Extend Discussions to add configurable workflow tasks

Devika008 commented 2 months ago

Summary

Describe the problem you would like to solve Editorial staff currently face challenges in managing tasks and checklists required to move a submission to the next stage. They also need an efficient way to track and oversee the work assigned to team members and monitor overall progress.

Describe the solution you'd like Incorporating task management into the workflow will help journal managers and editors efficiently track and oversee tasks, monitor team progress, and ensure everything is on track.

Who is asking for this feature? Some community members. This feature was also mentioned as one of the possible solutions for tackling the following issue: https://github.com/pkp/pkp-lib/issues/4976#top

Proposal

Option 1

Here, tasks and discussion components on the workflow page are merged into one. When adding something new, you can choose to make it a discussion, a task, or both.

Video: https://www.youtube.com/watch?v=lRblqgea5Ek Prototype: https://www.figma.com/proto/Wf7sDlUg2372jaKKTJ0Mgz/OJS-3.4-3.5?page-id=7200%3A7069&node-id=7430-8478&viewport=824%2C36%2C0.05&t=e2niKeiSTSedNFjR-1&scaling=min-zoom&content-scaling=fixed&starting-point-node-id=7430%3A8478

CONSIDERATIONS FOR THIS OPTION

Participants: Only those assigned to the submission can be added to tasks/discussions.
While you can't change the name of a task/discussion once it's created, you can still add participants even after it's in progress.
Only participants added to tasks/discussions will appear in the "responsible for" section.
Once a task/discussion is closed or completed, you can't make changes unless it’s reopened or the completed checkbox is unchecked.
Suggestion from the participant at the Minneapolis Sprint:
Editors can determine tasks based on the journal’s policies through the workflow configuration settings. However, tasks like plagiarism check and ethical approval can be pre-determined and set within the configuration.
A toggle switch in the configuration settings will enable or disable the creation of new tasks.
Task Visibility: Tasks assigned to a user are only visible to that user. Managing editors, journal editors, and higher roles have access to the entire task list.
Deadline Management: Deadlines can be set as workflow defaults. Individual task deadlines can be modified as needed.

OPEN QUESTIONS

If a task is closed, does that mean the associated discussion will automatically close too? To what extent should the task and discussion be interdependent, given their close connection in this option.
Who should be able to see the tasks? Can any assigned participant mark a task as completed, or should that only be done by the person responsible? I believe that only the person responsible should be able to mark a task as completed, with the button disabled for other participants. However, discussions can be closed by anyone assigned to them.

Option 2

Here, tasks and discussions components in the workflow are separate and follow different journeys. This option was preferred by the test group during the Minneapolis Sprint

Video: https://www.youtube.com/watch?v=ac7DEIllxeQ Prototype: https://www.figma.com/proto/Wf7sDlUg2372jaKKTJ0Mgz/OJS-3.4-3.5?page-id=7200%3A7069&node-id=7430-8478&viewport=824%2C36%2C0.05&t=e2niKeiSTSedNFjR-1&scaling=min-zoom&content-scaling=fixed&starting-point-node-id=7430%3A8478

CONSIDERATIONS FOR THIS OPTION

Participants: Only those assigned to the submission can be added to tasks or discussions.
While you can't change the name of a task or discussion once it's created, you can still add participants even after it's in progress.
Only participants added to tasks will appear in the "responsible for" section.
Once a task or discussion is closed or completed, you can't make changes unless it’s reopened or the completed checkbox is unchecked.
Suggestion from the participant at the Minneapolis Sprint:
Editors can determine tasks based on the journal’s policies through the workflow configuration settings. However, tasks like plagiarism check and ethical approval can be pre-determined and set within the configuration.
A toggle switch in the configuration settings will enable or disable the creation of new tasks.
Task Visibility: Tasks assigned to a user are only visible to that user. Managing editors, journal editors, and higher roles have access to the entire task list.
Deadline Management: Deadlines can be set as workflow defaults. Individual task deadlines can be modified as needed.

Next Steps

User interviews are scheduled from September 19th to October 4th, 2024, to help determine the most optimal option. We've also shared these options with key stakeholders for their input, and they’ll be tested during the Turin Sprint later this year.

mreiko commented 3 days ago

Hi @Devika008 any updates to add to this ticket?

mreiko commented 1 day ago

Settings design in progress followed by a review for feedback.

pkp / pkp-lib