.com/share/3XK7FKFR6UM#/screens/301072045
- When we unpublish any document, we think there is no need to display this message as unpublished document is not a draft version.

Please review all above and let us know your feedback.

Hi Stefanie and Ryan ,

I'm pretty tied up with other matters today. Could you confirm that the requirements on this to-do are complete, and then I'll perform some final testing before completing the to-do on Monday.

Thanks,

Morgan 

Hey Anil ,

Documents that have been previously published are still trapped in the 'published' state. See video:

reproducing problem.mov 44.7 MB • Download

I still do see this weird state where you can't save. It's happening randomly.  See video: 

reproducing problem 2.mov 20.1 MB • Download

Any unpublished document is a draft (regardless of it being previously published or not), so I'm not convinced for why you'd omit the message. 

Hello Stefanie ,

We have resolved and uploaded above issues on p3lg. Please check and feedback.

Thanks Anil  looks good. 

Hi Anil and Stefanie ,

It's starting to look good. However, I discovered a couple of issues that need to be addressed:

Thanks,

Morgan

Thanks - just FYI - my tabs have the right styling - I use google chrome. That might have something to do with your browser. In fact, from the screen shot it looking like much of the styling is off. 

I'll watch your video a little later today.

Screen Shot 2018-09-10 at 3.26.01 PM.png 23.7 KB • Download

Thanks Stefanie . Note that I was using Google Chrome in the video.

Morgan 

It's weird - that's happened to me once before too. Anil  it looks like sometimes the styling disappears. Also see Morgan's video. 

Hello Morgan and Stefanie ,

We are working on your above feedback and will be completed by tomorrow for your review.

Hi Morgan and Stefanie ,

We did changes and uploaded on p3lg to achieve above things explained by Morgan  in the video. Please review this and let us know if any further fine-tuning is required.

Anil There's still a bug. The state isn't always changing correctly. In the below video, the document won't move to awaiting approval - it's stuck in tagging.

Document State- Sept 12.mov 17.6 MB • Download

The other thing you'll see in the video is that the dropdown isn't always labelled consistently. Sometimes it's 'Awaiting Approval' and sometimes it's Approve/Publish Document, but Morgan   I'm not so sure we should change the labels on this. If we need these to match the labels would then be Editing Draft, Tagging in Progress, Awaiting Approval. To me, this was meant to be the action done to the document, so this re-labeling would feel a little off to me. Are you sure you want it changed?

Screen Shot 2018-09-12 at 10.35.24 AM.png 9.29 KB • Download

Hi Stefanie ,

I take your point. We can keep the labels the same for the time being. However, let's ensure we fix the bug you've pointed out above.

Thanks,

Morgan

Hello Stefanie and Morgan ,

Above issue regarding awaiting approval is resolved on p3lg. Please check and feedback.

Looks like the issues have been resolved to me - Thanks Anil  ! 

Hi Anil ,

It's looking really good to me. Assuming no one has any other issues to report, I think I'm ready to mark this to-do complete.

Morgan