mirror of https://github.com/zulip/zulip.git
448 lines
18 KiB
Markdown
448 lines
18 KiB
Markdown
# Writing help center articles
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Our goal is for Zulip to have complete, high-quality
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documentation about Zulip's features and how to perform certain tasks, such
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as setting up an organization.
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There are two types of help center documents: articles about specific features,
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and a handful of longer guides. The feature articles serve a few different purposes:
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- Feature discovery, for someone browsing the `/help/` page, and looking at
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the set of articles and guides.
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- Public documentation of our feature set, for someone googling "can zulip do ..."
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- Quick responses to support questions; if someone emails a Zulip admin
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asking "How do I change my name?", they can reply with a link to the doc.
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- Feature explanations for new Zulip users and admins, especially for
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organization settings.
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Zulip help center documentation is available under `/help/` on any Zulip server;
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(e.g. <https://zulip.com/help/> or `http://localhost:9991/help/` in
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the Zulip development environment). The help center documentation is not hosted
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on ReadTheDocs, since Zulip supports running a server completely disconnected
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from the Internet, and we'd like the documentation to be available in that
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environment.
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The source for help center documentation is the Markdown files under
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`help/` in the [main Zulip server repository](https://github.com/zulip/zulip).
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The file `foo.md` is automatically rendered by the `render_markdown_path`
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function in `zerver/templatetags/app_filters.py` when the user accesses a URL
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of the form `/help/foo`; with special cases for `/help/` going to `index.md`
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and `/help/unknown_article` going to `missing.md` (with a 404 response).
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Images are usually linked from `static/images/help/`.
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This means that you can contribute to the Zulip help center documentation
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by just adding to or editing the collection of Markdown files under
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`help/...`. If you have the Zulip development environment set up, you simply
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need to reload your browser on `http://localhost:9991/help/foo` to see the
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latest version of `foo.md` rendered.
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This system is designed to make writing and maintaining such documentation
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highly efficient. We link to the docs extensively from the landing pages and
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in-product, so it's important to keep the docs up to date.
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## Guide to writing help center articles
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Writing documentation is a different form of writing than most people have
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experience with.
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### Getting started
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There are over 100 feature articles and longer guides in the
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[Zulip help center](https://zulip.com/help/), so make the most of
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the current documentation as a resource and guide as you begin.
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- Use the list on [Zulip help center home](https://zulip.com/help/)
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to find the section of the docs (e.g. Preferences, Sending
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messages, Reading messages, etc.) that relates to the new feature
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you're documenting.
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- Read through the existing articles in that section and pay attention
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to the [writing style](#writing-style) used, as well as any
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[Markdown features](#markdown-features) used to enhance the
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readability of the documentation.
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- Should the feature you're documenting be added or merged into an
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existing article?
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- If so, you can locate that article in `help/` and start working
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on updating it with content about the new feature.
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- If not, choose an existing article to use as a template for your
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new article and make a list of which articles (or guides) would be
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good to link to in your new feature documentation.
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Remember that real estate in the left sidebar is somewhat precious.
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Minor features should rarely get their own article, and should instead
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be merged into the existing help center documentation where appropriate.
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If you are unsure about how and where to document the feature, you
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can always ask in
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[#documentation](https://chat.zulip.org/#narrow/stream/19-documentation)
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on the [Zulip community server](https://zulip.com/development-community/).
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### Updating an existing article
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If the new feature you're documenting is a refinement on,
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or related to, a feature that already has a dedicated help center
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article, the information will be more useful and discoverable for
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users as an addition to the existing article.
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Here are some things to keep in mind when expanding and updating
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existing help center articles:
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- Maintain the format and [writing style](#writing-style) of the
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current article.
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- Review the [Markdown features](#markdown-features) available and
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pay attention to the ones already utilized in the article.
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- Think about where inline links to other help center documentation
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would be appropriate in the description of the feature. For example,
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your new feature might relate to general Zulip features like
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[keyboard shortcuts](https://zulip.com/help/keyboard-shortcuts)
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or [channels and topics](https://zulip.com/help/streams-and-topics).
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- Make sure there is a **Related articles** section at the end
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of the article that again links to any help center documentation
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mentioned in the text or related to the feature.
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If your updates to the existing article will change the name of the
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markdown file, then see section below on [redirecting an existing
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article](#redirecting-an-existing-article).
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Creating robust and informative help center articles with good links
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will allow users to navigate the help center much more effectively.
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### Adding a new article
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If the feature you're documenting needs a new article, here are some
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things to keep in mind, in addition to the points made above for
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updating existing documentation:
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- Choose an existing article in the related section of the help
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documentation, and copy the format, wording, style, etc. as closely
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as you can.
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- If the feature exists in other team chat products, check out their
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documentation for inspiration.
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- Fewer words is better than more. Many Zulip users have English as a second
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language.
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- Try to put yourself in the shoes of a new Zulip user. What would you want
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to know?
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- Remember to explain the purpose of the feature and give context as well
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as instructions for how to use or enable it.
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- The goal of user-facing documentation is not to be comprehensive. The goal
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is to give the right bits of information for the intended audience.
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An anti-pattern is trying to make up for bad UX by adding help center
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documentation. It's worth remembering that for most articles, almost 100% of
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the users of the feature will never read the article. Instructions for
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filling out forms, interacting with UI widgets (e.g. typeaheads), interacting
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with modals, etc. should never go in the help center documentation.
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In such cases, you may be able to fix the problem by adding text in-app,
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where the user will see it as they are interacting with the feature.
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### Redirecting an existing article
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From time to time, we might want to rename an article in the help
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center, or REST API documentation. This change will break incoming
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links, including links in published Zulip blog posts, links in other
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branches of the repository that haven't been rebased, and more
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importantly links from previous versions of Zulip.
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To fix these broken links, you can easily add a URL redirect in:
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`zerver/lib/url_redirects.py`.
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For help center documentation, once you've renamed the file in your
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branch (e.g., `git mv path/to/foo.md path/to/bar.md`), go to
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`url_redirects.py` and add a new `URLRedirect` to the
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`HELP_DOCUMENTATION_REDIRECTS` list:
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```python
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HELP_DOCUMENTATION_REDIRECTS: List[URLRedirect] = [
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# Add URL redirects for help center documentation here:
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URLRedirect("/help/foo", "/help/bar"),
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...
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```
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Note that you will also need to add redirects when you're deleting
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a help center article and adding its content to an existing article
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as a section. In that case, the new URL will include the new section
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header: `URLRedirect("/help/foo", "/help/bar#new-section-header"),`.
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For REST API documentation, you will either need to rename the file
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as above, or you will need to update the endpoint's `operationId` in
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`zerver/openapi/zulip.yaml`. Then, you would add a new `URLRedirect`
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to the `API_DOCUMENTATION_REDIRECTS` list in `url_redirects.py`.
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You should still check for references to the old URL in your branch
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and replace those with the new URL (e.g., `git grep "/help/foo"`).
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Updating section headers in existing help center articles does not
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require adding a URL redirect, but you will need to update any
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existing links to that article's section in your branch.
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If you have the Zulip development environment set up, you can manually
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test your changes by loading the old URL in your browser (e.g.,
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`http://localhost:9991/help/foo`), and confirming that it redirects to
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the new url (e.g., `http://localhost:9991/help/bar`).
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There is also an automated test in `zerver/tests/test_urls.py` that
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checks all the URL redirects, which you can run from the command line:
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```console
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./tools/test-backend zerver.tests.test_urls.URLRedirectTest
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```
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## Writing style
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Below are some general style and writing conventions that should be used
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as guidance when documenting Zulip's features.
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### User interface
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When you refer to the features in the Zulip UI, you should **bold** the
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feature's name followed by the feature itself (e.g. **Settings** page,
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**Change password** button, **Email** field). No quotation marks should be
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used. Use **bold** for channel names, and quotation marks for topic names.
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Keep in mind that the UI may change — don’t describe it in more detail than
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is needed. In particular:
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- Do not specify what the default configuration is. This might change in the
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future, or may even be different for different types of organizations.
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- Do not list out the options the user is choosing from. Once the user finds the
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right menu in the UI, they'll be able to see the options. In some cases, we
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may describe the options in more detail outside of the instructions block.
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- Never identify or refer to a button by its color. You _can_ describe its
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location.
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- Use screenshots only when it's very difficult to get your point across without
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them.
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### Voice
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Do not use `we` to refer to Zulip or its creators; for example, "Zulip also
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allows ...", rather than "we also allow ...". On the other hand, `you` is ok
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and used liberally.
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### Keyboard shortcuts
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Surround each keyboard key in the shortcut with `<kbd>` HTML element start and
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end tags (e.g., `<kbd>Enter</kbd>` or `<kbd>R</kbd>`).
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For shortcuts with more than one key, add a plus sign (+) surrounded by spaces
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in between the keys (e.g., `<kbd>Ctrl</kbd> + <kbd>K</kbd>`). Any shortcut for
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an arrow key (↑, ↓, ←, →) will also need the `"arrow-key"` CSS class included
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in the `<kbd>` start tag (e.g., ` <kbd class="arrow-key">↑</kbd>`).
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Use the labels one sees on the actual keyboard rather than the letter they
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produce when pressed (e.g. `R` and `Shift` + `R` rather than `r` and `R`).
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For symbols, such as `?` or `@`, that are produced through key combinations that
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change depending on the user's keyboard layout, you should use the symbol as it
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appears on a keyboard instead of any specific combination of keys.
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Use non-Mac keyboard keys; for example `Enter`, instead of `Return`. Zulip will
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automatically translate non-Mac keys to the Mac versions for users with a Mac
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user agent. If you want to confirm that your documentation is rendering Mac keys
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correctly when writing documentation in Windows or Linux, you can temporarily
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change `has_mac_keyboard` in `/web/src/common.ts` to always return `True`.
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Then when you view your documentation changes in the development environment,
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the keyboard shortcuts should be rendered with Mac keys where appropriate.
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If you're adding a tip to an article about a keyboard shortcut, you
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should use the more specific keyboard [tip macro](#tips-and-warnings),
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`!!! keyboard_tip ""`. In general, all keyboard shortcuts should be
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documented on the [keyboard
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shortcuts](https://zulip.com/help/keyboard-shortcuts) help center
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article.
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## Markdown features
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Zulip's Markdown processor allows you to include several special features in
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your documentation to help improve its readability:
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- Since raw HTML is supported in Markdown, you can include arbitrary
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HTML/CSS in your documentation as needed.
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- Code blocks allow you to highlight syntax, similar to
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[Zulip's own Markdown](https://zulip.com/help/format-your-message-using-markdown).
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- Anchor tags can be used to link to headers in other documents.
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- [Images](#images) of Zulip UI can be added to documentation, if needed.
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- Inline [icons](#icons) are used to refer to features in the Zulip UI.
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- Utilize [macros](#macros) to limit repeated content in the documentation.
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- Create special highlight warning blocks using
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[tips and warnings](#tips-and-warnings).
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- Format instructions with tabs using
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[Markdown tab switcher](#tab-switcher).
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### Images
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Images and screenshots should be included in help center documentation
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only if they will help guide the user in how to do something (e.g. if
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the image will make it much clearer which element on the page the user
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should interact with). For instance, an image of an element should
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not be included if the element the user needs to interact with is the
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only thing on the page, but images can be included to show the end
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result of an interaction with the UI.
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Using too many screenshots creates maintainability problems (we have
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to update them every time the UI is changed) and also can make the
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instructions for something simple look long and complicated.
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When taking screenshots, the image should never include the whole
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Zulip browser window in a screenshot; instead, it should only show
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relevant parts of the app. In addition, the screenshot should always
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come _after_ the text that describes it, never before.
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Images are often a part of a numbered step and must be indented four
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spaces to be formatted correctly.
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### Icons
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You can refer to features in the Zulip UI by referencing their names
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and their [FontAwesome](https://fontawesome.com/v4.7.0/) (version 4.7.0) text
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icons within parentheses. **Note:** We have completed migrating away from older
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base class `icon-vector` and have dropped support for it. We now only support
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icons from [FontAwesome](https://fontawesome.com/v4.7.0/) (version 4.7.0) which
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make use of `fa` as a base class.
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- **cog** (<i class="fa fa-cog"></i>) icon:
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`**cog** (<i class="fa fa-cog"></i>) icon`
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- **down chevron** (<i class="fa fa-chevron-down"></i>) icon:
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`**down chevron** (<i class="fa fa-chevron-down"></i>) icon`
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- **eye** (<i class="fa fa-eye"></i>) icon:
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`**eye** (<i class="fa fa-eye"></i>) icon`
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- **file** (<i class="fa fa-file-code-o"></i>) icon:
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`**file** (<i class="fa fa-file-code-o"></i>) icon`
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- **filled star** (<i class="fa fa-star"></i>) icon:
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`**filled star** (<i class="fa fa-star"></i>) icon`
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- **formatting** (<i class="fa fa-font"></i>) icon:
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`**formatting** (<i class="fa fa-font"></i>) icon`
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- **menu** (<i class="fa fa-bars"></i>) icon:
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`**menu** (<i class="fa fa-bars"></i>) icon`
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- **verflow** ( <i class="fa fa-ellipsis-v"></i> ) icon:
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`**overflow** ( <i class="fa fa-ellipsis-v"></i> ) icon`
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- **paperclip** (<i class="fa fa-paperclip"></i>) icon:
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`**paperclip** (<i class="fa fa-paperclip"></i>) icon`
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- **pencil** (<i class="fa fa-pencil"></i>) icon:
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`**pencil** (<i class="fa fa-pencil"></i>) icon`
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- **pencil and paper** (<i class="fa fa-pencil-square-o"></i>) icon:
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`**pencil and paper** (<i class="fa fa-pencil-square-o"></i>) icon`
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- **plus** (<i class="fa fa-plus"></i>) icon:
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`**plus** (<i class="fa fa-plus"></i>) icon`
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- **smiley face** (<i class="fa fa-smile-o"></i>) icon:
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`**smiley face** (<i class="fa fa-smile-o"></i>) icon`
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- **star** (<i class="fa fa-star-o"></i>) icon:
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`**star** (<i class="fa fa-star-o"></i>) icon`
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- **trash** (<i class="fa fa-trash-o"></i>) icon:
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`**trash** (<i class="fa fa-trash-o"></i>) icon`
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- **video-camera** (<i class="fa fa-video-camera"></i>) icon:
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`**video-camera** (<i class="fa fa-video-camera"></i>) icon`
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- **x** (<i class="fa fa-times"></i>) icon:
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`**x** (<i class="fa fa-times"></i>) icon`
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### Macros
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**Macros** are elements in the format of `{!macro.md!}` that insert common
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phrases and steps at the location of the macros. Macros help eliminate
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repeated content in our documentation.
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The source for macros is the Markdown files under `help/include` in the
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[main Zulip server repository](https://github.com/zulip/zulip).
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- **Administrator only feature** `{!admin-only.md!}`: Notes that the feature
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is only available to organization administrators.
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- **Message actions** `{!message-actions.md!}`: First step to navigating to
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the on-hover message actions.
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- **Message actions menu** `{!message-actions-menu.md!}`: Navigate to the
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message actions menu.
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- **Save changes** `{!save-changes.md!}`: Save changes after modifying
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organization settings.
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- **Channel actions** `{!channel-actions.md!}`: Navigate to the channel actions
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menu from the left sidebar.
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- **Start composing** `{!start-composing.md!}`: Open the compose box.
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### Tips and warnings
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A **tip** is any suggestion for the user that is not part of the main set of
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instructions. For instance, it may address a common problem users may
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encounter while following the instructions, or point to an option for power
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users.
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```md
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!!! tip ""
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If you've forgotten your password, see the
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[Change your password](/help/change-your-password) page for
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instructions on how to reset it.
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```
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A **keyboard tip** is a note for users to let them know that the same action
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can also be accomplished via a [keyboard shortcut](#keyboard-shortcuts).
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```md
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!!! keyboard_tip ""
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Use <kbd>D</kbd> to bring up your list of drafts.
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```
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A **warning** is a note on what happens when there is some kind of problem.
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Tips are more common than warnings.
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```md
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!!! warn ""
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**Note:** If you attempt to input a nonexistent channel name, an error
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message will appear.
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```
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All tips/warnings should appear inside tip/warning blocks. There
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should be only one tip/warning inside each block, and they usually
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should be formatted as a continuation of a numbered step.
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### Tab switcher
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Our Markdown processor supports easily creating a tab switcher widget
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design to easily show the instructions for different
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[platforms](https://zulip.com/help/logging-out) in help center articles,
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languages in API docs, etc. To create a tab switcher, write:
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```md
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{start_tabs}
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{tab|desktop-web}
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# First tab's content
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{tab|ios}
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# Second tab's content
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{tab|android}
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# Third tab's content
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{end_tabs}
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```
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The tab identifiers (e.g. `desktop-web` above) and their mappings to
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the tabs' labels are declared in
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[zerver/lib/markdown/tabbed_sections.py][tabbed-sections-code].
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[tabbed-sections-code]: https://github.com/zulip/zulip/blob/main/zerver/lib/markdown/tabbed_sections.py
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This widget can also be used just to create a nice box around a set of
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instructions
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([example](https://zulip.com/help/deactivate-your-account)) by
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only declaring a single tab.
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