Managing Guide Production Tasks with Nextcloud Deck

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    The LibreOffice Document team uses Deck, Nextcloud's kanban-style task management system, to track production of the LibreOffice User Guides and some other documentation processes.

    In Deck, a board is created to track a specific project, for example the production of the LibreOffice Getting Started Guide. The board is divided into columns which represent different stages of the project, for example Pre-production, In Progress, Peer Review, Editing, and Published. Each task relating to the project is then assigned a card, which contains details about the task, including a checklist of sub-tasks. As the task moves through each stage of the production process, the card is moved to the corresponding column.

    A screenshot of a board in Deck
    An example of a board in Deck

    Tracking tasks

    1. Assign a task to yourself or have it assigned by another (see Assigning a task).
    2. Go to the Attachments tab to access the working file. Files are stored on Nextcloud.
    3. Update Tasks in the Checklist as you complete them.
    4. When the task is ready to move to the next stage, drag and drop it onto the next column and, if relevant, add an additional assignee, such as a peer reviewer.

    Accessing Deck

    The Deck app is accessed via the Document Foundation cloud. In order to access the cloud, make sure you have a LibreOffice Single Sign On (SSO) account. If you don't already have an SSO account, follow the instructions on the Single Sign On page to get one.

    To access Deck:

    A screenshot of the Nextcloud apps menu with the Deck icon highlighted.
    The Deck icon

    Sharing a board

    In order for a user to see a board or be assigned a task, the board must first be shared with them. To share a board:

    1. Click on the menu at the top, right of the board.
    2. Select a user's name from the Share board with a user, group, or them combo box to share the board with them. Start typing a name into the box to search for a user.
    3. Add additional privileges if necessary. Users are assigned editing privileges by default.
    A screenshot of the Sharing menu in Nextcloud Deck with the "Share board with a user, group or team" combo box highlighted.
    The Sharing menu in Deck

    Assigning a task

    To assign a task:

    1. Double-click on the task to open it.
    2. Click on the Select a user to assign to this card combo box.
    3. Select the assignee's name from the dropdown. If you don't see a name, start typing in the field to search for an assignee.


    Screenshot of a card in Nextcloud Deck with the "Select a user to assign to this card" field highlighted.
    The Select a user to assign to this card field in Deck


    To quickly assign a task to yourself:

    1. Click on the ellipsis (... ) in the bottom right corner of the card.
    2. Select Assign to me from the sub-menu.


    A screenshot of a board in Nextcloud Deck with the kebab menu on the topmost card, and the "Assign to me" option in the sub-menu highlighted.
    Assigning a task to yourself in Deck

    Cards

    Each card contains four tabs that contain different information about a task:

    1. Details
    2. Attachments
    3. Comments
    4. Activity

    Details

    The details tab includes a description of the task, including a checklist of sub-tasks. Check off the sub-tasks in the list as they are completed.

    Attachments

    Use the Attachments tab to link and access files relevant to the task. To add an attachment:

    1. Open a card.
    2. Open the Attachments tab
    3. Select Share from Files.
    4. Use the file picker to select a file from Nextcloud.
    5. Click the Choose [File name] button.
    A screenshot to the Attachments tab in Deck with the "Share from files" button highlighted.
    Attaching a file in Deck

    Always use the Share from Files button to link files on Nextcloud. DO NOT use the Upload new files button. This helps to make sure that all files are kept in the WIP and Published directories for the relevant guide. It also prevents multiple, conflicting copies of files from being created.

    Comments

    The Comments tab is a useful way to record useful information about the task, leave a note for another user, or discuss the task with other users.

    To add a comment to a card:

    1. Open a card.
    2. Open the Comments tab.
    3. Start typing in the text field below your name.
    4. Press the arrow icon to save the comment.


    A screenshot of the Comments tab in Deck.
    The Comments tab in Deck

    Replying to a comment

    To reply to a comment:

    1. Click on the ellipsis () next to the name above the comment you want to reply to.
    2. Select Reply.

    Activity

    The Activity tab logs any changes that have been made to a card.

    See also

    Producing LibreOffice User Guides