Merge branch 'template-improvements-for-documentation' into 'master'

Template and process improvements for documentation

See merge request gitlab-org/gitlab-ce!24315

2 files changed, 143 insertions, 62 deletions

diff --git a/doc/development/documentation/feature-change-workflow.md b/doc/development/documentation/feature-change-workflow.md
index b5b325683a3..eb479b85083 100644
--- a/doc/development/documentation/feature-change-workflow.md
+++ b/doc/development/documentation/feature-change-workflow.md
@@ -2,111 +2,178 @@
 description: How to add docs for new or enhanced GitLab features.
 ---
 
-# Documentation process at GitLab
+# Documentation process for feature changes
 
 At GitLab, developers contribute new or updated documentation along with their code, but product managers and technical writers also have essential roles in the process.
 
 - **Developers**: Author/update documentation in the same MR as their code, and
 merge it by the feature freeze for the assigned milestone. Request technical writer
-assistance if needed.
+assistance if needed. Other developers typically act as reviewers.
 - **Product Managers** (PMs): In the issue for all new and enhanced features,
 confirm the documentation requirements, plus the mentioned feature description
 and use cases, which can be reused in docs. They can bring in a technical
-writer for discussion or help, and can be called upon themselves as a doc reviewer.
+writer for discussion or collaboration, and can be called upon themselves as a doc reviewer.
 - **Technical Writers**: Review doc requirements in issues, track issues and MRs
 that contain docs changes, help with any questions throughout the authoring/editing process,
-and review all new and updated docs content after it's merged (unless a pre-merge
-review request is made).
+work on special projects related to the documentation, and review all new and updated
+docs content, whether before or after it is merged.
 
-Beyond this process, any member of the GitLab community can also author documentation
+Beyond this process, any member of the GitLab community can also author or request documentation
 improvements that are not associated with a new or changed feature. See the [Documentation improvement workflow](improvement-workflow.md).
 
 ## When documentation is required
 
 Documentation must be delivered whenever:
 
-- A new or enhanced feature is shipped that impacts the user/admin experience
-- There are changes to the UI or API
-- A process, workflow, or previously documented feature is changed
-- A feature is deprecated or removed
+- A new or enhanced feature is shipped that impacts the user/admin experience.
+- There are changes to the UI or API.
+- A process, workflow, or previously documented feature is changed.
+- A feature is deprecated or removed.
+
+For example, a UI restyling that offers no difference in functionality may require
+documentation updates if screenshots are now needed, or need to be updated.
 
 Documentation is not required when a feature is changed on the backend
-only and does not directly affect the way that any user or
-administrator would interact with GitLab. For example, a UI restyling that offers
-no difference in functionality may require documentation updates if screenshots
-are now needed, or need to be updated.
+only and does not directly affect the way that any user or administrator would
+interact with GitLab. 
 
 NOTE: **Note:**
 When revamping documentation, if unrelated to the feature change, this should be submitted
 in its own MR (using the [documentation improvement workflow](improvement-workflow.md))
 so that we can ensure the more time-sensitive doc updates are merged with code by the freeze.
 
+## Documentation requirements in feature issues
+
+Requirements for the documentation of a feature should be included as part of the
+issue for planning that feature, in a Documentation section within the issue description.
+
+This section is provided as part of the Feature Proposal template and should be added
+to the issue if it is not already present.
+
+Anyone can add these details, but the product manager who assigns the issue to a specific release
+milestone will ensure these details are present and finalized by the time of that milestone's kickoff.
+Developers, technical writers, and others may help further refine this plan at any time.
+
+### Details to include
+
+- What concepts and procedures should the docs guide and enable the user to understand or accomplish?
+- To this end, what new page(s) are needed, if any? What pages/subsections need updates? Consider user, admin, and API doc changes and additions.
+- For any guide or instruction set, should it help address a single use case, or be flexible to address a certain range of use cases?
+- Do we need to update a previously recommended workflow? Should we link the new feature from various relevant locations? Consider all ways documentation should be affected.
+- Are there any key terms or task descriptions that should be included so that the docs are found in relevant searches?
+- Include suggested titles of any pages or subsections, if applicable.
+
 ## Documenting a new or changed feature
 
 To follow a consistent workflow every month, documentation changes
 involve the Product Managers, the developer who shipped the feature,
-and the Technical Writing team. Each role is described below.
+and the technical writer for the DevOps stage. Each role is described below.
+
+The Documentation items in the GitLab CE/EE [Feature Proposal issue template](https://gitlab.com/gitlab-org/gitlab-ce/raw/template-improvements-for-documentation/.gitlab/issue_templates/Feature%20proposal.md)
+and default merge request template will assist you with following this process.
+
+### Product Manager role
 
-### 1. Product Manager's role
+For issues requiring any new or updated documentation, the Product Manager (PM)
+must:
 
-The Product Manager (PM) should confirm or add the following items in the issue:
+- Add the `Documentation` label.
+- Confirm or add the [documentation requirements](#documentation-requirements).
+- Ensure the issue contains any new or updated feature name, overview/description,
+and use cases, as required per the [documentation structure and template](structure.md), when applicable.
 
-- New or updated feature name, overview/description, and use cases, all required per the [Documentation structure and template](structure.md).
-- The documentation requirements for the developer working on the docs.
-  - What new page, new subsection of an existing page, or other update to an existing page/subsection is needed.
-  - Just one page/section/update or multiple (perhaps there's an end user and admin change needing docs, or we need to update a previously recommended workflow, or we want to link the new feature from various places; consider and mention all ways documentation should be affected.
-  - Suggested title of any page or subsection, if applicable.
-- Label the issue with `Documentation` and `docs:P1` in addition to the `Deliverable` label and correct milestone.
+Everyone is encouraged to draft the requirements in the issue, but a product manager will
+do the following:
 
-Anyone is welcome to draft the items above in the issue, but a product manager must review and update them whenever the issue is assigned a specific milestone. 
+- When the issue is assigned a release milestone, review and update the Documentation details.
+- By the kickoff, finalizie the Documentation details.
 
-### 2. Developer's role
+### Developer and maintainer roles
+
+#### Authoring
 
 As a developer, you must ship the documentation with the code of the feature that
 you are creating or updating. The documentation is an essential part of the product.
+Technical writers are happy to help, as requested and planned on an issue-by-issue basis.
+
+Follow the process below unless otherwise agreed with the product manager and technical writer for a given issue:
 
-- New and edited docs should be included in the MR introducing the code, and planned
-in the issue that proposed the feature. However, if the new or changed doc requires
-extensive collaboration or conversation, a separate, linked issue can be used for the planning process.
+- Include any new and edited docs in the MR introducing the code.
+- Use the Documentation requirements confirmed by the Product Manager in the
+issue and discuss any further doc plans or ideas as needed.
+   - If the new or changed doc requires extensive collaboration or conversation, a separate,
+linked issue can be used for the planning process.
+   - We are trying to avoid using a separate MR, so that the docs stay with the code, but the
+Technical Writing team is interested in discussing any potential exceptions that may be suggested.
 - Use the [Documentation guidelines](index.md), as well as other resources linked from there,
-including the [Structure and template](structure.md) page, [Style Guide](styleguide.md), and [Markdown Guide](https://about.gitlab.com/handbook/product/technical-writing/markdown-guide/). 
+including the Documentation [Structure and template](structure.md) page, [Style Guide](styleguide.md), and [Markdown Guide](https://about.gitlab.com/handbook/product/technical-writing/markdown-guide/). 
 - If you need any help to choose the correct place for a doc, discuss a documentation
 idea or outline, or request any other help, ping the Technical Writer for the relevant
 [DevOps stage](https://about.gitlab.com/handbook/product/categories/#devops-stages)
 in your issue or MR, or write within `#docs` on the GitLab Slack.
 - The docs must be merged with the code **by the feature freeze date**, otherwise
-- the feature cannot be included with the release.<!-- TODO: Policy/process for feature-flagged issues -->
+the feature cannot be included with the release. A policy for documenting feature-flagged
+issues is forthcoming and you are welcome to join the [discussion](https://gitlab.com/gitlab-org/gitlab-ce/issues/56813).
 
-Prior to merge, documentation changes commited by the developer must be reviewed by:
-* the person reviewing the code and merging the MR.
-* optionally: others involved in the work (such as other devs, the PM, or a technical writer), if requested.
+#### Reviews and merging
 
-After merging, documentation changing are reviewed by:
-* a technical writer (for clarity, structure, grammar, etc).
-* optionally: by the PM (for accuracy and to ensure it's consistent with the vision for how the product will be used).
+All reviewers can help ensure accuracy, clarity, completeness, and adherence to the plans in the issue, as well as the [Documentation Guidelines](https://docs.gitlab.com/ee/development/documentation/) and [Style Guide](https://docs.gitlab.com/ee/development/documentation/styleguide.html).
+
+- **Prior to merging**, documentation changes committed by the developer must be reviewed by:
+
+   1. **The code reviewer** for the MR, to confirm accuracy, clarity, and completeness.
+   1. Optionally: Others involved in the work, such as other devs or the PM.
+   1. Optionally: The technical writer for the DevOps stage. If not prior to merging, the technical writer will review after the merge.
+This helps us ensure that the developer has time to merge good content by the freeze, and that it can be further refined by the release, if needed.
+      - To decide whether to request this review before the merge, consider the amount of time left before the code freeze, the size of the change,
+and your degree of confidence in having users of an RC use your docs as written.
+      - Pre-merge tech writer reviews should be most common when the code is complete well in advance of the freeze and/or for larger documentation changes.
+      - You can request a review and if there is not sufficient time to complete it prior to the freeze,
+the maintainer can merge the current doc changes (if complete) and create a follow-up doc review issue.
+      - The technical writer can also help decide what docs to merge before the freeze and whether to work on further changes in a follow up MR.
+      - **To request a pre-merge technical writer review**, assign the writer listed for the applicable [DevOps stage](https://about.gitlab.com/handbook/product/categories/#devops-stages).
+      - **To request a post-merge technical writer review**, [create an issue for one using the Doc Review template](https://gitlab.com/gitlab-org/gitlab-ce/issues/new?issuable_template=Doc%20Review) and link it from the MR that makes the doc change.
+   1. **The maintainer** who is assigned to merge the MR, to verify clarity, completeness, and quality, to the best of their ability.
+
+- Upon merging, if a technical writer review has not been performed and there is not yet a linked issue for a follow-up review, the maintainer should [create an issue using the Doc Review template](https://gitlab.com/gitlab-org/gitlab-ce/issues/new?issuable_template=Doc%20Review), link it from the MR, and
+mention the original MR author in the new issue. Alternatively, the mainitainer can ask the MR author to create and link this issue before the MR is merged.
+
+- After merging, documentation changes are reviewed by:
+
+   1. The technical writer--**if** their review was not performed prior to the merge.
+   2. Optionally: by the PM (for accuracy and to ensure it's consistent with the vision for how the product will be used).
 Any party can raise the item to the PM for review at any point: the dev, the technical writer, or the PM, who can request/plan a review at the outset.
 
-### 3. Technical Writer's role
+### Technical Writer role
+
+#### Planning
+
+- The technical writer monitors the documentation needs of issues assigned to the current and next milestone
+for their DevOps stage(s), and participates in any needed discussion on docs planning and requirements refinement
+with the dev, PM, and others.
+- The technical writer will review these requirements again upon the kickoff and provide feedback, as needed.
+This is not a blocking review and developers should not wait to work on docs.
+
+#### Collaboration
+
+By default, the developer will work on documentation changes independently, but
+the developer, PM, or technicial writer can propose a broader collaboration for
+any given issue.
+
+Additionally, technical writers are available for questions at any time.
 
-**Planning**
-- Once an issue contains a Documentation label and an upcoming milestone, a
-technical writer reviews the listed documentation requirements, which should have
-already been reviewed by the PM. (These are non-blocking reviews; developers should
-not wait to work on docs.)
-- Monitor the documentation needs of issues assigned to the current and next milestone,
-and participate in any needed discussion on docs planning with the dev, PM, and others.
+#### Review
 
-**Review**
 - Techncial writers provide non-blocking reviews of all documentation changes,
-typically after the change is merged. However, if the docs are ready in the MR while
-we are awaiting other work in order to merge, the technical writer's review can commence early.
+before or after the change is merged. However, if the docs are ready in the MR while
+there's time before the freeze, the technical writer's review can commence early, on request.
 - The technical writer will confirm that the doc is clear, grammatically correct,
 and discoverable, while avoiding redundancy, bad file locations, typos, broken links,
 etc. The technical writer will review the documentation for the following, which
 the developer and code reviewer should have already made a good-faith effort to ensure:
   - Clarity.
-  - Relevance (make sure the content is appropriate given the impact of the feature).
-  - Location (make sure the doc is in the correct dir and has the correct name).
+  - Adherence to the plans and goals in the issue.
+  - Location (make sure the docs are in the correct directorkes and has the correct name).
   - Syntax, typos, and broken links.
   - Improvements to the content.
-  - Accordance to the [Documentation Style Guide](styleguide.md) and [structure/template](structure.md).
+  - Accordance with the [Documentation Style Guide](styleguide.md), and [Structure and Template](structure.md) doc.
diff --git a/doc/development/documentation/improvement-workflow.md b/doc/development/documentation/improvement-workflow.md
index ef6392c6f7f..fbc3cf806ee 100644
--- a/doc/development/documentation/improvement-workflow.md
+++ b/doc/development/documentation/improvement-workflow.md
@@ -2,7 +2,7 @@
 description: How to improve GitLab's documentation.
 ---
 
-# Documentation improvement workflow
+# Documentation Improvement Workflow
 
 Anyone can contribute a merge request or create an issue for GitLab's documentation.
 
@@ -15,20 +15,24 @@ or feature enhancement, see the [feature-change documentation workflow](feature-
 
 Anyone can contribute! You can create a merge request with documentation
 when you find errors or other room for improvement in an existing doc, or when you
-have an idea for all-new documentation that would help a GitLab user or admin
-to achieve or improve their DevOps workflows.
+have an idea for all-new documentation that would help a GitLab user or administrator
+to accomplish their work with GitLab.
 
 ## How to update the docs
 
-- Follow the described standards and processes listed on the [GitLab Documentation guidelines](index.md) page,
-including linked resources: the [Structure and template](structure.md) page, [Style Guide](styleguide.md), and [Markdown Guide](https://about.gitlab.com/handbook/product/technical-writing/markdown-guide/). 
-- Follow GitLab's [Merge Request Guidelines](../contributing/merge_request_workflow.md#merge-request-guidelines).
-- If you need any help to choose the correct place for a doc, discuss a documentation
+1. Click "Edit this Page" at the bottom of any page on docs.gitlab.com, or navigate to
+one of the repositories and doc paths listed on the [GitLab Documentation guidelines](index.md) page.
+Work in a fork if you do not have developer access to the GitLab project.
+1. Follow the described standards and processes listed on that Guidelines page,
+including the linked resources: the [Structure and template](structure.md) page, [Style Guide](styleguide.md), and [Markdown Guide](https://about.gitlab.com/handbook/product/technical-writing/markdown-guide/). 
+1. Follow GitLab's [Merge Request Guidelines](../contributing/merge_request_workflow.md#merge-request-guidelines).
+
+If you need any help to choose the correct place for a doc, discuss a documentation
 idea or outline, or request any other help, ping the Technical Writer for the relevant
 [DevOps stage](https://about.gitlab.com/handbook/product/categories/#devops-stages)
 in your issue or MR, or write within `#docs` if you are a member of GitLab's Slack workspace.
 
-## Merging
+## Review and merging
 
 Anyone with master access to the affected GitLab project can merge documentation changes.
 This person must make a good-faith effort to ensure that the content is clear
@@ -38,12 +42,22 @@ that it meets the [Documentation Guidelines](index.md) and [Style Guide](stylegu
 If the author or reviewer has any questions, or would like a techncial writer's review
 before merging, mention the writer who is assigned to the relevant [DevOps stage](https://about.gitlab.com/handbook/product/categories/#devops-stages).
 
-## Technical Writer review
+The process can involve the following parties/phases, and is replicated in the `Documentation` MR template for GitLab CE and EE, to help with following the process.
+
+**1. Primary Reviewer** - Review by a [code reviewer](https://about.gitlab.com/handbook/engineering/projects/) or other appropriate colleague to confirm accuracy, clarity, and completeness. This can be skipped for minor fixes without substantive content changes.
+ 
+**2. Technical Writer** - Optional - If not requested for this MR, must be scheduled post-merge. To request a pre-merge review, assign the writer listed for the applicable [DevOps stage](https://about.gitlab.com/handbook/product/categories/#devops-stages).
+To request a post-merge review, [create an issue for one using the Doc Review template](https://gitlab.com/gitlab-org/gitlab-ce/issues/new?issuable_template=Doc%20Review) and link it from the MR that makes the doc change.
+
+**3. Maintainer**
 
-The technical writing team reviews changes after they are merged, unless a prior
-review is requested.
+1. Review by assigned maintainer, who can always request/require the above reviews. Maintainer review can occur before or after a technical writer review.
+2. Ensure a release milestone of the format XX.Y is set. If the freeze for that release has begun, add the label `pick into <XX.Y>` unless this change is not required for the release. In that case, simply change the milestone.
+3. If EE and CE MRs exist, merge the EE MR first, then the CE MR.
+4. After merging, if there has not been a technical writer review and an issue for a follow-up review was not already created and linked from the MR, [create the issue using the Doc Review template](https://gitlab.com/gitlab-org/gitlab-ce/issues/new?issuable_template=Doc%20Review) and link it from the MR.
 
 ## Other ways to help
 
 If you have ideas for further documentation resources that would be best
-considered/handled by technical writers, devs, and other SMEs, please create an issue.
+considered/handled by technical writers, devs, and other SMEs, please [create an issue](https://gitlab.com/gitlab-org/gitlab-ce/issues/new?issuable_template=Documentation)
+using the Documentation template.