The current active updating team is Louise (UK) and Emily (Aus). We make all updates to the English language master version of the User Guide first. After a change is made, the owners of the other language versions need to translate the update into their version of the guide. There is currently no formal notification process to ensure these translations can happen, other than comments on Slack.

The current way of working emerged from a lengthy review and discussion process led by Myriam (France), which can be found on Discourse User Guide as a Living Document How to Keep it Current, Rich & Relevant. Louise (UK) has done an amazing job of bringing this proposal to life in recent months.

The current process is in it's earliest iteration and is quite informal. It's very much up for discussion. This is something we can explore at the Global Gathering, and continue to finesse as a team.

When do we Make Edits to the User Guide?

Below are the three main types of changes we make to the User Guide. The process below is in informal and operates pretty casually.

Fixes and inaccuracies

If we find (or are told about) a mistake, a typo, an out of date screen grab or something that requires a small fix to make it accurate, we simply go in to Gitbooks and make that change. Usually we make a comment in the User Guide channel on Global Slack when we do this. If there is feedback we go back into Gitbooks and make further changes.

Re-writing Content

If a large chunk or entire section of the User Guide requires an update, we either create a draft in Gitbooks and save it, or create the content in a Google Doc first. We then share a link in the User Guide channel on Global Slack for feedback before merging / publishing.

New features and software updates

If the OFN software has been updated, or a new feature has been launched, the User Guide needs to be updated. There are usually small changes weekly / fortnightly. Currently the User Guide team plans the work of making these updates in the User Guide channel in Global Slack. Whoever makes the update adds a comment in the User Guide channel when done.

Some questions that arise from the above process: