PROPOSAL: An Audit Tool for Learn

As Learn grows, the need for maintaining content in step with WordPress releases also grows. We would like to implement a content audit tool. This will keep the tasks of auditing and then revising content much more manageable.

The Training Team has sought a content audit tool for a number of years. Many of the same requests are still wanted.

With the current workflow of Learn, we’ve revised the list of what would help keep content up to date.

The current workflow:

We are using Edit Flow, which may still be the solution with some enhancements or additional features. Our general content revision process has looked like this:

  • Many users with Editor user role permission to have login-access to content on Learn. 
  • When WordPress has an update, and when the team has the capacity, contributors will manually review each piece of content on the site.
  • Users check a series of Edit Flow Custom MetaMeta Meta is a term that refers to the inside workings of a group. For us, this is the team that works on internal WordPress sites like WordCamp Central and Make WordPress. Fields to indicate what needs to be updated and another unchecks the box when it is done 
  • Users cannot view all posts that have the same checkmark ticked (like the functionality of viewing all posts with the same tag). 
  • Custom meta is related to the entire post, not noting specific elements such as several screenshots
  • Users with Editor access for auditing have created their own content, not following the lesson plan templates, and published. The team process is to use a template for the content and undergo several reviews before publishing. 
  • Due to the complexity of this process, the team has not made much progress in staying current with feature changes.

Proposed workflow:

  • More specific uses of user permissions, per
  • Each screenshot, video, and article could have a taxonomyTaxonomy A taxonomy is a way to group things together. In WordPress, some common taxonomies are category, link, tag, or post format. indicating
    • The version of WordPress
    • Option of the user interface (show all posts that have the blockBlock Block is the abstract term used to describe units of markup that, composed together, form the content or layout of a webpage using the WordPress editor. The idea combines concepts of what in the past may have achieved with shortcodes, custom HTML, and embed discovery into a single consistent API and user experience. selector, or some part of the admin dashboard)
    • A way to note if the outdated content is preserved for historical purposes (not to be updated)
    • Taxonomy would be viewable like tags, allowing an editor to see a listing of all content types of that notation
    • Apply this taxonomy to lessons, workshops, and courses
  • A checklist before publishing that indicates various stages of review and can be modified by admins in an ongoing way without coding
    • Pending Review
    • Spelling/grammar review
    • Technical review
    • SEO review
    • Require that posts are approved by users in a specific role (editors can review updates, admins can review new content to be published)
    • The ability to assign a lesson plan to a “Content Owner” who is different than the author. It can help identify who is currently responsible for that lesson plan.
  • An expiration date. Any content that should be reviewed on a regular basis can have an expiration date that will provide automatic reminders that eyeballs are needed on that content piece. In the Content Audit pluginPlugin A plugin is a piece of software containing a group of functions that can be added to a WordPress website. They can extend functionality or add new features to your WordPress websites. WordPress plugins are written in the PHP programming language and integrate seamlessly with WordPress. These can be free in the Plugin Directory or can be cost-based plugin from a third-party this can also include email reminders being sent to the Content Owner. It also displays messages on the front end for logged-in users with the proper permissions.
  • Columns are added to the All Posts screen that indicates the Content Owner, Content Status, Notes, and Expiration date. This makes for a very quick overview that contributors could use to identify the highest priority (or low-hanging fruit) from the list of things to be done. Use the review status in the Learn admin dashboard to show stats of lessons needing review, flagged for updates, at various stages of completion.
  • Nice to have
    • Require featured imageFeatured image A featured image is the main image used on your blog archive page and is pulled when the post or page is shared on social media. The image can be used to display in widget areas on your site or in a summary list of posts. (and how to set a featured image on lesson plans)
    • Require ALT Text descriptions
    • Check for any broken and external links (outside The community site where WordPress code is created and shared by the users. This is where you can download the source code for WordPress core, plugins and themes as well as the central location for community conversations and organization.
    • An SEO plugin that will assist with the tone of voice and complexity of reading

Those who have done considerable content auditing, what tools or features have you used? What would make a tool like this easier to implement across several WordPress teams?

A big thank you to @juliekuehl (original audit request), @azhiyadev, and @evarlese for helping to write this proposal.

Leave your ideas below!