many edits to the documentation workflow page

1 files changed, 106 insertions, 111 deletions

diff --git a/doc/development/documentation/workflow.md b/doc/development/documentation/workflow.md
index 52bc059a925..20c9c415649 100644
--- a/doc/development/documentation/workflow.md
+++ b/doc/development/documentation/workflow.md
@@ -6,84 +6,48 @@ description: Learn the process of shipping documentation for GitLab.
 
 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.
 
-- Product Managers (PMs): in the issue for all new and updated features,
-PMs include specific documentation requirements that the developer who is
-writing or updating the docs must meet, along with feature descriptions
-and use cases. They call out any specific areas where collaborating with
-a technical writer is recommended, and usually act as the first reviewer
-of the docs.
-- Developers: author documentation and merge it on time (up to a week after
-the feature freeze).
-- Technical Writers: review each issue to ensure PM's requirements are complete,
-help developers with any questions throughout the process, and act as the final
-reviewer of all new and updated docs content before it's merged.
-
-## Requirements
+- **Product Managers** (PMs): in the issue for all new and updated features,
+PMs include specific documentation requirements for the developer, and, for new features,
+they also include feature descriptions and use cases. They can bring in a technical
+writer for discussion or help, and can be called upon themselves as a doc reviewer.
+- **Developers**: author documentation and merge it by the feature freeze, leaving
+time for a doc review performed by the cross-functional team's assigned technical writer.
+- **Technical Writers**: review PM requirements in issues, help developers with any
+questions throughout the authoring/editing process, and review all new and
+updated docs content before it's merged.
+
+Any of the above roles, or others in the GitLab community, can author documentation
+improvements that are not associated with a new/changed feature, and must also typically
+assign such changes to a technical writer for review.
+
+## When documentation is required
 
 Documentation must be delivered whenever:
 
 - A new feature is shipped
-- There are changes to the UI
+- There are changes to the UI or API
 - A process, workflow, or previously documented feature is changed
+- A feature is deprecated or removed
 
 Documentation is not required when a feature is changed on the backend
-only and does not directly affect the way that any regular user or
+only and does not directly affect the way that any user or
 administrator would interact with GitLab.
 
 NOTE: **Note:**
 When refactoring documentation, it should be submitted in its own MR.
-**Do not** join new features' MRs with refactoring existing docs, as they might have
-different priorities.
+**Do not** join new features' MRs with those refactoring existing docs, as they
+might have different priorities.
 
 NOTE: **Note:**
-[Smaller MRs are better](https://gitlab.com/gitlab-com/blog-posts/issues/185#note_4401010)! Do not mix subjects, and ship the smallest MR possible.
+[Smaller MRs are better](https://gitlab.com/gitlab-com/blog-posts/issues/185#note_4401010)! Do not mix subjects (e.g. multiple unrelated pages), and ship the smallest MR possible.
 
-### Documentation review process
-
-The docs shipped by the developer should be reviewed by the PM (for accuracy) and a Technical Writer (for clarity and structure).
-
-#### Documentation updates that require Technical Writer review
-
-Every documentation change that meets the criteria below must be reviewed by a Technical Writer
-to ensure clarity and discoverability, and avoid redundancy, bad file locations, typos, broken links, etc.
-Within the GitLab issue or MR, ping the relevant technical writer for the subject area. If you're not sure who that is,
-ping any of them or all of them (`@gl\-docsteam`).
-
-A Technical Writer must review documentation updates that involve:
-
-- Docs introducing new features
-- Changing documentation location
-- Refactoring existing documentation
-- Creating new documentation files
-
-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 a Technical Writer on your issue, MR,
-or on Slack in `#docs`.
-
-#### Skip the PM's review
-
-When there's a non-significant change to the docs, you can skip the review
-of the PM. Add the same labels as you would for a regular doc change and
-assign the correct milestone. In these cases, assign a Technical Writer
-for approval/merge, or mention `@gl\-docsteam` in case you don't know
-which Tech Writer to assign for.
-
-#### Skip the entire review
-
-When the MR only contains corrections to the content (typos, grammar,
-broken links, etc), it can be merged without the PM's and Tech Writer's review.
-
-## Documentation structure
-
-Read through the [documentation structure](structure.md) docs for an overview.
-
-## Documentation workflow
+## Process for 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.
 
-### 1. Product Manager's role in the documentation process
+### 1. Product Manager's role
 
 The Product Manager (PM) should add to the feature issue:
 
@@ -95,78 +59,94 @@ The Product Manager (PM) should add to the feature issue:
 - Label the issue with `Documentation`, `Deliverable`, `docs:P1`, and assign
   the correct milestone
 
-### 2. Developer's role in the documentation process
+### 2. Developer's role
 
 As a developer, or as a community contributor, you should ship the documentation
-with the feature, as in GitLab the documentation is part of the product.
+with the feature; the documentation is an essential part of the product.
+
+New and edited docs should be shipped along with the MR introducing the code.
+However, if the new or changed doc requires extensive collaboration or conversation,
+a separate, linked issue and MR can be used.
+
+For guidance, see the documentation [Structure](structure.md) guide, [Style Guide](styleguide.md), and additional writing tips in the [Technical Writing handbook section](https://about.gitlab.com/handbook/product/technical-writing/).
+
+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 a Technical Writer on your issue, MR,
+or on Slack in `#docs`.
 
-The docs can either be shipped along with the MR introducing the code, or,
-alternatively, created from a follow-up issue and MR.
+The docs must be shipped **by the feature freeze date**, otherwise the feature cannot be included with the release.
+In rare exceptions with the approval of the PM, dev, and technical writer, documentation can be
+merged through the 14th of the month if the [following process](#documentation-shipped-late) is followed.
 
-The docs should be shipped **by the feature freeze date**. Justified
-exceptions are accepted, as long as the [following process](#documentation-shipped-late)
-and the missed-deliverable due date (the 14th of each month) are both respected.
+Documentation changes commited by the developer should be reviewed by:
+* a technical writer (for clarity, structure, and confirming requirements are met)
+* 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 this at the outset.
 
-#### Documentation shipped in the feature MR
+#### Including documentation in the feature MR (typical)
 
-The developer should add to the feature MR the documentation containing:
+The developer should add to the feature MR changes to the documentation, typically containing the following for new features:
 
-- The [documentation blurb](structure.md#documentation-blurb): copy the
-feature name, overview/description, and use cases from the feature issue
+- The [name, description, and use cases](structure.md#documentation-blurb): copy these from the feature issue
+where were provided or reviewed by the product manager.
 - Instructions: write how to use the feature, step by step, with no gaps.
 - [Crosslink for discoverability](structure.md#discoverability): link with
-internal docs and external resources (if applicable)
+internal docs and external resources (if applicable).
 - Index: link the new doc or the new heading from the higher-level index
-for [discoverability](#discoverability)
+for [discoverability](#discoverability).
 - [Screenshots](styleguide.md#images): when necessary, add screenshots for:
-  - Illustrating a step of the process
-  - Indicating the location of a navigation menu
+  - Illustrating a step of the process.
+  - Indicating the location of a navigation menu.
 - Label the MR with `Documentation`, `Deliverable`, `docs-P1`, and assign
-the correct milestone
-- Assign the PM for review
-- When done, mention the `@gl\-docsteam` in the MR asking for review
-- **Due date**: feature freeze date and time
+the correct milestone.
+- Assign the PM for review.
+- When done, mention the team's technical writer in the MR asking for review (or `@gl\-docsteam` if you are not sure who that is).
+- **Due date**: feature freeze date and time.
 
-#### Documentation shipped in a follow-up MR
+#### Including documentation in a separate MR
 
-If the docs aren't being shipped within the feature MR:
+If the docs aren't being shipped within the feature MR, but are still being shipped on time (by the feature freeze):
 
-- Create a new issue mentioning "docs" or "documentation" in the title (use the Documentation issue description template)
-- Label the issue with: `Documentation`, `Deliverable`, `docs-P1`, `<product-label>`
-(product label == CI/CD, Pages, Prometheus, etc)
-- Add the correct milestone
+- Create a new issue with the Documentation template and mention "docs" or "documentation" in the title, plus the feature name. 
+- Label the issue with: `Documentation`, `Deliverable`, `docs-P1`, `<product-label>`.
+(product label == CI/CD, Pages, etc).
+- Add the milestone matching that of the feature issue.
 - Create a new MR for shipping the docs changes and follow the same
-process [described above](#documentation-shipped-in-the-feature-mr)
-- Use the MR description template called "Documentation"
-- Add the same labels and milestone as you did for the issue
-- Assign the PM for review
-- When done, mention the `@gl\-docsteam` in the MR asking for review
-- **Due date**: feature freeze date and time
+process [described above](#including-documentation-in-the-feautre-mr-typical).
+- Use the MR description template named "Documentation".
+- Add the same labels and milestone as you did for the issue.
+- Assign the technical writer for review.
+- When done, mention the team's technical writer in the MR asking for review (or `@gl\-docsteam` if you are not sure who that is).
+- **Due date**: feature freeze date and time.
 
-#### Documentation shipped late
+#### Shipping documentation after the freeze (rare)
 
-Shipping late means that you are affecting the whole feature workflow
-as well as other teams' priorities (PMs, tech writers, release managers,
-release post reviewers), so every effort should be made to avoid this.
+Typically, if the documentation is not ready, this will block the feature
+for the current GitLab release.
 
-If you did not ship the docs within the feature freeze, proceed as
-[described above](#documentation-shipped-in-a-follow-up-mr) and,
-besides the regular labels, include the labels `Pick into X.Y` and
-`missed-deliverable` in the issue and the MR, and assign them the correct
-milestone.
+Shipping documentation after the freeze is rare and requires approval of the PM, technical writer, and dev.
+Every effort should be made to avoid this, as it risks a poor user experience and affects the whole feature workflow, along with
+other teams' priorities (PMs, tech writers, release managers, release post reviewers). 
 
-The **due date** for **merging** `missed-deliverable` MRs is on the
-**14th** of each month.
+If the aforementioned approval is given:
+1. Use the instructions above for [Documentation shipped in a separate MR](#including-documentation-in-a-separate-mr) and,
+in addition to the usual labels and correct milestone, include the labels `Pick into X.Y` on the MR (where X.Y is the GitLab version) and
+`missed-deliverable` in the issue and the MR.
+2. Obtain a review, as usual.
+3. Ensure that the MR is merged by the 14th of the month.
 
 ### 3. Technical Writer's role in the documentation process
 
-- **Planning**
+**Planning**
   - Once an issue contains a Documentation label and the current milestone, a
 technical writer reviews the Product Manager's documentation requirements
   - Once the documentation requirements are approved, the technical writer can
-work with the developer to discuss any documentation questions and plans/outlines, as needed.
+work with the developer to discuss any documentation questions and plans/outlines, if needed.
 
-- **Review** - A technical writer must review the documentation for:
+**Review**
+- Every documentation change beyond minor corrections requires a Technical Writer review.
+This should apply to docs for every new or changed feature. The technical writer will ensure that the doc is clear, grammatically correct,
+and discoverable, while avoiding redundancy, bad file locations, typos, broken links, etc. The technical writer must review the documentation for:
   - 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)
@@ -174,13 +154,28 @@ work with the developer to discuss any documentation questions and plans/outline
   - Improvements to the content
   - Accordance to the [docs style guide](styleguide.md)
 
-<!-- TBA: issue and MR description templates as part of the process -->
+## Other Documentation Updates
+
+For documentation improvements not associated with a release:
+
+1. Create a new issue **if** one does not already exist **and** the change is substantial and needs discussion with `@gl\-docsteam` or others before beginning work.
+Use the Documentation template and mention "docs" or "documentation" in the title, plus the feature name. Label the issue with `Documentation` and a relevant `<product-label>`.
+1. Ping `@gl\-docsteam` if you have questions or want a review of your plans.
+1. Create a new MR for shipping the docs changes and follow the same
+process [described above](#documentation-shipped-in-the-feature-mr).
+1. Use the MR description template named "Documentation".
+1. Add the same labels and milestone as you did for the issue.
+1. Unless this is a minor fix, when ready, mention the team's technical writer in the MR asking for review (or `@gl\-docsteam` if you are not sure who that is).
 
-<!--
-## New features vs feature updates
+Other than docs for new or changed features, other docs updates that frequently require technical writer review or collaboration include:
+- Changing documentation location
+- Refactoring existing documentation
+- Creating new documentation files
 
-- TBA:
-  - Describe the difference between new features and feature updates
-  - Creating a new doc vs updating an existing doc
--->
+When the MR only contains corrections to the content (typos, grammar,
+broken links, etc), it can be merged without review, although requests to review are always welcome.
 
+<!-- To add:
+* References to issue and MR description templates as part of the process
+* More specific guidelines for working on docs for new products vs. new features vs. updated features. (And creating a new doc vs. updating an existing one.)
+-->
\ No newline at end of file