Add Docs Entry

Adding Documentation Entries

Add flight-rules-style entries to the "Using PromptGrimoire" guide. Each entry answers a first-person question with actionable steps and Playwright-captured screenshots.

Files You Will Touch

Before Writing: Screenshot Economy

Every screenshot costs build time and reader attention. Before adding a screenshot entry, audit what already exists.

Decision Process

1. Read the existing guide (docs/guides/using-promptgrimoire.md) and list every screenshot that already shows the page or element you want to capture
2. Ask: does an existing screenshot already show this? If the Publish button is on the same Unit Settings page that another entry already screenshots, you don't need a new one — cross-link instead
3. Ask: does the other perspective already exist? If an entry already shows the student Navigator with a Start button, don't re-screenshot it from the student side just because your entry mentions students
4. Only capture when something genuinely new is shown — a UI element, state, or indicator that no existing screenshot covers

When to Use text_only=True Instead

Use text-only when your entry's visual content is already captured elsewhere. Cross-link to the existing screenshot:

def _entry_publish_workflow(guide: Guide) -> None:
    """I want to make my activity visible to students."""
    with guide.step(
        "I want to make my activity visible to students", level=3, text_only=True
    ) as g:
        g.note("Unpublished weeks are invisible to students. ...")
        g.note(
            "See [I've enrolled students. What happens next?]"
            "(#ive-enrolled-students-what-happens-next) "
            "for what the student sees after publishing."
        )

When a New Screenshot IS Justified

• A UI element or indicator that no existing entry shows (e.g. an expansion panel that only appears in certain states)
• A different state of an already-shown page (e.g. the page looks materially different because of a toggle or mode)
• A different user role seeing something role-specific that hasn't been captured (e.g. admin-only controls)

The default is text-only with cross-links. Screenshots are the exception, not the rule.

Entry Function Pattern

Every entry is a standalone function. Name it _entry_<slug>. Choose the right signature based on what the entry needs:

# Text-only (no browser interaction needed)
def _entry_my_topic(guide: Guide) -> None:

# Needs browser (screenshots from current user)
def _entry_my_topic(page: Page, base_url: str, guide: Guide) -> None:

# Needs Unit Settings page
def _entry_my_topic(page: Page, base_url: str, course_url: str, guide: Guide) -> None:

# Needs browser + course URL (for instructor views)
def _entry_my_topic(page: Page, course_url: str, guide: Guide) -> None:

Text-Only Entry (No Screenshots)

def _entry_explanation(guide: Guide) -> None:
    """First-person question or statement — becomes the heading."""
    with guide.step(
        "What does 'Students with no work' mean?", level=3, text_only=True
    ) as g:
        g.note("Explanation paragraph.")
        g.note("**Diagnosis:** What the indicator means.")
        g.note("**Fix:** What to do about it.")

Entry With Screenshots

def _entry_feature(page: Page, base_url: str, guide: Guide) -> None:
    """I want to do the thing."""
    with guide.step("I want to do the thing", level=3) as g:
        g.note("Navigate to the page and do the thing.")

        # Navigate and wait for element
        _authenticate(page, base_url, "instructor@uni.edu")
        page.goto(f"{base_url}/courses")
        page.locator('[data-testid="my-element"]').wait_for(
            state="visible", timeout=10000
        )

        # Capture with highlight on specific test IDs
        g.screenshot(
            "Description of what the screenshot shows",
            highlight=["my-element"],  # data-testid values to highlight
        )

        g.note("Explanation of what happened.")

Key rules:

• guide.step(..., text_only=True) suppresses auto-screenshot on exit
• Without text_only=True, a screenshot auto-captures if you didn't take one explicitly
• highlight=["foo"] draws a red border around [data-testid="foo"] elements
• focus="foo" scrolls to [data-testid="foo"] before capture
• Screenshots are numbered automatically per guide (01, 02, ...)

Multi-User Screenshots

Switch users with _authenticate() to show different perspectives:

def _entry_multi_perspective(
    page: Page, base_url: str, course_url: str, guide: Guide
) -> None:
    """Entry showing both instructor and student views."""
    with guide.step("I want to show both views", level=3) as g:
        # Instructor view
        _authenticate(page, base_url, "instructor@uni.edu")
        page.goto(course_url)
        page.locator('[data-testid="indicator"]').wait_for(
            state="visible", timeout=10000
        )
        g.screenshot(
            "Instructor sees the indicator in Unit Settings",
            highlight=["indicator"],
        )

        g.note("From the student side, this is what they see:")

        # Student view
        _authenticate(page, base_url, "student-demo@test.example.edu.au")
        page.locator('[data-testid^="start-activity-btn"]').first.wait_for(
            state="visible", timeout=10000
        )
        g.screenshot("Student sees Start button on Navigator")

Available test users (seeded by earlier guide scripts):

• instructor@uni.edu — instructor, enrolled in UNIT1234
• student-demo@test.example.edu.au — student, enrolled in UNIT1234
• fresh-student@test.example.edu.au — student with no workspaces yet

To create a new user: seed_user_and_enrol("email", "Display Name") (from promptgrimoire.docs.seed).

Registering Your Entry

1. Add to the runner function

Entries are called from _run_screenshot_sections() or _run_management_sections() at the bottom of using_promptgrimoire.py. Place your entry in the correct domain section:

def _run_management_sections(...) -> None:
    # ...existing sections...
    guide.section("Enrolment")
    _entry_enrol_students(page, course_url, guide)
    _entry_after_enrolment(page, base_url, guide)
    _entry_my_new_entry(page, base_url, guide)  # <-- add here

2. Domain sections (existing)

To add a new domain section: guide.section("New Domain") before the first entry.

3. No CLI changes needed for entries

using-promptgrimoire.md is NOT in _GENERATED_GUIDE_MARKDOWN (in cli/docs.py) — that tuple only lists guides included in PDF generation. The flight-rules guide is generated as part of the docs build but not PDF'd. You only need to touch cli/docs.py if adding an entirely new guide script.

Verification

After adding entries, run:

uv run grimoire docs build

This:

1. Starts NiceGUI with a test database
2. Runs all guide scripts (instructor, student, personal grimoire, using-promptgrimoire) in sequence via Playwright
3. Captures screenshots
4. Generates markdown in docs/guides/
5. Builds the MkDocs site

Check the output:

• docs/guides/using-promptgrimoire.md — your entry text appears under the correct section
• docs/guides/screenshots/ — your screenshots exist (named using-promptgrimoire-NN.png)
• No Playwright timeouts or missing element errors

Entry Style Guide

Headings

First-person questions or statements:

• Happy path: "I want to..." / "How do I..."
• Problem: "Why is..." / "I can't..." / "What does ... mean?"
• Orientation: "How do I know if..."

Body Structure

• Happy path: Context paragraph, screenshot, explanation, cross-link to sequential guide
• Problem/diagnosis: **Diagnosis:** block, **Fix:** block, optional screenshot
• Orientation: Explanation with visual indicators described

Cross-links

Link to sequential guides with relative markdown paths and anchor fragments:

g.note(
    "See [Instructor Setup - Step 6]"
    "(instructor-setup.md#step-6-enrolling-students) "
    "for how instructors add students."
)

Waits

Never use page.wait_for_timeout() — always wait for a visible element:

# WRONG
page.wait_for_timeout(2000)

# RIGHT
page.locator('[data-testid="my-element"]').wait_for(state="visible", timeout=10000)

Checklist

Before considering an entry complete:

• Screenshot audit done — read existing guide, confirmed no existing screenshot covers this content
• text_only=True used when existing screenshots already cover the visual content (cross-link instead)
• Function named _entry_<slug> with docstring matching the heading
• Registered in the correct runner function under the right section
• Screenshots (if any) use highlight= to draw attention to relevant elements
• No wait_for_timeout calls — condition-based waits only
• uv run grimoire docs build succeeds
• Generated markdown contains the entry with correct heading level (###)
• Screenshots (if any) render correctly (check docs/guides/screenshots/)