DIG AsciiDoc Style Guide

As of the 3.6 release of Evergreen, we are using Antora as a new "framework" for the Evergreen docs. Antora requires some changes to the directory structure, and it reveals some AsciiDoc syntax errors (since it uses the more strict AsciiDoctor for converting to HTML).

In addition, DIG recommends the following changes.

This simply means adding this AsciiDoc line near the top of each .adoc file. The toc designation should go on the 2nd line of your file, just below the top header. (The old system added this during the HTML build process.)

= Heading =
:toc:

The basic reasons are:

• It's hard to remember which character means which level heading
• It's hard to maintain the correct number of characters (must match length of heading line)
• Prefix/suffix style solves these problems, and is more readable in text format than prefix-only style

Example: Change this

Heading 1
---------

To this

== Heading 1 ==

Here's a Python script that could help with the conversion (only adds prefix; we'd need to modify it to add the suffix):

• https://github.com/JanusGraph/janusgraph/pull/115/commits/dc67ce73c08e79fa65b30bc8280861056070c573

Antora requires a new cross-reference structure. All existing cross references were converted via script, but new docs will need to indicate cross references in this manner:

xref:reports:reporter_folder.adoc#reporter_creating_folders[Creating Folders]

The above breaks down as follows:

• xref - indicates a cross reference
• reports - indicates the folder in the docs/modules/ directory
• reporter_folder.adoc - indicates the specific file being referenced
• reporter_creating_folders - indicates the subheading or anchor being linked to within the file
• [Creating Folders] - the link text that is displayed

For historical purposes, the old xref syntax is below

The below is an example of the now-deprecated cross reference style. DO NOT USE THIS!

<<reporter_creating_folders,Creating Folders>>

• Avoid changing section titles. These are used to auto-generate anchor tags which are often used for links. Change with care, and check for links in other docs.
• Always review changes before committing to main (and check the updated web page the next day to make sure it worked right).
• Always use spell-check on new content (including when porting old docs into main).
• AsciiDoc code lines should be 80 characters long or shorter. (Occasionally, exceptions are necessary for correct syntax.)
• Screenshots should be smaller than 1050 pixels wide (when possible).
• Rather than recreating documentation text in multiple adoc files, instead link directly to the main adoc for the feature.

• Headers should be in title case (i.e. capitalize important words)
• As noted above, the preferred Header format is the Header Prefix Suffix format.
• Start all pages with Title 0, followed by :toc:

To prevent breaking internal links:

1. Any time we edit a section heading (even fixing a typo), first check the HTML of the docs for the autogenerated anchor name. (This will be in an <a id=""> tag, just inside the "<h2>" tag, or "<h3>", etc. Example anchor name: "_shelving_location_groups")
2. Search the docs code for that exact anchor name to find any references. (These will look like "<>".)
3. Update the section heading and any references you found (it's okay to guess at the new anchor name; the docs committer can double-check this after it's published).
4. NOTE: This may change the docs page URL, which would break external links and bookmarks. To prevent this, ask the DIG email list how they handle redirecting pages that move.

Header Prefix Syntax

= Header Level 0 =
== Header Level 1 ==
=== Header Level 2 ===
==== Header Level 3 ====
===== Header Level 4 =====

Header Underline Syntax

As noted above, we are no longer using the header underline syntax as of the 3.6 documentation due to the Antora move.

• Actions that leave the page should be in *bold* (buttons, navigation [links, tabs, menu trails])
• Field names (and other special terms) may be in _italics_ for clarity, at the author's discretion
• A sequence of actions should have this arrow -> between them
  • Example: Click Administration -> Local Administration -> Library Settings Editor
• Names for keyboard keys should be in all caps (e.g. "Press CTRL-TAB to switch browser tabs…")
• Numbered list items should simply start with ". " (e.g. ". Text Goes Here"), instead of "1. ", etc.
  • This allows AsciiDoc to auto-number the items as needed.
• Ampersands should be left as is (&). Don't use an HTML entity (which ironically causes errors in our HTML generator).
  • If an ampersand appears in the staff client or OPAC use the ampersand in the documentation. In all other cases use the word 'and' instead of an ampersand.
• Any code and command line commands should be marked as +code+ or `code`
  • If the code or command is hard to read when included in the paragraph, consider using a code block:

.Optional Title
[source,perl]
----
# This is a *source* block
print "Hello world!";
----

• Use consistent action words
  • Enter a value into the text box
  • Check or Uncheck the check box if the situation applies
  • Choose or Select an option from the drop down menu
  • Select the button, tab or menu -> menu2 -> menu3
  • Right-click to show the *Actions* menu
• Location words should use hyphens
  • On the top-right of the page
• Use clear, standard terms
  • Public catalog, staff catalog or catalog (not TPAC or OPAC)
• Use words that match the wording in the module you are describing
  • Example: The "MARC Batch Import/Export" interface is also sometimes labeled "Evergreen MARC File Upload". Both of these names are equally appropriate within the documentation. However, this interface is commonly called "Vandelay" throughout the code. Since the name "Vandelay" is not used in the staff client interface, it should be avoided in the documentation.
• Add after each required field description: "This field is required."
  • (Or is it nicer to have a summary of required fields in a note at the end of the form?)

• Menu Bar: The green bar at the top of the Web Client (includes dropdowns for Search, Circulation, Cataloging, etc.)
• Table Action Bar or Grid Function Row: The row just above most grid/tables in the web client (includes table title on the left, and dropdowns on the right for Actions, paging, and column settings)
• See the Glossary for preferred versions of Evergreen terms. Here are some common examples:
  • Library Setting (instead of "org unit setting" or "yaous")
  • Library or Organizational Unit (instead of "org unit")

• Internal Links (i.e. cross references) have two parts
  • ANCHOR (must be unique throughout the docs):
    • Syntax: [[section_id]] (on its own line)
    • Example:
      • Heading of "Creating Folders" in the Reports documentation could be named reporter_creating_folders
      • CAUTION: If you define an anchor that already exists, it will cause errors while building the HTML pages. If there are two sections with the same name, give them more specific names, like create_a_provider_details.
  • LINK
    • Syntax: xref:module:filename.adoc#section_id[caption] (can be inline)
    • Example:
      • Read about xref:reports:reporter_folder.adoc#reporter_creating_folders[Creating Folders] for more details.
• Add terms to the index
  • Syntax: indexterm:[<primary>,<secondary>,<tertiary>]
  • Example: indexterm:[Tigers,Big cats]
  • http://www.methods.co.nz/asciidoc/asciidoc.html#_indexes

When you want to document why a particular feature might be used, it's helpful to put that in an Asciidoc "sidebar" (though it often is displayed as a callout block). Syntax:

Use Case
************************************************
This feature is useful in cases where
your library wants to catalog books about
tigers and other big cats.
************************************************

• Keep them as small and focused as possible while still giving enough context to make them useful to readers. If a screenshot focuses on a small portion of the screen, then it takes up less space in the docs and is less likely to need updating when future versions of Evergreen modify other parts of the screen.
• Highlight parts of the screen using a border or arrow, when it seems helpful.
• Don't add a border or shadow to the screenshot image. That can be done globally to all screenshots in the docs via CSS, if we want it.
• When replacing a screenshot, if the intention of the image isn't changing, then create a new image with the same file name as the old image. However, if you are essentially removing a screenshot and adding a different one (with a different focus or purpose), it is better to use a different file name (and update the reference to it in the docs!), and probably to change the related text in the documentation also.
• Image syntax: image::images/ascii_doc_name/imagename.png[alt text]. Example for an image in the Cloning Shared Templates documentation: image::images/reporter_cloning_shared_templates/clone-report-template-3.png[Clone Selected Template].
• Starting with version 3.8 screenshots should be put into folders with the same name as the page the images appear on. For example, if your page is circulation_policies.adoc in the admin folder the image folder would be called circulation_policies and would be in admin -> assets -> images -> circulation_policies.
• Alt text: Please remember to include alt text in the image syntax for descriptive and accessibility reasons.
• Screen shots can be from any installation of Evergreen, as long as it does not contain any personal identifiable information, and is based on stock Evergreen.

• AsciiDoc lists (numbered or bulleted) need to be preceded by a blank line. If not, they will be absorbed into the previous paragraph of text, like this:
  • Here's a list: . Item 1 . Item 2 . Item 3
• Callouts should be formatted as <1> and not as <––! <1> ––>
• Images, text blocks, or code blocks that are part of a numbered lists need to have a + preceding and following the image or block so the numbering continues in the correct order. See example below.

To edit a Receipt:
 
. Select *Administration -> Workstation -> Print Templates*.
. Choose the Receipt in the drop down list.
. If you are using Hatch, you can choose different printers for different types
  of receipts with the Force Content field. If not, leave that field blank.
  Printer Settings can be set at *Administration -> Workstation -> Printer
  Settings*.
+    
image::media/receipt1.png[select checkout]
+
. Make edits to the Receipt on the right hand side.

Note how this preserves the numbering:

• Consider incorporating ideas from The Book of Evergreen: Style Guide

This introduction to writing accessible documents for Evergreen covers the basics. This guide is not exhaustive. Use the resources available at the end of this document to continue learning more. Remember, accessibility is an ongoing process. As you continue to learn, take time to bring the new information into your regular work and workflows!

The document has four sections: a quick action summary, more details on accessibility, a checklist for reviewing docs, and resources.

• Keep your writing simple and direct.
• Use consistent language and terms across sections and pages.
• Use bullet points and section header formats to create smaller chunks of content.
• Use descriptive text when creating links, instead of phrases like ‘click here’.
• Add alternative text to your images.
• Put important information first.

Make sure that your content is clear and understandable for a wide range of people. Use plain language when writing to make it easier for people to understand your message. Plain language helps people with disabilities, novices, and people who are not fluent. Avoid using technical words or phrases that need shared cultural knowledge or inside jokes. If you do use complex words, provide more context or definitions.

Write your instructions using the names and words users will see in the interface you are describing. When possible, make sure that the words match section to section. See the Wording and Standard Terminology sections for preferred terminology.

Break your content into smaller pieces when you need to share a lot of information. Use bulleted lists and small labeled sections. This helps people focus on the most important pieces of information. Label the sections using headings to make the document easier to navigate. See the Headers section for how to format sections headings

Each page should have a single level one heading. Additional headings should be nested in a logical order and not skip levels. A good guideline when considering headings is to treat them like a document outline.

• Heading Level 1
  • Heading Level 2
    • Heading level 3
      • Heading level 4
    • Heading Level 3
  • Heading Level 2
  • Heading Level 2
    • Heading Level 3

Use descriptive text to make it easier for folks to understand where the URL will take them. Do not use “click here” or “read more” as the text for links. In the example, “See Viewing Report Output for more information,” the words “viewing report output” should be the linked text.

Include images and screenshots to aid with understanding. Avoid excessive use of images. Too many images can be distracting when people are trying to follow a set of instructions.

Alternative text, also called alt text, is a brief text description of an image. Alt text provides a text alternative for people with disabilities using screen readers. Alt text can also help people with a low bandwidth internet connection.

Alt text descriptions should be brief. There is no standard length for alt text. Typical length suggestions are 125 - 250 characters. The description should include the information you are expecting sighted people to gain from the image. Ask yourself:

• Why is this image here?
• What is the important feature of this image?
• Have I described this image in the text already?

In the example below, the contents of the screen were partially described in the document text. This means that the alt text should focus on the information a sighted user would get from the image, such as the fact that part of the screen has been highlighted.

In the left pane under My Folders a subfolder has been highlighted. In the other pane, the check mark next to a template has been selected.

If the image is part of a larger set with repeated content across multiple steps, then begin your alt text with a note that this is part of a set. Then describe what is unique about this image. This allows you to focus on the essential information instead of repeating information already noted in the first item in the series. For example, > Image 3 of 5 showing Edit Prediction Pattern. MFHD Indicators tab has been selected. The Compression Display Options field is set to can compress or expand. The Caption Evaluation is set as captions verified all levels present. Including information on the set of images also allows screen reader users to skip a known number of images if they do not need the information in those instructions.

This checklist is intended to help you spot signs of common accessibility problems. Answering No to these question may be a sign of an accessibility issue.

• Does the information go from most important information to least specific?
• Have you used plain language where possible?
• Have you defined any technical terms or acronyms the first time they are used?
• Have you broken your content into smaller chunks or lists?
• Does the page have a single title or Heading 1 area, and does it make sense for the page?
• Can the text be understood without the need for insider jokes or knowledge?
• Has alt text been considered for all images and icons?
• Does the alt text have the same information you would expect sighted users to gain from the image?

• WAI WCAG2 Cognitive Accessibility Guidance
• Plain Language Action and Information Network (PLAIN)
• “Click Here” to “Read More”: Why Ambiguous Links are Problematic
• Checklist for Plain Language on the Web

• An alt decision tree
• Best practices for writing good alt text
• How to Write Alt Text and Image Descriptions for the visually impaired