View source for Retirement of the IHE FTP Site

This page is a spot to gather notes regarding actions needed due to the retirement of the IHE FTP site.   Anyone can contribute here.


== Documentation Conventions in IHE TFs ==

These are draft notes (Lynn).

* In ITI TF 2x, we have Appendix W "Implementation Material", which is intended to point to the common place where IHE Tech Committees store non-normative TF artifacts like exa mples, WSDL, schema, etc.   It is now updated to read:
** Implementation material for some ITI profiles can be found on the IHE Google Drive under [https://drive.google.com/open?id=10U98_DorbSWDmfqbCuTjlqYWnrU77dPr IHE Documents > TF_Implementation_Material > ITI].  Implementation material is non-normative and includes schema, examples, WSDL, and more. 
** Note the use of the term "IHE Google Drive", which replaces "IHE FTP Site"
** Note the convention for representing folders and sub-folders in Google Drive.  The greater-than ">" symbol is used between folders.  This is how subfolders are represented in Google Drive.
** Note that hyperlinks in Google Drive are long and ugly.   Fortunately the link remains the same if the document is updated in Google Drive.   In TF documentation, it seems preferable not to put the entire (ugly) link directly into TF documentation text.  Instead, put a file or folder name into the text, then highlight it and create a hyperlink to the file or folder.

== Tips for managing CPs in Google Drive ==

Some domains may choose to use Google Drive as a repository to manage their Change Proposals.  

Refer to this existing wiki page:  https://wiki.ihe.net/index.php/Category:CPs (which will need some updates due to FTP site retirement).

These notes offer additional thoughts as we move off the IHE FTP site.

<b><u>COMMON CP PROCESS USING THE IHE FTP SITE</u></b> 

When a domain used the IHE FTP site was used for CP management, the process typically included:

* Maintaining a tracking spreadsheet for CP status.  In recent years, some domains have moved to a Google Spreadsheet for this purpose, e.g.,
** [https://docs.google.com/spreadsheets/d/1TmSwnn4AIiXqFLc_AtzP0dNd9LUWnA-ZcCjBMKpLzp4/edit?usp=sharing RAD CP tracking spreadsheet]
** [https://docs.google.com/spreadsheets/d/1Ydk2M28J8Zc2bAEtA1_kqFKN0DrWOOKBh3FI7ylfjLU/edit?usp=sharing QRPH CP tracking spreadsheet]
** [https://docs.google.com/spreadsheets/d/1gdr_Y8xZBvbb326J4z67cqprxOexFgtkPj_VlD3rB9E/edit?usp=sharing ITI CP tracking spreadsheet]
* Maintaining CPs as Word documents in directories/folders according to CP status (e.g. Assigned, Cancelled, Final Text...), e.g.,
** RAD:  [ftp://ftp.ihe.net/Radiology/TF_Maintenance/ on the IHE FTP site] and the equivalent on [https://drive.google.com/drive/folders/19w-bZRhmgs21Vj5x8wlwQL0m1UPePAeR in IHE Documents on Google Drive]
** QPRH: [ftp://ftp.ihe.net/Quality/TF_Maintenance/CPs/ on the IHE FTP site] and the equivalent on [https://drive.google.com/drive/folders/1o3e1zwQYMHkOh-Cn8lUD6CiePXAxNb6U in IHE Documents on Google Drive]
** ITI: [ftp://ftp.ihe.net/IT_Infrastructure/TF_Maintenance/CPs/ on the IHE FTP site] and the equivalent on [https://drive.google.com/drive/folders/1T-dXZIJDgWvwKwQsui0H5bmvkmmo0rX3 in IHE Documents on Google Drive]
* In the above directories, when a CP was in the 'Assigned' state, if that CP went through multiple iterations/edits, each new 'version' of the CP was stored as a separate Word file, with an incremented suffix, eg. CP-RAD-555-00.docx, CP-RAD-555-01.docx, etc
* By convention, CPs used bold-underline, bold-strikethrough and editor boxes to specify how a published document would be changed by a CP.
** See:  https://wiki.ihe.net/index.php/Category:CPs#Editing_Change_Proposals
** Current CP template: [ftp://ftp.ihe.net/DocumentPublication/DocumentTemplates/Change%20Proposal/ on the IHE FTP site] and [https://drive.google.com/drive/folders/13u1filrxIp6iKwEwYSdK6jBxYzgQGnbd on Google Drive]

<b><u>CONSIDERATIONS FOR USING GOOGLE DRIVE FOR CP MANAGEMENT</u></b> 

To preface this next section, it is important to consider the '''end game'''; that is, a CP contains instructions for modifying an '''existing MS-Word document''' that is a Final Text Volume or TI Supplement.   These Word documents are the output of Technical Committees, with final modifications made by Mary prior to her converting it to PDF for publication.    The "integrity" of those Word documents must be maintained during all steps of the editing and publication process, including Word styles, header/footer info, tables, figures, and more.

Here is a '''key difference''' between the FTP site and Google Drive:

* '''Managing MS-Word (.docx) files'''
** On the FTP site, if you ''upload'' a .docx file, then ''download'' it later, you have the same document.
** Google Drive can operate in a similar way (ie as a file repository) for ''upload'':  If you have a local .docx file, then in Google Drive choose '''+ New''' then '''File upload''', you can store a .docx file in Google Drive (similar to an FTP site upload).   In Google Drive, the file will have a .docx extension (same filename as your local file) and a blue '''W''' icon in front.
** Google Drive can also operate in a similar way for ''download'':  In Google Drive,  double-click on a filename, and then select the blue '''Download''' button (or select a .docx file, then right-click, and select 'Download' from the pop-up menu).  You will now have a local copy of the .docx file, unchanged from the uploaded version (ie the"integrity" is maintained).
** <b><i>***However***</i></b>, in addition to ''downloading'' an uploaded .docx file, Google Drive allows you to open the file in Google Docs by double-clicking on a filename, and then selecting '''Open with''' and '''Google docs'''.
*** Note that 'older' files with a .doc extension (vs .docx) cannot be opened as a Google Doc.  The file must be converted to .docx first.
*** ''To be completed:   Experiment by Lynn -- when you open a .docx in Google Docs, then make an edit (if you have permissions), that edit is maintained without converting the file to Google Docs.  I did not think this was the case previously.
*** '' Lynn's comment -- it seems that the answer is to keep "View" as the default permission to CP documents, which would force a person to download a local copy in order to make an edit.  What would be ideal, I think, it to have folder-level permissions.... ideally view-only for any file in the folder.  Ideally, anyone would be able to "upload" a new file into the folder.

== Google Drive Search Tips ==
Tips for searching for files in Google Drive can be found [[https://support.google.com/drive/answer/2375114?co=GENIE.Platform%3DDesktop&hl=en here]]

===Search within documents in Google Drive for links to the ftp site===
If you want to search inside current published Technical Framework documents in Google Drive for links to the ftp site (so they can be replaced with the new links to Google Drive), follow these instructions:
*Navigate to IHE Documents->Document Publication->Current Published
#Select the applicable Domain name folder
#Select the down arrow in Domain name folder in the breadcrumb trail at top of window
[[Image:SearchGoogleDriveDocs1.png|600px]]
*Select ''Search'' within <domain name folder>
*In the Search in Drive bar at the top of the window, select the down arrow to open the search options dialog
*Enter the search parameters, ''Has the words ftp.ihe'' (everything else can be left as is)
[[Image:SearchGoogleDriveDocs2.png|800px]]
*Click ''Search''

== How to capture links in Google Drive ==

If you want to capture a hyperlink to a file or to a folder in Google drive:

* Navigate in Google Drive until the file or folder you want is displayed.
* With your mouse hovering over the file/folder name, right-click and select "Get sharable link".   You will see the link displayed, and you can copy/paste it as the hyperlink to a file or folder that you are referencing in your TF document.
 
== Searching for links to the FTP site on Wiki pages ==
There is a way to search for external links on wiki pages. Go to the [https://wiki.ihe.net/index.php/Special:LinkSearch External Links Search] page.

# In the ''Search Pattern'' text field, enter the external link you are searching for.
# In the ''Namespace'' text field, select All.
Examples:
*<nowiki>ftp://ftp.ihe.net/</nowiki> - this search yields thousands of results.
*Refine your search to yield specific results you may be interested in. For example: 
**''<nowiki>ftp://ftp.ihe.net/DocumentPublication</nowiki>''  yields 66 results
**''<nowiki>ftp://ftp.ihe.net/Radiology</nowiki>'' yields 269 results with many being links contained in meeting minutes.
Below is an image showing example search results:

[[File:Wiki External Link Search Example.jpg|900px]]

==Tips and Cautions for working in Google Drive==
===Cautions===
# If moving files from one parent folder to another, note that Google Drive does not currently have a progress bar, any warning or indication that the files are not finished moving. So, do not delete the files from the original folder until you have verified that they have indeed been moved to the new folder.
===Tips===

====Add a description to a folder or file====
Adding a description can improve the search process and differentiate the folder or file from another with a similar subject. 
*Method 1
#click once on the document making sure the i in the panel is selected and a preview menu will display on the right hand side
#Make sure ‘Details’ is selected and when you scroll down you will see ‘Add a description’
#Click on the pencil icon and a description
*Method 2:
#Right clicking on the file
#Click preview in the menu and then click the i which will bring up the details in the right hand column
#Then simply click the pencil and add your description.

When you search for this file in Drive, Google will use any descriptions you have added to narrow down the search

== Additional  References ==
*As a replacement to the ftp site, this [https://docs.google.com/document/d/1alnyZ4hS41fb7sBzPK808YfPxcpdY0wbR_zsyye5zW8/edit?ts=5eac3b58 Google document] discusses two options IHE has identified and set up for document storage. Domains are invited to use one or both of these options.