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Documentation Process Guide

V 1.2.3 Joomla! User Documentation Team

Andy Wallace 30th June 2007


Changelog Change Date By Whom

Version 1.2.3 Edits to remove Base stage and change sequential numbering and images accordingly

30 June 2007 AW

Version 1.2.2 Edits to process for creating copy of existing screen

27 June 2007 AW

Version 1.2.1 Minor Edits 20 June 2007 AW

Version 1.2 11 June 2007 AW

* Formatting review -“- -“-

+ Notices -“- -“-

+ Version reference changes -“- -“-

* Typo corrections -“- -“-

+ Comments Chapter -“- -“-

Version 1.1 6 June 2007 AW

Version 1.0 May 2007 AW

User Documentation Team 2 30/06/2007


License & Acknowledgements

License This document is released under the Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported license.

Acknowledgements I would like to pass on my thanks to the following members of the User Documentation Team for their efforts of proof reading and ideas on this document:

Chad McKissick

Leandro Bergantiños

Brian Lieske

Other Contributors Rene Skou

Thanks

Andy Wallace



Table of Contents License & Acknowledgements...............................................................................................................3

License..................................................................................................................................................3 Acknowledgements ..............................................................................................................................3

Other Contributors ...........................................................................................................................3 How is Documentation Managed ..........................................................................................................5

The Documentation Project Manager...................................................................................................5 Documentation Workflow Process Map...............................................................................................5 The Workflow Stages Outlined ............................................................................................................6

1. Template ...................................................................................................................................6 2. Add Content ..............................................................................................................................6 3. Proofread & Edit ......................................................................................................................6 4. Final Proof ...............................................................................................................................7 5. Transfer ....................................................................................................................................7

Version Control ......................................................................................................................................9 Recommended Amendments: Use of the Comment System .............................................................10 Accessing and Using Project Fork.......................................................................................................11

Log In .................................................................................................................................................11 Welcome Screen.................................................................................................................................11 Using Project Fork..............................................................................................................................12

Navigation ......................................................................................................................................12 Settings ...........................................................................................................................................13 User Management ..........................................................................................................................13 Available Actions............................................................................................................................14 Global Actions ................................................................................................................................15

The Documentation Process ................................................................................................................17 Access and Display.............................................................................................................................17 The Detailed Process ..........................................................................................................................18

1_1 Site Menu Templates – Administrator Function ......................................................................18 1_2 Site Menu – Add Content – Author Function...........................................................................19 ........................................................................................................................................................19 1_3 Site Menu - Proof & Edit – Editor Function............................................................................20 1_4 Site Menu – Final Proof – Reviewer........................................................................................21 1_5 Transfer Document – Administrators Only..............................................................................22

The Help Screen Guide ........................................................................................................................23 Appendices ............................................................................................................................................25

Feature Suggestions/Requests ............................................................................................................25 Other known issues.............................................................................................................................26



How is Documentation Managed

The Documentation Project Manager In order to control the creation, review, editing, and publishing of the documentation output from the UDT we have introduced a Project Manager using the Project Fork Extension developed by Tobias Kuhn.

This allows us to create a manageable workflow of documentation from a Template creation stage on the Workshop (http://help.joomla.org/workshop/ ) right through to the transfer and publication of the finished documents on the Help Site (http://help.joomla.org/).

There is currently a lot of work underway between the UDT and the Extension Developer to add extra functionality to Project Fork to deal with specific issues encountered by the UDT but this does not detract from the usability of the system in its current guise. Not only that, but the Developer is also gearing up for Joomla! 1.5.

Documentation Workflow Process Map Using the functionality of Project Fork, we are able to create separate projects for each type of documentation or task with which the UDT is concerned.

Documentation control is the same no matter what the particular style of document that is under consideration.

As with any project of this nature, you need to carry out effective planning, and to be honest you do this long before you actually start writing the documentation itself (at least in an ideal world!). The process of planning should involve as many people as possible to ensure the widest provision of ideas although once again this can be difficult to achieve in the real world.



The Workflow Stages Outlined The Workflow itself follows six separate, sequential stages. Within Project Fork itself, Folders represent these stages, and access is via the File Manager:

1. Template The first part of this initial stage is the creation of the Base Template. This step covers all the factors that need taking into consideration - these will include the likely styles, formats, classes, together with the required general layout for the whole project, together with the heading, section titles, and other common information.

The second part, following the creation of this Base Template, is to create individual templates covering, for example individual Chapters, Help Screens, or FAQ’s. The headings, etc, created within the first part are edited down to represent the specific item being created.

The Administrator ultimately completes this process and the pages will not be available for the other Project User Groups to view.

All documents created within this stage must have the folder designation “1.” added to their title: therefore, “document_name 1.” the system will then add version numbers to any subsequent copies made of the document made within the folder.

When a document has completed this stage an asterisk, “*”, should be added after the title and version number to indicate it is ready to be transferred to the next step in the process.

The key reference and metadata keywords should be added beneath the document title as follows: Delete the following after transfer: Key Reference – screen.screenname Metadata – keyword, keyword

2. Add Content The Add Content stage takes the copies of the initial bare Template, has the existing Help Screen and other content added followed by new material added to the page.added to them. This content may come from earlier attempts at the particular page of content, previous versions, or other documents within the Help Site and Workshop.

This stage includes the initial reconfiguration of content to match the styles, formats, and requirements of the document plan.

This is the first stage at which the Authors become involved.

Remove the document version and asterisk from the previous stage.


When a document has completed this stage an asterisk, “*”, should be added after the title and any version number to indicate it is ready to be transferred to the next step in the process.

3. Proofread & Edit The Proofread & Edit stage is the initial run through the document to check the technical accuracy of the content and compliance with the Template formats and the overall style references.

This is the first “official” involvement of the Editor Group although they do have access to create the material in Stages 2 above.

The Editors are also required to check that the Authors have not made “independent” alterations in their use of HTML tags.





When a document has completed this stage an asterisk, “*”, should be added after the title and the version number to indicate it is ready to be transferred to the next step in the process.

Ensure the Key Reference and Metadata have been added in the previous stage, add to the Metadata as necessary beneath the document title as follows: Delete the following after transfer: Key Reference – screen.screenname Metadata – keyword, keyword

4. Final Proof The Final Proof Stage is the penultimate stage of the process.

This is the first official involvement of the Review Group in the process, although their access permissions allow them to carry out work in each of Stages 2, and 3.

The Reviewer will copy the “final version” of the document from the last stage to this folder and remove the “*” from the title.

The Reviewer will complete further proofreading and final tidying up of the document before signing it off as complete and ready to transfer to the Help Site and its publication to the Community.




Ensure the Key Reference and Metadata have been added in the previous stage, add to the Metadata as necessary beneath the document title as follows: Delete the following after transfer: Key Reference – screen.screenname Metadata – keyword, keyword

5. Transfer This stage is the transfer of the completed document from the Final Proof Stage on the Workshop Site to the Help Site itself.

This is the first “official” involvement of the Administrators in the process since the creation of the Templates, although their access permissions allow them access to carry out work in all other Stages.

The Administrator completes this process. The Administrator will copy the final version of the document from the last stage to this folder and remove the version number and“*” from the title.

Once transferred, it will be necessary to complete additional information within the Content Item/Article itself such as the Key Reference, Metadata, and to verify that the links and URL’s are correct. This final element can obviously involve other people to do the checking however, it is important that everyone enters this information in a consistent and controlled manner not least so that the Translation Partners and others will find it easier to convert to their local settings.



Version Control At each stage, the first document version in a directory must always be the Final version of the document as copied from the previous stage by the Group Leader or Administrator. Never edit, only copy, this Base version of the document.

All documents created within this stage must have the folder designation number added to their title: therefore, “document_name 5.” the system will then add version numbers to any subsequent copies made of the document made within the folder.


This is a manual process at present although specific modifications of the software will make this redundant with the provision of a more robust copying and versioning method in the near future.

Group Leaders and Administrators only are responsible for the transfer of documents between the stages of this process.

It is not necessary to create new versions of the document if the same person is editing/creating the same document within a recent time span, there has been no one else involved in the work, and they are continuing the development of the document and not rewriting it from scratch.

If a different person is editing the work of another, then they must always create a copy of the last version available. This will ensure that the path of review remains clear.

The actual document repository for the Help Screens and all other UDT documentation is now the Project Manager - Project Fork. See the next section.



Recommended Amendments: Use of the Comment System

Do not edit another persons working copy. Do not edit a previous version or old document create a copy if necessary.

Project Fork comes with its own integrated Comment System. This allows authorised Users to add comments to folders, files, and documents of the Project.

The ideal use for this is providing suggestions, error corrections, modifications, and the suchlike, to documents under creation.

The Comment system is accessible from the Menu List icon on each document,

Comments must be:

• Clear – Identify errors in text or spelling in Red and the suggested correction or replacement in Green. Under no circumstances, edit the actual document.

• Concise – Keep the subject relevant to the identified issue • Constructive – Do not be negative for the sake of it! If there is an issue, identify it,

make a suggestion for its correction, and move on. • Copies – Make sure no one else has already posted the same suggestion – if you are

adding an alternative solution refer to the previous example • Considered – Always think about a comment before you write it. Unlike a chat system

- which often prompts a quick response, and not necessarily the one the situation warrants – The comment system is a tool to progress the documentation projection in the right direction and to assist each other in the completion of the ultimate goal usable User documentation.

• Confirmed – Ensure that the solutions being offered actually work and are not just contributing to any existing misunderstanding or confusion

• Complete – Do not just identify the problem, provide or contribute towards the solution. • Cross-reference – Wherever possible, if you refer to comments or solutions identified

within either the Project or another source, such as the forums or the Developer Network, include the URL for this.

• Checked – The “owner” of a particular document to which comments have been added is responsible to check these, to action them as necessary, and to confirm in a new comment what action they have carried out.



Accessing and Using Project Fork Access to Project Fork is via the Front-end of the Workshop Site. It is necessary to log in to view the documents that are available at your own designated level of access. You will not be able to see or access those documents of anyone that has a higher level of access or of a Group of which you are not a member.

Any level of Joomla! User can be given any level of access to Project Fork. In theory, it is possible to give members of the public Administrator Access to the program whilst they would have no access to the Back-end of Workshop Site! Conversely, a Super Administrator of Joomla! could only have Member access to the Project Manager via the Front-end!

There are four User Levels in Project Fork Client, Member, Group Leader, and Administrator. In addition to these levels, it is possible to control which individual Users can access a particular Project, Task, Folder, or Document. This extends the amount of control that is available to manage a project.

Log In Log in to the Workshop using the ID and password notified to you by the Workshop Administrator. If you have not already done so, change the password from the one provided to you on sign up, to one of your own choice. Please make and keep it secure.

Select User Documentation Project from the Joomla! Project Manager Module.

On occasion, with the use of Project Fork, you will see a 404-error message. This occurs because the www has been added to the web URL in your browser, simply edit this out and try again. This may also happen when you click the Homepage button in the Navigation Menu.

Welcome Screen A User (hydra) with a basic User account with no Group assignment will only see the following:

Not a lot to see, but they can create a new Folder or Document! You will return to this page on clicking the Control Panel icon in the Navigation Menu to this Control Panel.

Clicking the File Manager icon displays a listing of all the Folders (directories) within the Project Manager to which Hydra has access.

The Home Page Icon (this is the one with the www bug) exits Project Fork and returns you to the Workshop Front Page.



A User with the full Administrator access level will see, and be able to do, a lot more…:

Using Project Fork Access to some or all of these processes will be limited depending upon the access levels granted to the individual. Annotations used in the following list reflect access settings in general. (A) = All; (LA) = Limited Access; (AO) = Administrator Only.

Navigation Use the Navigation Icons to move around the top levels of the Project Manager.

Control Panel Click Control Panel to return to the start page of the Project Manager. (A)

Projects Projects lists all the current projects recorded in the Project Manager. (AO)

File Manager File Manager opens the control screen for all the project documentation functions. (A)

File Manager Back The File Manager uses its own Back icon to navigate between folders. The greyed icon indicates that there are no more back levels to navigate. (A)

Sorting Icons These provide rudimentary functionality to sort items in a Manager ascending or descending. The coloured icon indicates the field that the list is sorted by. (A)

Calendar The Calendar is a function to assist with Team availability and project targets. (A)

Home Page Home Page returns the individual to the Workshop Front Page. (A)



Settings Use the Settings Icons to edit permitted Personal Details or Configuration Settings within the Project Manager.

My Profile To access the details that relate to your personal use of the Project Manager, click My Profile. (A)

System The System icon provides access to the Configuration of the Project Manager. (AO)

Edit Registry Use the Edit Registry to alter the configured settings of Project Forge, to meet a Projects overall requirement. (AO)

User Management

User Groups The key factor to assist in the effective management of the documentation process is the ability to assign individuals to different User Groups, with different access levels and even access to different Projects, Task, and Directories. Click this icon to access the User Group Manager screen. (LA)

New User Group Click the New User Group icon to create a group with specific access authority for a Project and the Directories within that Project are concerned. (AO)

Delete User Group Once a Project has been completed or discontinued, it is advisable to delete the User Group to keep the Control Panel area easily managed and tidy! (AO)

Users There are four levels of User within the Project Manager and these operate independently from the Joomla! access levels and allow the Project Administrator greater flexibility in who does what. The four levels are: Client, Member, Group Leader, and Administrator. (AO)

Import Joomla! Users It is possible to control which of the Registered Users of the Workshop Site are imported into the Project Manager. This is the main way of assisting in who is able to do what within a Project. The Project Manager cannot register Users independent of the Joomla! User database either. (AO)



Delete Users In the event that a User is no longer involved, they can be deleted from the Project Manager whilst retaining their Workshop access via the Joomla! database. If the User is no longer involved with the Documentation Project at all, you must still delete them from the Joomla! Back-end User Management system. (AO)

Available Actions

New Project Create New Projects from this access point. (AO)

Delete Project (s) Select the check box next to the Project (s) to delete, and click the Delete Project icon. (AO)

New Task Create a New Task associated with a Project or that is standalone. (AO)

Show Task Select the Show Tasks icon to display a list of all Tasks within the Project Manager, or use the filters to define a particular Project. (AO)

Delete Task To delete a Task select it from within the Task Manager list and click the Delete Task icon. (AO)

New Folder Click the New Folder icon to create new Folders (Directories). It is possible to assign the Folder to a Project or to make it Public access for all. Generally, Folder creation will be limited to Group Leaders and Administrators (A)

Delete Folder To delete a Folder select it from the File Manager list and click the Delete Folder icon. (AO)

New Document Click this icon to create new Documents (Articles/Content Items). The PM automatically assigns the new Document to the Folder in which it is created. If created from the PM Control Panel select from the radio buttons at the foot of the screen to make the document Public - access for all, to assign it to a Project, or to make it Private. Select the access level for the Document from the dropdown list. The Document is Active by default (Published). Uncheck the Active box to make it Inactive. (Unpublished) (A)



New File Click this icon to upload a new File from your local machine to the PM. The PM automatically assigns the new File to the Folder in which you created it. If created from the PM Control Panel select from the radio buttons at the foot of the screen to make the File Public - access for all, to assign it to a Project, or to make it Private. Select the access level for the File from the dropdown list. The File is Active by default (Published). Uncheck the Active box to make it Inactive (Unpublished). (A)

Global Actions

Save Settings There is currently no Apply equivalent option within the PM (yet) and it therefore means that when an item is saved you are returned to the Manager screen for that item. You must therefore reselect the Modify option from the Menu List next to the item to access it further. (LA)

Back Do not use your Browsers’ Back icon whilst editing or navigating in the PM. To return to a previous screen click the Back icon within the PM itself. (A) Note: There is a separate Back icon for navigating within File Manager .

New Comment The PM allows Comments to be added to all items and at all levels. Actual access to this function however is controlled on a Group-by-Group basis. (LA)

No Comments The PM displays this if there are no Comments associated with an item or the facility is not available. (A)

Browse to Path This function with the associated entry box allows you to navigate quickly to a known location within the PM to which you have access. (A)

Comments The PM displays this icon to indicate there are active Comments associated with an item. To avoid confusion I will be changing this in due course. (A)

Menu List The PM displays this icon whenever there are multiple selectable options associated with an item. Click upon the icon to display a drop down list of those options, typically Display, Move, Modify, and Delete. The option is only available when there are edit permissions given to the Group and User. (A)

Move The PM displays the greyed out Move icon when there are no items to move or the option is not available The standard Move icon allows you to select an item to move it to another location. Once selected the icon changes to the Paste Here label and you should use the File



Manager Navigation icon to navigate to the new location before clicking the icon to confirm the Move. (A)

Abort If, for whatever reason, you need to cancel the Move operation, click the Abort icon. (A)

Modify The Modify (Edit) function appears in each Menu list when a User has the authority to carry out the action. (LA)

Open Document Click the Open Document function in the Menu list to open a display view of the document. The same functionality can be achieved by clicking upon the Document name. (A)

Open File Click the Open File function in the Menu list to open a display view of the file. The same functionality can be achieved by clicking upon the File name. (LA)

New Calendar Entry Click the New Calendar Entry to enter a new event onto the Calendar. You will have the option of keeping the event Private or make it Public to everyone with authority to view the Calendar. (LA)

Calendar Browse Click the Calendar Browse icon to view the upcoming events that you are authorised to view. (LA)

Delete Select the Delete option from the Menu list of an item to delete that item. You confirm or cancel the action in a popup dialogue box. (LA)

Priority The PM has three standard levels of Priority that we can assign to individual Projects. This function will only be available to Administrators. (A)



The Documentation Process All editing work within the Project Manager is completed in the editors’ choice of text editor, by default this is the JCE Editor 1.1.

Access and Display The Author Group is the first main User Group of interest to us within the Project Manager.

Once in the Control Panel, click the File Manager icon to view the available top-level directories. The 1.5 Help Screens Top Directory is the one in which we are interested. Select this by clicking upon the filename to display the list of available folders of the Help Screen Project.

You will notice that the Folder names represent those of the actual Menus within the Joomla! 1.5 Control Panel, with the exception of number 8 Common Items, more on that later. You may not see all of these folders, as they will only be available whilst the initial writing stages (Base and Add Content) of the Help Screens are in progress. Once the initial writing stages are complete, we move the menuname Folder to the Proof and Edit stage, which has a different access level (Editor).



The Detailed Process We will use the Site Menu as the basis for this example but the process applies to all menu Folders and indeed to other documents as well.

Click on the filename of the Site Menu folder. This reveals the actual process folders for this Menu.

1_1 Site Menu Templates – Administrator Function We create the Base Template as a generic starting point for the creation of all individual Help Screens. It helps to ensure that formatting of all screens is the same and, with the associated styles and elements. This will make the final product uniform in appearance. Administrators assisted by the Group Leaders control this process.

From the Base Template, we create individual empty templates for each function within the Site Menu dropdown itself. Administrators assisted by the Group Leaders control this process. These are contained in the 1_T Site Menu – Templates folder. This folder will not generally be visible to the Authors and Editors.

Once the templates are completed, the Administrator copies them to the 1_2 Site Menu – Add Content folder.



1_2 Site Menu – Add Content – Author Function

It is essential that this document and subsequent copies have exactly the same title as the original. Ensure this includes the stage (folder) number but do not copy the system added version number.

The first action an Author must take before entering data is to create a copy of the empty original document:

1. Do this by clicking the screen icon on your left and choosing modify and, once in the JCE Editor, opening the HTML editor and copying all the code Do not alter the parent document; simply close the HTML editor and exit the Modify screen by clicking the Project Fork Back icon to return to the directory.

2. Click the New Document icon and paste the content into the HTML editor for that new document. Add the title as previously described.

3. Then click the Create Document icon to commit the copy to the File Manager. You will notice that the File Manager has automatically added a version number to the end of the Name. This is auto-incrementing.

Once the new copy is committed to the File Manager,

4. Reopen the document in the editor mode (Modify from the menu) 5. Add all appropriate, existing content from the

• 1.0.12 Help Screens • Current draft/historic versions of 1.5 Help Screens • Any other relevant, pre-existing content into the document

Save the document at regular intervals to protect the work you are doing. The Help Site Workshop has automatic logoff engaged when a User is inactive for a period of time. Inactive in this instance, means not saving a document or moving between screens. Typing in the editor alone does not count as active.

6. Add new content to the new sections of the document that were perhaps not covered in previous incarnations of the Help Screens, and to bolster the other content to make it more User friendly and helpful.

7. Review the content that you entered and ensure there is a consistency of writing style, that the document complies with the guidelines of the Editorial Style Guide and, that formatting is in accordance with the Visual Style Guide.



8. Any other Author adding to the document must create a new copy of the last version you completed. If you then return to the same document to add extra content then you must copy their last version (unless it is a significant rewrite of your earlier work).

One of the key controls that is absent from Project Fork is a write protection facility so it is down to individual Authors to check that no one else is adding content to, or editing, a particular document before they start work.

9. Once you are satisfied that the document is complete, for this stage of the process, it will help the overall run of things if you get another Author to review the content just to make sure.

10. Mark the document title with an asterisk, which will indicate to other Authors and, more importantly, the Group Leader and Administrator that the document is complete and ready for transfer to the next stage.

1_3 Site Menu - Proof & Edit – Editor Function

Authors do not have access to this stage of the process. Access to folders, for this Menu, in earlier stages will be unavailable to anyone except Administrators.

1. The first action an Editor must take before editing the content is to create a copy of the original document in the folder.


2. Open the document in the view mode by clicking on the document name 3. Read through the content of the document from start to finish a number of times to get

a feel for what has been written, making notes of any issues that stand out 4. Open the document in the editor mode (Modify from the menu) 5. Review the content again, adding the corrections that you had identified in the earlier

read through. 6. Pay particular attention to ensure there is a consistency of writing style, that the

document complies with the guidelines of the Editorial Style Guide and, that formatting is in accordance with the Visual Style Guide.

7. Make sure the content is technically accurate – testing the procedures explained where necessary to validate their accuracy.

8. Check URL’s, internal anchors, and links to ensure they function correctly. Check that the correct configuration for the links between Help Screens is used

Save the document at regular intervals to protect the work you are doing.

9. Any other Editor reviewing the document must create a new copy of the last version you completed. If you then return to the same document to continue with your review then you must copy their last version (unless it is a significant rewrite of your earlier work).


10. Once you are satisfied that the document is complete, for this stage of the process, it will help the overall run of things if you get another Editor to review the content just to make sure.



11. Mark the document title with an asterisk, which will indicate to other Editors and, more importantly, the Group Leader and Administrator that the document is complete and ready for transfer to the next stage.

1_4 Site Menu – Final Proof – Reviewer

Editors do not have access to this stage of the process. Access to folders, for this Menu, in earlier stages will be unavailable to anyone except Administrators.

1. The first action a Reviewer must take before making edits to the content is to create a copy of the original document in the folder.



a feel for what has been written, making notes of any issues that stand out 4. Open the document in the editor mode (Modify from the menu) 5. Review the content again, adding the corrections that you had identified in the earlier

read through. 6. Pay particular attention to ensure there is a consistency of writing style, that the

document complies with the guidelines of the Editorial Style Guide and, that formatting is in accordance with the Visual Style Guide.

7. Make sure the content is technically accurate – testing the procedures explained where necessary to validate their accuracy.

8. Check URL’s, internal anchors, and links to ensure they function correctly. Check that the correct configuration for the links between Help Screens is used.


9. Any other Reviewer reviewing the document must create a new copy of the last version you completed. If you then return to the same document to continue with your review then you must copy their last version (unless it is a significant rewrite of your earlier work).


10. Once you are satisfied that the document is complete, for this stage of the process, it will help the overall run of things if you get another Reviewer to review the content just to make sure.



11. Mark the document title with an asterisk, which will indicate to other Reviewers and, more importantly, the Administrator that the document is complete and ready for transfer to the final stage.

1_5 Transfer Document – Administrators Only

Only Administrators have access to this final stage of the process. Access to folders, for this Menu, in earlier stages will be unavailable to anyone except Administrators.


a feel for what has been written, making notes of any issues that stand out 3. If the document is complete and accurate in all the necessary aspects, it is ready for

transfer to the Help Site itself. 4. If the document is incomplete, return it to the Reviewers for amendment/correction. 5. These transfers should take place as and when a document becomes available. 6. Transfer the document to the existing 1.5 Help Screen pages, to maintain any links

that anyone may have made to the ItemID. 7. Check the Key Reference and add any Metadata entries necessary. 8. Have the URL’s, internal anchors, and links checked to ensure they function correctly.

Check that the correct configuration for the links between Help Screens is used.


9. Create the necessary copy of the Help Screen for inclusion in the local Help Screens in the Joomla! core.

End of process!



The Help Screen Guide

This example is included here purely for a quick reference full details on authoring and editing are contained within the Editorial Style Guide



As with any new process, or indeed software, it will take time to get fully acquainted with the PM and the new documentation process, but this will hopefully pay dividends in the longer run.

Let me know if you experience any particular difficulties or find errors in this Guide.



Appendices I have currently requested modifications to the software and submitted these in discussions with the Developer and subsequently by e-mail.

Feature Suggestions/Requests Addition of:

• Creation Date field to the File Manager tables • Last Modified by…field to the File Manager tables • Last Modified by…and Date fields to the Documents • Ability to Change Ordering, other than by Alpha asc/desc, similar to Article Manager in

Joomla! itself. Possibly with numbered boxes and/or up and down arrows and fixed “ordered” position option.

• Linking of Projects and Tasks to Calendar • Linking of Documents and Files to Tasks • Option to Copy Folder and multiples • Option to Copy Document and multiples • Option to Move more than one Folder/Document at a time • The Comment function appears “hidden” (I know it is not) with its current location in

the options menu beside each item. The Add Comment and Comment Displays could be better utilised if displayed beneath their respective Documents, File, Folder, Task, or Project.

• If a Task, with existing Child Tasks, is Moved to another Task (itself as a Child), the existing Children “disappear” from view. Option to have additional Task Levels would be appropriate for this (perhaps a setting within the Configuration?).

• E-mail notification of Comments being placed – or some other means of being notified of a Comment – Comment Manager?

• Document Version Number - process development • Group Management Settings: • Separate out all Add/Edit functions into two settings that are configurable independent

of one another. Greater flexibility in who can actually do what. • Addition of Copy option to fit with above request • Separate Delete Files/Folders – to Delete Files, Delete Folders and add Delete Project

Fork Document • Separate View/Download options – it can be useful for someone to know a file is there

whilst preventing them from actually downloading it. • Options to Edit and Delete other peoples Comments • Administrator option to view/search/filter all documents • Possible addition of a specific Document button – in main menu row of Control Panel,

Project, Task, File Manager etc • Option to sort / arrange Groups in the Manager • Calendar to display that a day has an appointment etc on the main display – calendar

still only visible to those with permissions • Option to add an “All Day” event to the calendar • Add busy/available covers to calendar dates so that whilst there may be a specific

event the individual may still be available. • Option to limit who can view the dates of an individual to a User Group(s) • In display screens of Directories etc, it would be beneficial if the items in the list

appeared in a tree, or staggered branch format, to see which are parent folders and which are children



Obviously, we are not likely to get all of these at least not in the Joomla! 1.0.12 version as Tobias Kuhn is getting up a full head of steam on the 1.5 version. He is however, extremely responsive to reasonable requests and loves brainstorming so who knows…Watch this space.

Other known issues • The PM does not display images in the document view mode but they reappear when

in the editor. • The PM does not show the correct CSS styles in the view mode – this has something

to do with the way templating for the PM is stored and I will look into this further. • The icons are not overly Joomla! compatible in the phrases/words used to describe

them, for example Create Document instead of Save, and I may well look at this in more detail when time allows, but just be aware that there are differences in title – not necessarily in function.

If you encounter any other issues either with the PM or the process itself let me know.
