Workflows

The Technical Writing team uses workflows to collaborate with contributors, developers, product managers on:

• Product documentation changes
• UI text
• Release posts

Documentation for a product change

The process for creating and maintaining GitLab product documentation depends on whether the documentation is:

• A new feature or feature enhancement: Delivered for a specific milestone and associated with specific code changes. This documentation has the highest priority.
• Changes outside a specific milestone: Usually not associated with a specific code change, is of lower priority, and is open to all GitLab contributors.

Documentation is required for a milestone when:

• A new or enhanced feature is shipped that impacts the user or administrator experience.
• There are changes to the user interface or API.
• A process, workflow, or previously documented feature is changed.
• A feature is deprecated or removed.

Documentation is not typically required when a backend feature is added or changed.

Developer responsibilities

Developers are the primary authors of documentation for a feature or feature enhancement. They are responsible for:

• Developing initial content required for a feature.
• Liaising with their product manager to understand what documentation must be delivered, and when.
• Requesting technical reviews from other developers in their group.
• Requesting documentation reviews from the technical writer assigned to the DevOps stage group that is delivering the new feature or feature enhancements.

When possible, the merge request with the code should include the documentation. For more information, see the guidelines.

The author of this MR, either a frontend or backend developer, should write the documentation.

[!note] Community Contributors can ask for additional help from GitLab team members.

Authoring

Because the documentation is an essential part of the product, if a ~"type::feature" issue also contains the ~documentation label, you must ship the new or updated documentation with the code of the feature.

Technical writers are happy to help, as requested and planned on an issue-by-issue basis.

For feature issues requiring documentation, follow the process below unless otherwise agreed with the product manager and technical writer:

• Include any new and edited documentation, either in:

  • The merge request introducing the code.
  • A separate merge request raised around the same time.

• Use the documentation requirements developed by the product manager in the issue and discuss any further documentation plans or ideas as needed.

  If the new or changed documentation requires extensive collaboration or conversation, a separate, linked issue can be used for the planning process.

• Use the Documentation guidelines, and other resources linked from there, including:

  • Documentation folder structure.
  • Documentation Style Guide.
  • Markdown Guide.

• Contact the technical writer for the relevant DevOps stage in your issue or merge request, or in the #docs Slack channel, if you:

  • Need any help to choose the correct place for documentation.
  • Want to discuss a documentation idea or outline.
  • Want to request any other help.

• If you are working on documentation in a separate merge request, ensure the documentation is merged as close as possible to the code merge.

• If the feature has a feature flag, follow the policy for documenting feature-flagged issues.

AI-generated documentation

All AI-generated documentation must be reviewed by a Technical Writer. Before you submit your documentation for review, run a Vale test on the documentation file to identify and fix style issues.

Generative AI tools are not a replacement for subject matter expertise. Authors are responsible for ensuring the technical accuracy of any content they create. For more information about output quality, see Communicating when using generative AI tools.

Review

Before merging, documentation changes committed by the developer must be reviewed by:

• The code reviewer for the merge request. This is known as a technical review.
• Optionally, others involved in the work such as other developers or the product manager.
• The technical writer for the DevOps stage group, except in exceptional circumstances where a post-merge review can be requested.
• A maintainer of the project.

Post-merge reviews

At GitLab, we treat documentation like code. As with code, documentation must be reviewed to ensure quality. Documentation forms part of the GitLab definition of done, and should be completed before the milestone release.

Documentation is sometimes merged with a feature without a technical writer review. If not assigned for a technical writer review prior to merging, the developer or maintainer must schedule a review immediately after the merge. For this, create an issue with the Doc Review description template and add a link to the merged merge request that introduced the documentation change.

Circumstances where a post-merge technical writer review might occur are:

• There is a short amount of time left before the milestone release. If fewer than three days are remaining, seek a post-merge review and ping the writer in Slack to ensure the review is completed as soon as possible.
• The size of the change is small and you have a high degree of confidence that early users of the feature (for example, GitLab.com users) can easily use the documentation as written.

The technical writer can also help decide if documentation can be merged without a technical writer review, but a post-merge review must occur as soon as possible.

Product manager responsibilities

Product managers are responsible for the documentation requirements for a feature or feature enhancement. They can also:

• Connect with the technical writer for discussion and collaboration.
• Review documentation themselves.

For issues requiring any new or updated documentation, the product manager must:

• Add the ~documentation label.
• Confirm or add the documentation requirements.
• Ensure the issue contains:
  • Any new or updated feature name.
  • Overview, description, and use cases when applicable (as required by the documentation folder structure).

Everyone is encouraged to draft the documentation requirements in the issue. However, a product manager will:

• When the issue is assigned a release milestone, review and update the Documentation details.
• By the kickoff, finalize the documentation details.

Technical writer responsibilities

Technical writers are responsible for:

• Participating in issue discussions and reviewing MRs for the upcoming milestone.
• Reviewing documentation requirements in issues when called upon.
• Answering questions, and helping and providing advice throughout the authoring and editing process.
• Reviewing all significant new and updated documentation content, whether before merge or after it is merged.
• Assisting the developer and product manager with feature documentation delivery.
• Ensuring that issues and MRs are labeled appropriately, and that doc content has the correct metadata.

Planning

The technical writer:

• Reviews their group's ~"type::feature" issues that are part of the next milestone to get a sense of the scope of content likely to be authored.
• Recommends the ~documentation label on issues from that list which don't have it but should, or inquires with the PM to determine if documentation is truly required.
• For ~direction issues from that list, reads the full issue and reviews its Documentation requirements section. Addresses any recommendations or questions with the PMs and others collaborating on the issue to refine or expand the Documentation requirements.
• Updates the Technical Writing milestone plan (example created from the issue template).
  • Add a link to the board or filter that shows the planned documentation and UI text work for the upcoming milestone.
  • Confirm that the group PM or EM is aware of the planned work.

Collaboration

By default, the developer will work on documentation changes independently, but the developer, product manager, or technical writer can propose a broader collaboration for any given issue.

Additionally, technical writers are available for questions at any time.

Review

Technical writers provide non-blocking reviews of all documentation changes, before or after the change is merged. Identified issues that would block or slow a change's release are to be handled in linked, follow-up MRs.

Documentation requirements

Feature documentation requirements should be included as part of the issue for planning that feature in the Documentation section in the issue description. Issues created using the Feature Proposal template have this section by default.

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 on request.

The following details should be included:

• What concepts and procedures should the documentation guide and enable the user to understand or accomplish?
• To this end, what new pages are needed, if any? What pages or subsections need updates? Consider changes and additions to user, admin, and API documentation.
• 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 documentation is found in relevant searches?
• Include suggested titles of any pages or subsection headings, if applicable.
• List any documentation that should be cross-linked, if applicable.

Including documentation with code

Currently, the Technical Writing team strongly encourages including documentation in the same merge request as the code that it relates to, but this isn't strictly mandatory. It's still common for documentation to be added in an MR separate from the feature MR.

Engineering teams may elect to adopt a workflow where it is mandatory that documentation is included in the code MR, as part of their definition of done. When a team adopts this workflow, that team's engineers must include their documentation in the same MR as their feature code, at all times.

Downsides of separate documentation MRs

A workflow that has documentation separated into its own MR has many downsides.

If the documentation merges before the feature:

• GitLab.com users might try to use the feature before it's released, driving support tickets.
• If the feature is delayed, the documentation might not be pulled/reverted in time and could be accidentally included on GitLab Self-Managed for that release.

If the documentation merges after the feature:

• The feature might be included on GitLab Self-Managed, but without any documentation if the documentation MR misses the cutoff.
• A feature might show up in the GitLab.com user interface before any documentation exists for it. Users surprised by this feature will search for documentation and won't find it, possibly driving support tickets.

Having two separate MRs means:

• Two different people might be responsible for merging one feature, which isn't workable with an asynchronous work style. The feature might merge while the technical writer is asleep, creating a potentially lengthy delay between the two merges.
• If the documentation MR is assigned to the same maintainer as responsible for the feature code MR, they will have to review and juggle two MRs instead of dealing with just one.

Documentation quality might be lower, because:

• Having documentation in a separate MR will mean far fewer people will see and verify them, increasing the likelihood that issues will be missed.
• In a split workflow, engineers might only create the documentation MR after the feature MR is ready, or almost ready. This gives the technical writer little time to learn about the feature to do a good review. It also increases pressure on them to review and merge faster than desired, letting problems slip in due to haste.

Benefits of always including documentation with code

Including documentation with code (and doing it early in the development process) has many benefits:

• There are no timing issues connected to releases:
  • If a feature slips to the next release, the documentation slips too.
  • If the feature just makes it into a release, the documentation just makes it in too.
  • If a feature makes it to GitLab.com early, the documentation will be ready for our early adopters.
• Only a single person will be responsible for merging the feature (the code maintainer).
• The technical writer will have more time to gain an understanding of the feature and will be better able to verify the content of the documentation in the Review App or GDK. They will also be able to offer advice for improving the user interface text or offer additional use cases.
• The documentation will have increased visibility:
  • Everyone involved in the merge request can review the documentation. This could include product managers, multiple engineers with deep domain knowledge, the code reviewers, and the maintainer. They will be more likely to catch issues with examples, and background or concepts that the technical writer may not be aware of.
  • Increasing visibility of the documentation also has the side effect of improving other engineers' documentation. By reviewing each other's MRs, each engineer's own documentation skills will improve.
• Thinking about the documentation early can help engineers generate better examples, as they will need to think about what examples a user will want, and will need to ensure the code they write implements that example properly.

Documentation with code as a workflow

To have documentation included with code as a mandatory workflow, some changes might need to happen to a team's current workflow:

• The engineers must strive to include the documentation early in the development process, to give ample time for review, not just from the technical writer, but also the code reviewer and maintainer.
• Reviewers and maintainers must also review the documentation during code reviews to ensure the described processes match the expected use of the feature and that examples are correct. They do not need to worry about style or grammar.
• The technical writer must be assigned as a reviewer on the MR directly and not only pinged. This can be done at any time, but must be before the code maintainer review. It's common to have both the documentation and code reviews happening at the same time, with the author, reviewer, and technical writer discussing the documentation together.
• When the documentation is ready, the technical writer will click Approve and usually will no longer be involved in the MR. If the feature changes during code review and the documentation is updated, the technical writer must be reassigned the MR to verify the update.
• Maintainers are allowed to merge features with the documentation as-is, even if the technical writer hasn't given final approval yet. The documentation reviews must not be blockers. Therefore, it's important to get the documentation included and assigned to the technical writers early. If the feature is merged before final documentation approval, the maintainer must create a post-merge follow-up issue, and assign it to both the engineer and technical writer.

You can visualize the parallel workflow for code and documentation reviews as:

graph TD
  A("Feature MR Created (Engineer)") --> |Assign| B("Code Review (reviewer)")
  B --> |"Approve / Reassign"| C("Code Review (maintainer)")
  C --> |Approve| F("Merge (maintainer)")
  A --> D("Docs Added (Engineer)")
  D --> |Assign| E("Docs Review (Tech Writer)")
  E --> |Approve| F

For complex features split over multiple merge requests:

• If a merge request is implementing components for a future feature, but the components aren't accessible to users yet, then no documentation should be included.
• If a merge request will expose a feature to users in any way, such as an enabled user interface element, an API endpoint, or anything similar, then that MR must have documentation. This might mean multiple documentation additions could happen in the buildup to the implementation of a single large feature, for example API documentation and feature usage documentation.
• If it's unclear which engineer should add the feature documentation into their MR, the engineering manager should decide during planning, and tie the documentation to the last MR that must be merged before a feature is considered released. This is often, but not always, a frontend MR.

Delete instead of hiding documentation

Do not use HTML comments to hide documentation that was added before the feature was ready, that is unfinished, or for other similar reasons. Hiding documentation is problematic for several reasons:

• Features can be delayed indefinitely by unexpected blockers.
• Hidden documentation becomes outdated as features evolve during development.
• Dropped features leave orphaned content that clutters the repository until discovered.

If documentation needs to be removed because it was added prematurely, delete it. In the merge request that removes the content, add a link to the merge request that added it originally. If it's needed in the future, you can use Git history, or the earlier MR, to recover the content and add it back.

To avoid documentation being added prematurely, development teams should consider including documentation with the code.

UI text

Planning and authoring

A product designer should consult the technical writer for their stage group when planning to add or change UI text.

The technical writer can offer an initial review of any ideas, plans, or actual text. The technical writer can be asked to draft text when provided with the context and goal of the text. The context might include where the text would appear and what information to convey, which typically answers one or more of these questions:

• What does this do?
• How do I use it?
• Why should I care?

Consider tagging the technical writer once in a review request with a message indicating where reviews are needed. This will help manage the volume of notifications per review round.

MR Reviews

After the merge request is created, all changes and additions to text in the UI must be reviewed by the technical writer. These might include labels (buttons, menus, column headers, and UI sections) or any phrases that would be displayed in the UI, such as microcopy or error messages.

<i class="fa-youtube-play" aria-hidden="true"></i> For more information about writing and reviewing UI text, see Copy That: Helping your Users Succeed with Effective Product Copy.

Pipelines and branch naming

The CI/CD pipelines for the gitlab and gitlab-runner projects are configured to run shorter, faster pipelines on merge requests that contain only documentation changes.

If you submit documentation-only changes to omnibus-gitlab, charts/gitlab, or gitlab-operator, to make the shorter pipeline run, you must follow these guidelines when naming your branch:

Changes to these files in the gitlab project automatically trigger a long pipeline because some code tests use these files as examples:

• doc/_index.md
• doc/api/settings.md

When you edit these pages, the long pipeline appears the same as in a code MR, but you do not need any additional approvals. For more information on long pipelines, see pipelines for the GitLab project.

If the pre-merge-checks job fails with messages about tier-3 pipelines or predictive pipelines, follow these steps:

1. Add the ~"pipeline::tier-3" and ~"pipeline:mr-approved" labels to the MR.
2. Run a new pipeline.
3. Set the MR to auto-merge while the pipeline is running.

To avoid running long pipelines while working on an MR, you can push a commit without triggering a pipeline. For more information, see skip a pipeline.

Moving content

When you move content to a new location, and edit the content in the same merge request, use separate commits.

Separate commits help the reviewer, because the MR diff for moved content does not clearly highlight edits. When you use separate commits, the reviewer can verify the location change in the first commit diff, then the content changes in subsequent commits.

For example, if you move a page, but also update the content of the page:

1. In the first commit: Move the content to its new location and put redirects in place if required. If you can, fix broken links in this commit.
2. In subsequent commits: Make content changes. Fix broken links if you haven't already.
3. In the merge request: Explain the commits in the MR description and in a comment to the reviewer.

You can add as many commits as you want, but make sure the first commit only moves the content, and does not edit it.

Labels

The Technical Writing team uses the following labels on issues and merge requests:

• A label for the type of change. The two labels used most often are:
  • ~"type::feature"
  • ~"type::maintenance" with ~"maintenance::refactor"
• A stage and group label. For example:
  • ~devops::create
  • ~group::source code
• The ~documentation specialization label.
• The ~Technical Writing team label.

The documentation merge request template includes some of these labels.

Available labels

Any issue or merge request a technical writer works on must include the Technical Writing label.

To further classify the type of effort, include one or more of the following labels:

• Category:Docs Site: Documentation website infrastructure or code. This is not needed for issues related to the documentation itself. Issues with this label are included on the Docs Workflow issue board.
• development guidelines: Files in the /developer directory.
• docs-feedback: Feedback from the docs feedback widget, survey verbatims, or customer-created issues.
• docs-missing: Documentation for a feature is missing. Documentation is required with the delivery of a feature for a specific milestone as part of the GitLab definition of done. Add this label to the original feature MR or issue where documentation is missing. Keep the label for historical tracking and use tw::finished to indicate when documentation is completed. Does not apply to experiment features.
• documentation: Files in the /doc directory.
• global nav: Left nav of the docs site. Used in the docs-gitlab-com project.
• L10N-docs: Localization issue, MR, or epic that impacts the workflows of the Technical Writing team or the docs.gitlab.com site and infrastructure.
• release post item: Release post items.
• Technical Writing Leadership: Work driven or owned by the Technical Writing leadership team, such as OKRs.
• tw-lead: MRs that are driven by or require input from one of the stage leads.
• tw-style: Style standards for documentation and UI text.
• UI text: Any user-facing text, such as UI text and error messages.

Other documentation labels include vale, docs-only, and docs-channel. These labels are optional.

Type labels

All issues and merge requests to projects that are part of the product must be labeled with a work type. Handbook and Marketing site changes do not require the work type label. Add one of the following labels to an issue or merge request:

• type::feature
• type::bug
• type::maintenance

For more information, see work type classification.

The majority of documentation work uses the type::maintenance label. You must also apply one of these subtype labels to further classify the type of maintenance work:

• maintenance::refactor: Edits and improvements of existing documentation.
• maintenance::workflow: Documentation changes that are not visible to readers, like linting and tooling updates, and metadata changes.

For example, if you open a merge request to refactor a page for CTRT, apply the type::maintenance and maintenance::refactor labels. If you open a merge request to modify the metadata, apply the type::maintenance and maintenance::workflow labels.

Workflow labels

Writers can use these labels to describe the status of their work in an issue or merge request:

• tw::doing
• tw::finished

The technical writer who authors content usually adds the tw::doing label, and the technical writer who does the review usually adds the tw::finished label. For content submissions from community contributors, the technical writer would add both labels as part of their review.

The workflow is:

1. An issue or merge request is assigned to the writer for review.
2. The writer adds the tw::doing label while actively working.
   • If the writer stops work for more than a week, they remove the tw::doing label.
   • Whenever work restarts, the writer adds the tw::doing label again.
3. When work is complete on the issue or merge request, a technical writer (typically the reviewer) adds the tw::finished label.
4. The issue or merge request is Closed or Merged.

The tw::finished label indicates that the writer is done with an issue or merge request they are not closing or merging. If the Technical Writing team is closing or merging, the issue or merge request status overrides the scoped tw label status. The technical writer does not have to use the tw::finished label.

If a technical writer is presented with an open issue or merge request with a tw::finished label that needs more work, the writer should re-add the tw::doing scoped label.

Release posts

The technical writer for each stage group reviews their group's feature blocks (release post items) authored by the product manager.

For each release, a single technical writer is also assigned as the Technical Writing Lead to perform the structural check and other duties.

Monthly documentation releases

When a new GitLab version is released, the Technical Writing team releases version-specific published documentation.

Documentation feedback and improvements

To make a documentation change that is not associated with a specific code change, the Technical Writing team encourages contributors to create an MR.

If you start with an issue rather than an MR, use the documentation template. For the labels you should apply, see labels.

Also include:

• Milestone: Backlog until the work is scheduled for a milestone.
• Assignee: None until the work is scheduled for a milestone. In the issue description or comments, mention (@username) the technical writer assigned to the group for awareness.
• Description: starts with Docs: or Docs feedback:
• A task checklist or next step to deliver an MVC.
• Optional. If the issue is suitable for a community contributor: Seeking community contributions and quick win.

If an issue requires input from the development team before a technical writer can start work, it should follow the stage and group's issue lifecycle. For an example of an issue lifecycle, see Plan stage issues.

Review and triage documentation-only backlog issues

Technical writers use issue boards to routinely review and triage documentation feedback and improvement issues for their groups. This helps us prioritize on actionable issues that improve the user experience.

To create an issue triage board for your group:

1. Create an issue board called Docs only backlog triage - group name.

2. Enter the following filter criteria:

   plaintextCopy

   Label=documentation, Label="group::groupname", Label!="type::feature", Label!="type:bug"
   

3. In Edit board, ensure Show the Open list is selected.

4. On the issue board, select Create list, and set the label to tw:triaged.

See an example board for the Project Management group.

To review and triage documentation feedback and improvement issues for your groups:

1. Once a month, on the issue triage boards for your groups, check the Open list for new issues.
2. Apply the labels described in documentation feedback and improvements.
3. Aim to keep the list of open, untriaged issues at <10.
4. Share the triaged list with the group and group PM.

Pages with no Technical Writer review

The documentation under /doc/solutions is created, maintained, copy edited, and merged by the Solutions Architect team.

Hackathons

The Technical Writing team takes part in the GitLab Hackathon and sometimes hosts a documentation-only Hackathon.

Create issues for a Hackathon

We often create documentation issues for a Hackathon. These issues are typically based on results found when you run Vale against the documentation.

1. Run Vale against the full docset. Go to the GitLab repo and run:

   shellCopy

   find doc -name '*.md' | sort | xargs vale --minAlertLevel suggestion --output line > ../results.txt
   

2. Create issues. You have a few options:

   • Use a script to create one issue for each Markdown file listed in the Vale results. This script uses the Doc cleanup issue template.
   • Create issues one at a time by using the Doc cleanup issue template.
   • Create issues in bulk by using the Issues API.

Ensure that the labels assigned to the issues match those in the Doc cleanup issue template.

Assign an issue to a community contributor

To assign an issue to a community contributor:

1. Remove the Seeking community contributions label.
2. Assign the user by typing /assign @username in a comment, where @username is the contributor's handle.
3. Mention the user in a comment, telling them the issue is now assigned to them.

Try to limit each contributor to no more than three issues at a time. You can assign another issue as soon as they've opened an MR for one of the issues they're already assigned.

Review Hackathon merge requests

When a community contributor opens a Hackathon merge request:

1. View the related issue. Ensure the user who authored the MR is the same user who asked to be assigned to the issue.

   • If the user is not listed in the issue, and another user has asked to work on the issue, do not merge the MR. Ask the MR author to find an issue that has not already been assigned or point them to Contribute to GitLab development.

2. Work to merge the merge request.

3. When you merge, ensure you close the related issue.

Related topics

• Technical Writing assignments
• Reviews and levels of edit
• Documentation Style Guide
• Recommended word list
• Product availability details