Overview

Currently, “Workspace” page is available in the consumption portal, through which creators and reviewers - the users assigned with “Creator” or “Reviewer” role at a tenant level - can login and create, review and publish assets.

There is also the sourcing portal through which administrators of a tenant can create sourcing projects to get assets created (by contributors), reviewed and published for consumption.

This is to move the workspace into sourcing portal so that:

1. Users can have a single portal through which all sourcing activities can be performed

2. There is no overhead of maintaining same set of code in two different applications

3. There is a clean separation between sourcing and consumption repositories. The consumption repository will only have published assets.

Iteration 1 - Workflows

The workflow of managing assets through a workspace will be more or less similar to the existing workspace.

1. A user with “admin” role logs in to sourcing portal. The admin role is set at a tenant level (currently through backend). The user sees a “Workspace” option. Admin can create assets, review and publish assets, delete published assets.

2. A user with “Creator” role logs in to sourcing portal and opens Workspace. The user can creates assets, modify his/her existing assets and send them for review.

3. A user with “Reviewer” role logs in to sourcing portal and opens Workspace. The user can review assets created by other users that are up for review and publish them or reject or sends back for corrections.

4. A user with both “Creator” and “Reviewer” role logs into sourcing portal and opens Workspace. The user can create assets, review assets created by other users that are up for review and publish them or reject or sends back for corrections.

User Roles

There are three user roles. All the roles are assigned at tenant level through backend process as of now.

Org Admin

A user with Org Admin role can do following operations in the Workspace:

1. Create assets in Workspace. Modify and Delete assets in draft state created by them.

2. Review and publish any asset sent for review by creators of that tenant through Workspace.

3. Delete assets published by any user in that tenant through Workspace.

Creator

A user with Org Admin role can do following operations in the Workspace:

1. Create assets in Workspace. Modify and Delete assets in draft state created by them.

Note: A user with creator role can create any type of assets - like collection, content, question set.

Reviewer

A user with Org Admin role can do following operations in the Workspace:

1. Review and publish any asset sent for review by creators of that tenant through Workspace.

A user can have both Creator and Reviewer roles assigned.

View Assets

1. A user logs into the sourcing portal. There is a “Workspace” option. User opens the workspace.

2. In case user is a Creator, there is only one tab “My Content”. In case user is a Reviewer there is only one tab “Others Content”. In case the user is an Org Admin or has both Creator and Reviewer roles assigned, both the tabs are shown. By default “My Content” tab is open.

3. In both the tabs, all assets are shown in a table with pagination enabled. Maximum 100 assets are shown per page.

4. Table contains following columns

   1. Name, Type, Status, Creator, B, M, G, S.

5. Assets can be sorted based on all the columns.

6. There are options to filter the assets based on:

   1. Type - List of all primary categories (of all object types) are shown

   2. Status - List of all statuses of an asset, such as Draft, Review Pending, Published.

   3. Advance Filters - Shows a popup with advance filters. These filters allow filtering assets using framework metadata. For now, the filtering will be based on B, M, G, S values of organization or target framework.

7. User can filter assets based on the above filters. Table will show the filtered assets.

8. “My Content” tab shows only the assets created by the user. “Others Content” tab shows assets created by other users in the same tenant that are in “Review Pending” or “Published” state.

9. Each asset row has following options:

   1. Open

   2. Delete

10. Clicking on “Open” opens the asset in corresponding editor (either in edit mode or view mode).

    1. In case the asset is of type content, the content page similar to the content page in current sourcing flow opens.

    2. In case the asset is of type collection or question set, collection or question set editor is opened.

Create, Modify, Delete assets in “My Content” page

1. For a user with Admin or Creator role, “My Content” page is shown in the workspace.

2. There is an option to “Create/Upload Content”. Clicking on that option shows all the primary categories configured in that tenant in a popup. It will show the collection categories first

3. User can click on a category to create an asset of that type.

4. Based on the primary asset configuration, the corresponding editor is opened to create the asset.

5. User can save the content. The content is saved as Draft.

6. User can use “Open” option to edit an existing content in Draft.

7. Collection should support all the existing features of the collection editor such as:

   1. Generating and Downloading DIAL codes. Linking DIAL codes to folders

   2. Upload/Update ToC using csv. Download ToC as csv

   3. Link contents to folders

8. Editors have option to send the asset for review.

9. User can send an asset for review. When an asset is sent for review, all the reviewers get a notification (as existing in current Workspace functionality).

10. When an asset that is in “Review Pending” state is opened using Open option, the asset is opened in view only mode in the corresponding editor.

11. User has option to “Delete” against assets that are in Draft state. Clicking this option prompts a confirmation. Upon confirmation, the asset is deleted.

Review Assets in “Others Content” page

1. A user with Admin or Reviewer role will be able to see “Other Content” tab in the Workspace.

2. This tab contains the assets in “Review Pending”, “Published” or “Rejected” state. These are assets created by any creator of that tenant in Workspace, other than the current user.

3. User can open an asset in “Review Pending” state. Corresponding editor for review is opened. User can review and has options to “Send for corrections” or “Publish”.

4. Publishing an asset publishes the asset in sourcing repo as well as publishes it to consumption repo. The asset page shows a link to the published asset in the consumption repo.

5. When a collection is published into consumption repo,

   1. it should link to all the corresponding assets in the consumption repo. The same in case of question set with questions.

   2. A QR code linked to a folder in the collection, should point the folder of the published collection in the consumption repo.

6. “Send for corrections” changes the state of the asset to Draft. When an asset is sent for corrections, the creator of the asset gets a notification (as existing in current Workspace for Reject functionality).

Delete Published Assets

1. If the user is Admin, “Delete” option is shown against the assets that are in Published state in both “My Content” page and “Others Content” page.

2. When user tries to delete a published asset, system checks if the asset is linked to a collection.

3. In case the asset is linked to a collection, a dialog with list of collections is displayed. User is not allowed to delete the asset (as existing in the current Workspace delete).

4. In case the assets i not linked to any collection, a confirmation message is shown. On confirmation, the asset is deleted in both sourcing repo and consumption repo.

Collaboration on Assets

Current workspace provides functionality of one or more users collaboratively creating content. The collaboration is primarily enabled as part of the editors. Ideally since collaboration relates to creation process, this has to be enabled in sourcing solutions/tools (like coKreat). It shouldn’t be part of the editor. A future activitity is to delink the collaboration feature from editors and make it a part of coKreat.

For now the flow can be same as existing in the editors.

1. When a user who has “Creator” role can only be assigned as collaborator to an asset.

2. When the user with creator role logs in and opens the workspace, the “My Content” tab shows the assets created by the user as well as the assets to which he/she is assigned as a collaborator.

3. There is a filter (in advanced filters popup) to filter assets for which the user is a collaborator.

4. User can open an asset that he/she is a collaborator and modify, save, send for review similar to a creator.

5. A collaborator will not be able

   1. To add other collaborators (this is taken care through the editor functionality)

   2. Delete the asset. Delete option is not shown against the assets for which the user is a collaborator and not the creator.

Note: From implementation standpoint, if it is easier to show assets that a user is collaborating on in a separate tab (like “Collaborations”), we can go with that approach too.

Sourcing project with target collection

1. A Sourcing project with target collection currently shows the collections in drat that are in consumption repo. This has to be changed to point to the collections in sourcing repo.

2. The rest of the functionality can be the same as of now.

Future functionality

Manage Users in Workspace

1. User with admin role logs into the sourcing portal.

2. Admin sees an option of “Workspace”. Admin opens the Workspace by choosing that option.

3. The Workspace has sections (tabs?) to “Content” and “Assign users to Workspace”.

4. Admin opens “Assign users to Workspace” section. This section is similar to the “Assign users to Project” page.

5. The page will have the list of all users invited to the sourcing organization.

6. Admin adds one or more users to the Workspace by selecting the one of the roles - Creator, Reviewer or Both.

7. Admin can also change the role of an existing user.

8. Admin also has option to remove a user from workspace (by selecting the role as “None”).

Generalized framework tagging

Places where the B, M, G, S are hardcoded needs to be removed and generalize to any framework.

Reject content

Do we want to introduce “Reject” content, apart from “Send back for corrections” in workspace? May be thought in future. Also, there needs to be a way to track assets sent back for corrections? We have both of this in project workflow.

Important Questions to consider

1. Different creators/reviewer roles for different types of content? - No

2. Same user being both a creator and reviewer - Yes it is possible and is taken care

3. A content is for review as part of a sourcing project, will it show up in workspace? - No

4. A collection is created in workspace and is in draft. Can it be used in two sourcing projects as target collection? - Yes, for now same functionality as the draft created in Workspace.

5. Can a collection that is a targeted collection in an open sourcing project be modified? Will it have impact on the sourcing project? - For now the same functionality as the draft created in Workspace.

   1. Can the collection be updated?

   2. Can the collection be published?

   3. Can the collection be deleted?

6. Can an asset contributed by a contributor be modified by sourcing org? - As of now, no.