Editors Cannot View Which PDFs Are Archived vs. Published (PDF Audit)

stefaniefgray commented 2 years ago

User Story or Problem Statement

Editors using the "PDF Audit" page to track content linked to their section have no way of telling whether a PDF has been archived or is still on the live site: https://prod.cms.va.gov/admin/content/media/pdfs

The only way to tell at this time whether a PDF is archived vs. published is to individually open the "Web" link to each PDF and see whether the link is broken or not.

Additional info:

As an editor looking to archive PDFs from the live site, there is no way to do this from the PDF Audit page.
There is also no way to find where on the site each PDF has been used. At this time, removing a PDF from the front end is the only way to “archive” it from the site, so this also limits editors who wish to archive outdated PDFs. See existing ticket: https://github.com/department-of-veterans-affairs/va.gov-cms/issues/8014

To reproduce:

Go to the PDF Audit page and narrow it down to VA Spokane: https://prod.cms.va.gov/admin/content/media/pdfs?name=&workbench_access_section__section=378
Check out the published PDF titled "Daisy Nomination Form": It’s live on VA.gov, but neither the PDF Audit table nor the individual PDF page show whether it’s published or not: https://prod.cms.va.gov/media/8109
Check out the archived PDF titled "CaregiverSupportNewsletter_Oct-Dec2021.pdf": It’s been removed from VA.gov but once again, there’s no way to tell from the PDF Audit table or from this link: https://prod.cms.va.gov/media/7140

Acceptance Criteria

[ ] Editors viewing the "PDF Audit" page can tell whether or not a PDF is archived or is still published to the live site
[ ] Editors viewing the individual page for a PDF (accessible via the PDF Audit page) can also tell whether or not the PDF is archived vs. published.

Design principles

Veteran-centered

[ ] Single source of truth: Increase reliability and consistency of content on VA.gov by providing a single source of truth.
[ ] Accessible, plain language: Provide guardrails and guidelines to ensure content quality.
[ ] Purposely structured content: Ensure Content API can deliver content whose meaning matches its structure.
[x] Content lifecycle governance: Produce tools, processes and policies to maintain content quality throughout its lifecycle.

Editor-centered

[ ] Purpose-driven: Create an opportunity to involve the editor community in VA’s mission and content strategy goals.
[x] Efficient: Remove distractions and create clear, straightforward paths to get the job done.
[ ] Approachable: Offer friendly guidance over authoritative instruction.
[ ] Consistent: Reduce user’s mental load by allowing them to fall back on pattern recognition to complete tasks.
[ ] Empowering: Provide clear information to help editors make decisions about their work.

CMS Team

Please check the team(s) that will do this work.

[ ] Program
[ ] Platform CMS Team
[ ] Sitewide Crew
[ ] ⭐️ Sitewide CMS
[ ] ⭐️ Public Websites
[ ] ⭐️ Facilities
[ ] ⭐️ User support

stefaniefgray commented 1 year ago

@davidmpickett This is a whole other archival situation 👀

EWashb commented 1 year ago

If we open up the PDF Audit report to all editors this problem can be solved @productmike

EWashb commented 8 months ago

I would like to open up our PDF audit to all users. How might we do this @gracekretschmer-metrostar

department-of-veterans-affairs / va.gov-cms