docs: revise voting process and email templates for Apache Answer rel…

…ease (#280)
apache · Dec 9, 2024 · fce2d45 · fce2d45
1 parent f407e46
commit fce2d45
Showing 1 changed file with 93 additions and 30 deletions.
diff --git a/community/contributing/how-to-release.md b/community/contributing/how-to-release.md
@@ -146,55 +146,98 @@ $ for i in *.tar.gz; do echo $i; sha512sum --check  $i.sha512; done
 
 ## Start a vote
 
-1. Send a vote email to the [email protected]. Incubator need to first do a vote on their dev list and that vote requires at least **3 +1s from Apache Answer PPMC members**.
-2. Wait for at **least 72 hours** or until the necessary number of votes are reached.
-3. Announce the result of the vote on the dev list.
-4. If the dev vote passes, send email to the [email protected] to request a vote on the general list. The incubator vote needs at least **3 +1s from Incubator PMC members**
-   (binding votes).
-5. Wait for at **least 72 hours** or until the necessary number of votes are reached.
-6. Announce the result of the vote on the general list.
+1. First, send a vote email to [email protected]. This vote requires at least **3 +1s from Apache Answer PPMC members**.
+2. After the dev list vote passes, send a vote email to [email protected]. This vote requires at least **3 +1 binding votes from IPMC members**.
+3. Wait for at **least 72 hours** or until the necessary number of votes are reached.
+4. Announce the result of the vote on the respective mailing list.
 
-### Vote email template
+### Dev Mailing List Vote Template
 
-**NOTICE**  Directly copying the email content will cause the format to be incorrect. It is recommended to copy the email to a `.txt` file. After writing the content, copy it into the email tool you are using.  `The vote tread` and `Vote Result` is not needed during the first round of voting in dev.
+```
+[VOTE] Release Apache Answer (Incubating) {release-version}
+
+Hello,
 
-How to get the link to The vote thread:
-1. Find the email you sent from the apache mailing list.
-2. Click the link button below the email to get the link you need.
+    This is a call for vote to release Apache Answer(Incubating) version {release-version}.
 
-![vote thread link](/img/community/vote-tread-link.jpeg)
+    The release candidates:
+    https://dist.apache.org/repos/dist/dev/incubator/answer/{release-version}
 
+    Release notes:
+    https://github.com/apache/incubator-answer/releases/tag/{release-version}
 
+    Git tag for the release:
+    https://github.com/apache/incubator-answer/releases/tag/{release-version}
 
-```text
+    Git commit id for the release:
+    https://github.com/apache/incubator-answer/commit/{commit-hash}
+
+    Keys to verify the Release Candidate:
+    https://downloads.apache.org/incubator/answer/KEYS
+
+    Keys to verify the Release Candidate:
+    The artifacts signed with PGP key [{key-id}], corresponding to [{email}], that can be found in keys file:
+    https://dist.apache.org/repos/dist/release/incubator/answer/KEYS
+
+    The vote will be open for at least 72 hours or until the necessary number of votes are reached.
+
+    Please vote accordingly:
+
+    [ ] +1 approve
+    [ ] +0 no opinion
+    [ ] -1 disapprove with the reason
+
+    Checklist for reference:
+
+    [ ] Download links are valid.
+    [ ] Checksums and PGP signatures are valid.
+    [ ] Source code distributions have correct names matching the current release.
+    [ ] LICENSE and NOTICE files are correct for each Answer repo.
+    [ ] All files have license headers if necessary.
+    [ ] No unlicensed compiled archives bundled in source archive.
+
+    To compile from the source, please refer to:
+
+    https://github.com/apache/incubator-answer#building-from-source
+
+Thanks,
+<YOUR NAME>
+```
+
+### General Incubator Vote Template
+
+```
 [VOTE] Release Apache Answer (Incubating) {release-version}
 
 Hello,
 
-    This is a call for vote to release Apache Answer (Incubating) version {release-version}.
+    This is a call for vote to release Apache Answer(Incubating) version {release-version}.
 
     The vote thread:
-        https://lists.apache.org/thread/{id}
+    https://lists.apache.org/thread/{thread-id}
 
     Vote Result:
-        https://lists.apache.org/thread/{id}
+    https://lists.apache.org/thread/{result-thread-id}
 
     The release candidates:
-        https://dist.apache.org/repos/dist/dev/incubator/answer/{release-version}/
-    
+    https://dist.apache.org/repos/dist/dev/incubator/answer/{release-version}/
+
     Release notes:
-        https://github.com/apache/incubator-answer/releases/tag/{release-version}
+    https://github.com/apache/incubator-answer/releases/tag/{release-version}
 
     Git tag for the release:
-        https://github.com/apache/incubator-answer/releases/tag/{release-version}
-    
+    https://github.com/apache/incubator-answer/releases/tag/{release-version}
+
     Git commit id for the release:
-        https://github.com/apache/incubator-answer/commit/{id}
+    https://github.com/apache/incubator-answer/commit/{commit-hash}
 
     Keys to verify the Release Candidate:
-        https://downloads.apache.org/incubator/answer/KEYS
-        
-    The vote will be open for at least 72 hours or until the necessary number of votes are reached.
+    The artifacts signed with PGP key [{key-id}], corresponding to
+    [{email}], that can be found in keys file:
+    https://downloads.apache.org/incubator/answer/KEYS
+
+    The vote will be open for at least 72 hours or until the necessary
+    number of votes are reached.
 
     Please vote accordingly:
 
@@ -203,22 +246,42 @@ Hello,
     [ ] -1 disapprove with the reason
 
     Checklist for reference:
-
     [ ] Download links are valid.
     [ ] Checksums and PGP signatures are valid.
-    [ ] Source code distributions have correct names matching the current release.
-    [ ] LICENSE and NOTICE files are correct for each Apache Answer repo.
+    [ ] Source code distributions have correct names matching the current
+    release.
+    [ ] LICENSE and NOTICE files are correct for each Answer repo.
     [ ] All files have license headers if necessary.
     [ ] No unlicensed compiled archives bundled in source archive.
 
     To compile from the source, please refer to:
-    
+
     https://github.com/apache/incubator-answer#building-from-source
 
 Thanks,
 <YOUR NAME>
 ```
 
+## Voting Timeout Situation
+
+If the vote has been pending for more than 72 hours without reaching the required number of votes, you can send the following reminder email to [email protected]:
+
+```
+Dear IPMC Members,
+
+Apache Answer version {release-version} has been pending for voting for more
+than 72 hours. If any IPMC member is available, please help us get the
+ballot completed. Currently, we are still missing +1 binding vote to
+finalize the process.
+
+https://lists.apache.org/thread/{thread-id}
+
+Best regards,
+<YOUR NAME>
+```
+
+If there is still no response after the reminder to the dev mailing list, you should send private emails to the project mentors requesting their vote. This helps ensure timely processing of the release vote.
+
 ## Migration candidate to the release Apache SVN
 
 Before announcing the vote result, you need to migrate the release artifacts from the dev Apache SVN to the release Apache SVN. The release artifacts should be uploaded to the `https://dist.apache.org/repos/dist/release/incubator/answer/{release-version}` directory.