Draft runbook for moving reference content (#603)

* draft runbook

* updates

* more updates

Signed-off-by: bmorelli25 <[email protected]>

* add step about deleting asciidoc warnign

* Apply suggestions from code review

Co-authored-by: Lisa Cawley <[email protected]>

* Update docs/migration/guide/move-ref-docs.md

---------

Signed-off-by: bmorelli25 <[email protected]>
Co-authored-by: Lisa Cawley <[email protected]>

Author: bmorelli25

docs/_docset.yml

@@ -36,6 +36,7 @@ toc:
           - file: working-in-docs-content.md
           - file: automated.md
           - file: tooling.md
+          - file: move-ref-docs.md
           - file: mapping.md
           - file: how-to-set-up-docs-previews.md
   - folder: configure

docs/images/great-drawing-of-new-structure.png

@@ -0,0 +1,130 @@
+---
+navigation_title: Move reference docs
+---
+
+# Move reference docs from Asciidocalypse
+
+:::{note}
+This guide is only for technical writers tasked with moving content out of `elastic/asciidocalypse`.
+:::
+
+## How reference content works in V3
+
+There are two use cases for building reference content in V3:
+- **Preview builds**
+- **elastic.co/docs builds**
+
+Some repositories, like [`elastic/elastic-serverless-forwarder`](https://github.com/elastic/elastic-serverless-forwarder), contain a single chunk of content within the larger `elastic.co/docs` build. This means the structure of the content is the same for both preview builds and the final Elastic.co/docs build.
+
+However, most repositories contain content that will live in multiple locations within the new `elastic.co/docs` IA. Consider `apm-agent-android` as an example. It has the following content:
+- Reference docs
+- Release notes
+- Known issues
+- Breaking changes
+- Deprecations
+
+### Directory Structure
+
+Release notes do **not** require individual `toc.yml` files for each content set. The directory structure for `apm-agent-android` therefore follows this format:
+
+```md
+docs/
+    `docset.yml`
+        * Defines substitutions
+        * Includes all `toc.yml` files in this repo
+        * Ignored by the assembler
+    reference/
+        `toc.yml` (for this directory)
+        All reference `.md` files go here
+    release-notes/
+        `toc.yml` (for this directory)
+        All release notes, known issues, breaking changes, and deprecations files go here
+    images/
+        All image files for all content sets
+```
+
+### Preview Site vs. Full Site Structure
+
+For individual repository preview builds, **all** content in the `docs/` directory builds together, appearing as:
+
+```md
+> Reference
+   Page one
+   Page two
+   Page three
+
+> Release notes
+   > Known issues
+          APM Android Agent
+   > Breaking changes
+          APM Android Agent
+   > Deprecations
+          APM Android Agent
+   APM Android Agent release notes
+```
+
+This structure is defined in the repo's `docset.yml` file.
+
+For the **full Elastic.co/docs site**, the assembler references the individual content set definitions (`toc.yml`) within the repo and organizes the content accordingly:
+
+![Diagram of how everything maps together](../../images/great-drawing-of-new-structure.png)
+
+## How to Move Reference Content
+
+The steps below explain how to move reference content. You can also take a look at our [sample PR](https://github.com/elastic/apm-agent-android/pull/398), which has specific commits to illustrate some of the steps below.
+
+### Step 1: Delete Existing AsciiDoc Files
+
+:::{important}
+Skip this step for **any Cloud repos** and the **search-ui repository**.
+:::
+
+Ensure you only delete **external documentation files**.  
+- In some repositories, this means deleting the entire `/docs` directory.  
+- In others, manually verify which files should be removed.  
+- Use [`conf.yaml`](https://github.com/elastic/docs/blob/master/conf.yaml) to determine what should and shouldn't be removed.
+
+Example commit: [#398/commit](https://github.com/elastic/apm-agent-android/pull/398/commits/749803ae9bccdb9f8abdf27a5c7434350716b6c0)
+
+### Step 2: Copy and Paste New Content
+
+Move content from `asciidocalypse` to the correct directory in the target repo.  
+Use [issue#130](https://github.com/elastic/docs-eng-team/issues/130) to determine the correct path structure.
+
+Example commit: [#398/commit](https://github.com/elastic/apm-agent-android/pull/398/commits/3f966b0e1fa2f008da23d02f2c9e91a60c1bdf8d)
+
+### Step 3: Add the new CI checks
+
+**docs-build**
+* The file to add: [`github/workflows/docs-build.yml`](https://github.com/elastic/docs-content/blob/main/.github/workflows/docs-build.yml)
+* The path and name of the new file: `.github/workflows/docs-build.yml`
+
+**docs-cleanup**
+* The file to add: [`.github/workflows/docs-cleanup.yml`](https://github.com/elastic/docs-content/blob/main/.github/workflows/docs-cleanup.yml)
+* The path and name of the new file: `.github/workflows/docs-cleanup.yml`
+
+Example commit: [#398/commit](https://github.com/elastic/apm-agent-android/pull/398/commits/e869386bbf4af23d51432226f1fd3935d233e43d)
+
+### Step 4: Delete the asciidoc warning
+
+:::{important}
+Skip this step for **any Cloud repos** and the **search-ui repository**.
+:::
+
+During the migration freeze, we added a check to each repository that warned when a PR was opened against asciidoc files in `main`. It is now safe to remove this file.
+
+File to delete: `.github/workflows/comment-on-asciidoc-changes.yml`
+
+Example commit: [#398/commit](https://github.com/elastic/apm-agent-android/pull/398/commits/be422934e79c5ecadd7b76523d2e1676fc86f323)
+
+### Step 4: Wait for CI to Pass
+
+Verify that all automated checks pass before proceeding. If you encounter any linking failures and need help resolving them, reach out in the typical docs channels.
+
+### Step 5: Merge the PR
+
+Once everything is confirmed working, merge the pull request.
+
+### Step 6: Update the Tracking Issue
+
+Update [issue#130](https://github.com/elastic/docs-eng-team/issues/130) to reflect the completed migration.