Jira 30 Day Documentation Improvement Plan

Improve documentation usefulness, reduce support friction, and establish a repeatable documentation operating model.

• Reduce time-to-first-success for key user workflows.
• Improve findability and task completion from docs.
• Standardize page quality and ownership across major sections.

• 80% of P0 pages migrated to the standard template.
• 100% of updated P0 pages include troubleshooting and next-step links.
• Top 20 low-result search intents mapped to improved pages.
• Documented owners for all major doc sections.

Description Inventory current docs and classify pages by business impact and support burden.

Tasks

• Export page inventory by section (assessment, processing, review, reporting, settings, tenant, projects, release).
• Label each page P0, P1, or P2.
• Identify top 10 pages linked to support tickets or onboarding blockers.

Acceptance Criteria

• Complete inventory exists with priority labels.
• Top 10 P0 pages are identified and approved.
• Rewrite queue for weeks 2-4 is created.

Description Create one reusable structure for all task-oriented docs.

Tasks

• Define required headings:
  • Purpose
  • When to use
  • Prerequisites
  • Steps
  • Expected result
  • Troubleshooting
  • Related docs
• Add writing standards for tone, step formatting, and link style.

Acceptance Criteria

• Template is documented and published for contributors.
• Review checklist exists and is approved.

Description Assign clear owner and reviewer per section.

Tasks

• Assign owner and backup reviewer for each major section.
• Define review cadence and stale-content SLA.

Acceptance Criteria

• Ownership matrix is complete.
• Monthly review cadence is scheduled.

Description Apply the template to highest-impact docs.

Tasks

• Rewrite each of the top 10 pages using template.
• Add task-first intros and expected outcomes.
• Validate links and remove stale references.

Acceptance Criteria

• 10 P0 pages are rewritten and published.
• All 10 include troubleshooting sections.
• No broken internal links in rewritten pages.

Description Improve actionability with concrete examples.

Tasks

• Add copy/paste examples where appropriate.
• Add common error and recovery callouts.
• Add related links and next-step navigation.

Acceptance Criteria

• Each rewritten page contains at least one practical example.
• Each rewritten page contains at least one recovery path.

Description Provide role-specific entry points.

Tasks

• Create Start Here page for Admin.
• Create Start Here page for Analyst/Operations.
• Create Start Here page for Reviewer/QA.

Acceptance Criteria

• 3 role-based guides are published.
• Each guide has a 5-8 step task path.

Description Reduce wrong-path decisions with quick decision support.

Tasks

• Create 3-5 decision pages (for example: use X vs Y, workflow A vs B).
• Add recommendation tables and branch logic.

Acceptance Criteria

• At least 3 decision guides are published.
• Decision guides are linked from related workflow pages.

Description Address high-friction searches.

Tasks

• Identify top failed or ambiguous searches.
• Add missing keywords and aliases to target pages.
• Add links from landing pages to high-intent tasks.

Acceptance Criteria

• Top 20 weak search intents have improved coverage.
• Search-related support escalations trend down week over week.

Description Validate quality before closeout.

Tasks

• Verify procedure accuracy with SME spot checks.
• Validate heading hierarchy and readability.
• Validate screenshots and examples.

Acceptance Criteria

• QA checklist passed for all rewritten pages.
• Any critical defects are fixed before sign-off.

Description Enable continuous improvement loop.

Tasks

• Add feedback capture design for Yes/No + optional comment.
• Define routing for negative feedback to doc owners.
• Define monthly reporting rollup.

Acceptance Criteria

• Feedback payload spec and routing owner are defined.
• Monthly feedback review meeting is scheduled.

Description Create continuity plan after 30-day sprint.

Tasks

• Rank next doc improvements by impact and effort.
• Identify cross-team dependencies.

Acceptance Criteria

• Follow-on roadmap is published with owners and due dates.

Serve Hugo docs inside the Canopy React application experience without domain switching, so docs feel native to the app shell.

Description Decide integration approach and URL strategy.

Tasks

• Define target route strategy (for example: /docs/* within React app).
• Choose delivery model:
  • Reverse proxy from React host to Hugo static assets.
  • Static asset mount under app public path.
  • Edge/CDN route mapping.
• Define constraints for authentication, deep links, and caching.

Acceptance Criteria

• Architecture decision record is approved.
• Route and URL plan is finalized with no cross-domain redirects.

Description Wire docs delivery into React app hosting path.

Tasks

• Configure app/server routing for /docs/*.
• Ensure Hugo build outputs are deployed under app-owned path.
• Preserve internal Hugo links and assets under new base path.
• Add fallback handling for deep links and refresh behavior.

Acceptance Criteria

• Docs load under same domain and app route namespace.
• Deep links work on direct page load and browser refresh.
• No mixed-content or blocked asset issues.

Description Make docs appear native to Canopy app.

Tasks

• Align header, spacing, and typography with app shell conventions.
• Ensure app navigation can enter and exit docs context cleanly.
• Validate responsive behavior in embedded route context.

Acceptance Criteria

• Docs are visually consistent with app chrome.
• Users can navigate between app and docs without context loss.

Description Apply app auth/session model to docs route where needed.

Tasks

• Define access rules for internal vs public pages.
• Ensure protected docs respect app authentication/session state.

Acceptance Criteria

• Protected docs require app-authenticated access.
• Unauthorized access behavior is defined and tested.

Description Ensure stable deployments and monitoring.

Tasks

• Add build and publish steps for Hugo output into app deployment pipeline.
• Add monitoring for docs route availability and error rates.
• Add rollback plan for docs integration changes.

Acceptance Criteria

• CI/CD pipeline deploys docs with app release or docs-only release.
• Monitoring dashboards and alerts are active.

• documentation
• docs-quality
• docs-discovery
• onboarding
• hugo
• react-integration
• platform

• Milestone 1 (Day 7): Audit complete, template approved, ownership assigned.
• Milestone 2 (Day 14): Top 10 pages rewritten and published.
• Milestone 3 (Day 21): Role guides and decision guides live.
• Milestone 4 (Day 30): QA sign-off, feedback workflow defined, next roadmap published.
• Milestone 5 (Parallel, target Day 30+): Same-domain React integration design approved and implementation started.