# User Problem

## User

Any user working with long-lived documents that involve multiple steps and/or users.

## Problem

Begin of the deletion As a userEnd of the deletion I need to create, edit, organise and find documents that relate to my projects.
I need Begin of the deletion a rich integration with the objects such as workpackages and meetingsEnd of the deletion to Begin of the deletion organise the actual work.
I need rich meta-information on the documents - like status, version, history, -  so that I can define and follow workflows for the documents.
I need co-workers toEnd of the deletion have Begin of the deletion access to the documents based on our roles in the projects. 
I need to be able to apply these same processes to files that are created and edited in other tools (csv files, images, ...).

I need to haveEnd of the deletion an intuitive and modern editing experience.
I need to collaborate with co-workers in real-time on documents.
I need to Begin of the insertionfind and create work packages that relate to the document I'm working on directly from the document.
I need toEnd of the insertion have AI tools to assist me in text Begin of the insertionediting.End of the insertion Begin of the deletion editing, but also in turning texts into other formats such as work packages.End of the deletion

## Pain

Begin of the insertionTo efficiently collaborateEnd of the insertion Begin of the deletion Organising multi-step workflowsEnd of the deletion with Begin of the insertioncolleagues inEnd of the insertion Begin of the deletion multiple users forEnd of the deletion a Begin of the insertionremote environment it is often necessary to workEnd of the insertion Begin of the deletion document with tools that are not built for this purpose. Additionally, media breaksEnd of the deletion in the Begin of the insertionsame context at the same time. Without live-collaboration, only one person can edit at the same timeEnd of the insertion Begin of the deletion workflowEnd of the deletion and Begin of the insertionthis forms a significant bottleneck to the flowEnd of the insertion Begin of the deletion lackEnd of the deletion of Begin of the insertionideas and conversation. WithoutEnd of the insertion integration with Begin of the insertionproject management objectsEnd of the insertion Begin of the deletion workpackages and other artefacts causes additional work.

A classic example is the file that gets sharedEnd of the deletion via Begin of the insertionmacros, it is necessaryEnd of the insertion Begin of the deletion email, copied and renamed multiple timesEnd of the deletion to Begin of the insertionswitch contextEnd of the insertion Begin of the deletion create new versions. In the end, users have a hard time finding the right version, seeing the historyEnd of the deletion and Begin of the insertionupdate information manually.
Without AI tools integration it is necessary to either forsakeEnd of the insertion Begin of the deletion can't even be sure that they have the exact same content asEnd of the deletion their Begin of the insertionuse or context switch to a different tool/browser tab.End of the insertion Begin of the deletion co-workers.End of the deletion

Begin of the deletion <img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/755740/content">

<br>

Instead it should be something like this

<img class="op-uc-image op-uc-image_inline" src="/api/v3/attachments/755741/content">

<br>

End of the deletion # Business Case

## Reach

Begin of the insertionThis is a prevalentEnd of the insertion Begin of the deletion Everyone has thisEnd of the deletion problem Begin of the insertionespecially in remote work contexts.End of the insertion Begin of the deletion to some extent.End of the deletion

## Impact

On average a I assume a medium impact for users. I think it will have a Begin of the insertionlargeEnd of the insertion Begin of the deletion hugeEnd of the deletion impact for users that need to work Begin of the insertioncollaboratively in a remote context.End of the insertion Begin of the deletion with very long-lived documents with complex work-flows.End of the deletion For other users the impact will be fairly small.

## Confidence

Confidence is Begin of the insertionvery high,End of the insertion Begin of the deletion somewhat low asEnd of the deletion we Begin of the insertionconstantly see theEnd of the insertion Begin of the deletion do not have users with a strongEnd of the deletion need Begin of the insertionfor this in our own work.End of the insertion Begin of the deletion within OpenProject GmbH and have not conducted user research.End of the deletion

## Urgency and Priority

This has high priority as Begin of the insertionwe&#39;re preparingEnd of the insertion Begin of the deletion we need a richer documents implementation as outlined aboveEnd of the deletion to Begin of the insertionintegrateEnd of the insertion Begin of the deletion enable/improve workflowsEnd of the deletion with Begin of the insertionother applications that use BlockNote (suchEnd of the insertion Begin of the deletion documentsEnd of the deletion as Begin of the insertionXwiki and Docs) through OpenProject specific BlockNote extensions.End of the insertion Begin of the deletion input or output.End of the deletion

## Solution

Begin of the insertionAdapt existingEnd of the insertion Begin of the deletion Create a newEnd of the deletion documents Begin of the insertionmodule, adaptEnd of the insertion Begin of the deletion model, making use ofEnd of the deletion the existing Begin of the insertionlive-collaboration features from our hackathons. TheEnd of the insertion Begin of the deletion rich collaboration and workflow features. Additionally theEnd of the deletion editor will be replaced with BlockNote and Begin of the deletion usingEnd of the deletion Yjs/Hocuspocus Begin of the insertionwill be usedEnd of the insertion to get Begin of the insertionlive-collaboration. Additionally we hope to integrate text transformationEnd of the insertion Begin of the deletion real-time collaboration  as well as integratingEnd of the deletion AI Begin of the insertionfeatures in this version.End of the insertion Begin of the deletion features.End of the deletion

## Differentiation

Direct integration into the project management Begin of the insertionsoftware,End of the insertion Begin of the deletion software and workflow oriented featuresEnd of the deletion combined with a modern text editing experience.

# Roadmap

## Version 1

##

#### List of documents (Index)

* Columns for Name, Type, and Last Edited

* Search titles

* Filtered views by Types in left hand menu

* ~~Sort by table columns~~

* _Leave this out of version 1, as Design team wants to do more work to design this in general so it can also be applied to workpackages for example._


#### Clean View (Distraction free)

* In this view the focus is on the text being read/edited and there are very few elements apart from that main content

* Sidebar collapsed so the content is completely centered horizontally

* Default for opening a (collaborative) document

* directly editable

* Only contains

* the main content

* the title (edit in place)

* the type

* active collaborators


#### Detail View

* detail view can be enabled/disabled, it adds further elements to the clean view, for now it will only contain

* Attachments

* Design to extend to other things we add later (Activity, Versions...)

* Collaboration

* Project permissions determine access control to document (no document-level permissions yet)

* **\[Simultaneous editing (via Hocuspocus and YJS)\]**


#### Migration

* _~~**DECISION NEEDED, either**~~**:**_

* Turn existing categories into types, documents into collaborative documents and add files as attachments

* ~~Ignore existing documents, migrating them later into file based documents~~

* _**TASKS:**_

* Test migration to see how well it works

* Design safety feature to ensure data is not lost


#### AI assistance - STRETCH GOAL

* **\[Summarise\] - STRETCH GOAL #**


#### **\[Text to action\]**

* Reference and visualise workpackages (like current macros with ## but also the new / command)

* also transform links to workpackages

* **\[ (Batch) create workpackage from text\]**

* Create a workpackage by typing /wp, then selecting the type, then entering the title and confirming with enter

* If this is done in a list/enumeration, the next item should also start in the workpackage creation flow

* Create a workpackage list by typing /wp-list (eg. like in the Paris Hackathon &#39;list mode&#39;)

* Select a list and create a workpackages from each item in the list, replace item with work package reference

* Reference documents from work packages (eg. with the # approach in CKEditor or the / command in BlockNote)

* _Note: Allowing users to choose the type of workpackage, brings additional challenges because the type may not be valid without certain fields, the subject may be automatically generated. In addition it will not be as smooth to display the status as it is the case of task which has a boolean status (checked / unchecked)_

* _Note:_ _Maybe the /keyword needs to be configurable? This extension could be used outside of OpenProject (OpenDesk, elsewhere) to invoke the OP-specific dropdown._


#### API

* We have an API and need to make sure we don&#39;t break it. The strategy to achieve this will depend on the migration decision

* _Note: The existing API only provides GET for documents, simplifying this significantly._

* How can this work with YJS documents for creates and updates

* _**TASK: we need to research/prototype how we can do this.**_


#### Rename Categories to Types

* _Note: because we&#39;re not introducing Status yet, on the surface this is just a rename - even if we create a larger change and migration underneath._

* As long as we have not migrated the existing documents, it will be necessary to use the type to differentiate between a collaborative blocknote document and the old documents

* ALTERNATIVELY the differentiation could be based on an attribute on the document itself - may make migration easier as well.

* _**NOTE: There is a way to configure Categories, we&#39;ll need to adapt it to Types.**_


<br>

##### _Additional Notes_

_**\[Description\]** denotes a feature that will make people care. The other features are basics that are needed but do not inspire._

_Collaboration is supposed to be the main focus, but we need to carefully decide which features to include to get a great result without taking a very long time to achieve it_

##

## Further versions

### Collaboration

<mention class="mention" data-id="67551" data-type="work_package" data-text="###67551">###67551</mention>

### AI assistance (WIP)

* **\[Text to Task\]**

* Mark some text and let AI create a suitable task (bug, feature) with a good description.

* **\[Summarise\]**

* **\[Transform text according to user instructions\]**

* **\[Translate\]**


### Integrations

<mention class="mention" data-id="67429" data-type="work_package" Begin of the insertiondata-text="###67429">###67429</mention>End of the insertion Begin of the deletion data-text="###67429">###67429</mention> End of the deletion

and

<mention class="mention" data-id="67526" data-type="work_package" data-text="###67526">###67526</mention>

### Workflows (WIP)

Begin of the insertion<mention class="mention" data-id="67590" data-type="work_package" data-text="###67590">###67590</mention>

End of the insertion Begin of the deletion * Types

* Types determine which statuses are available for a document

* Predefine useful types

* Define types based on existing categories

* _**QUESTION: What about statuses here?**_

* Versions


End of the deletion ### **File based documents (WIP)**

<br>

### **Other (WIP)**

* **\[Outline\]**

* Quick filters for Index

* Notes


# Launch and Growth

## Measures

_?_

## Messaging

Edit documents collaboratively in OpenProject.

From text to action

<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><tbody><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Headline</p></th><td class="op-uc-table--cell"><p class="op-uc-p"><br data-cke-filler="true"></p></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">First Paragraph</p></th><td class="op-uc-table--cell"><p class="op-uc-p"><br data-cke-filler="true"></p></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Customer Quote</p></th><td class="op-uc-table--cell"><p class="op-uc-p"><br data-cke-filler="true"></p></td></tr></tbody></table></figure>

## Go to market

?

_How are you planning on getting this into users&#39; hands?_