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Update and improve email templates
This PR contains the following changes:

* Rename all email templates in the form TYPE_#_DESCRIPTION.txt for
  better sorting.

* Streamlined committer invite process:
  * Per discussion on dev@community with Craig Russell, new recommendation
    is to point the candidate immediately at the iCLA so they can get on
    with it, rather than unnecessarily delaying the process.
  * Info in the initial response after committer acceptance was moved into
    the next or prior email, as appropriate

* Addition of new PMC member vote / result templates

* Minor updates to the release process templates, consistent with the
  2.2.0 and 2.3.0 releases

* Minor updates to other templates - outdated URLs, etc.

* Removal of templates we don't use anymore:
  * release discussion (merged with release notice)
  * release discussion python script (1.x)
  * archive discussion (follow ASF policy, archive more aggressively)
  * merge discussion (replaced by GitHub PRs)
  * release notes discussion (merged with release notice)
  * board report request for help (no longer necessary)
  • Loading branch information
wohali committed Jan 9, 2019
1 parent df2c19e commit 7ae5e4e7b6243935a37ca0b96234f722351a82c4
Showing 34 changed files with 191 additions and 305 deletions.
@@ -0,0 +1,26 @@
From: %YOU%
Subject: [NOTICE] Archive Apache CouchDB %VERSION%

Dear community,

I would like to archive Apache CouchDB %VERSION%.

Apache release policy states: "Each project's distribution directory SHOULD contain the latest release in each branch that is currently under development. When development ceases on a version branch, releases of that branch SHOULD be removed."

As development on the #.#.# branch has ended, it is time to archive this release.

Since we've released #.#.#, it is time to archive #.#.#-1.

Archiving this release means that we no longer support it, and we will remove any references to it from our website and our wiki. However, the original files will still be available to anyone browsing the release archives at:

You do not need to respond if you are in agreement. If there is no response in 72 hours, I will assume lazy consensus. If we reach consensus, I archive the release.

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@@ -17,5 +17,3 @@ The results are:
The vote is %RESULT%.


@@ -26,4 +26,22 @@ Of course, you can decline and continue to contribute as you do now. If you do d

Either way, please let us know in reply to the list only. If you accept, we will announce your new position on the list after your account is created.

If you accept, since you already have an Apache id, the PMC will grant you write access to the repository.

If you accept, since you already have an iCLA on file, the PMC will request an Apache id for you. In your response, please choose an id that is not already in use. See

If you accept, the next step is to register an iCLA:

1. Details of the iCLA and the forms are found here: There is also an online form for generating your iCLA:

2. Instructions for its completion and return to the Secretary of the ASF are found at . Do not submit ICLAs to anyone but secretary, but please do cc: []

3. When you transmit the completed iCLA, request to notify Apache CouchDB and choose a unique Apache id. Look to see if your preferred id is already taken at . This will allow the Secretary to notify the PMC when your iCLA has been recorded.

4. Be sure to reply to this email and let us know you've completed your iCLA.

On behalf of the CouchDB PMC,
@@ -8,20 +8,6 @@ Dear %NAME%,

Welcome. Here are the next steps.

You need to send a Contributor License Agreement to the ASF. Normally you would send an Individual CLA. It may also be necessary to send a Corporate CLA. Ask us if you have any questions about this.

Find out how to do this here:

You will need to choose a preferred ASF user ID.

In order to ensure your ID available, you can view a list of taken IDs at:

Please notify us when you have submitted the CLA and by what means you did so. This will enable us to monitor its progress.

We will arrange for your Apache user account when the CLA has been recorded. After this we will make an announcement to the list, and your new position will be official.

You will receive a few emails from various different people as this process moves forward. You will also be given commit access half way through this process, but please do not make any commits until your new position has been announced. Remember that CouchDB follows a Review-Then-Commit process; this does not change once given direct commit access.
@@ -10,32 +10,23 @@ As you know, %ID% is your new committer account.

You now have write access to certain parts of the ASF.

A guide for your first steps as a committer can be found here:
Don't forget to work your way through the steps here:

If you intend to contribute to Apache CouchDB's version-controlled
repositories, and have a GitHub account, We strongly urge you to complete
the GitHub/ASF integration process here:

The CouchDB community guide can be found here:

General ASF committers resources are here:
While all of the items are important, we want to remind you of three specific
ones that are key.

We abide by a code of conduct and a set of bylaws. You should familiarise yourself with both documents. As a committer, people will look to you for cues about how to act. Please help us set the right standard.

View those documents here:

You will want to complete the Git / GitHub / ASF integration step for the best experience when committing to our repositories:

Naturally, if you don't understand anything be sure to ask us on the CouchDB dev mailing list. Documentation is maintained by volunteers and can be out-of-date or incomplete. Please help us fix that!

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@@ -1,11 +1,11 @@
From: %YOU%
Subject: [REMINDER] Weekly IRC meeting, %DATE% at 20:00 GMT
Subject: [REMINDER] Weekly IRC meeting, %DATE% at 20:00 UTC

Dear community,

Please join our weekly IRC meeting, %DATE% at 20:00 GMT.
Please join our weekly IRC meeting, %DATE% at 20:00 UTC.

Everyone is welcome to attend this meeting.

@@ -12,6 +12,6 @@ Your nomination has been acknowledged.

Please see the community guide for more information:

On behalf of the CouchDB PMC,

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@@ -0,0 +1,22 @@
From: %YOU%
Subject: [VOTE] Elect %NAME% as PMC member

Dear PMC,

I would like to elect %NAME% as a PMC member.


A successful election would signify that the PMC trusts this person sufficiently to represent the project at the highest level, and to participate in all project decision-making activities.

Required reading:

Per the bylaws, this vote uses the lazy 2/3 majority approval model, meaning that three binding +1 votes and twice as many binding +1 votes as binding -1 votes are needed.

Please cast your votes now.

@@ -0,0 +1,20 @@
From: %YOU%
Subject: [RESULT] (Was: Re: [VOTE] (Was: Re: [DISCUSS] Elect %NAME% as PMC member))

Dear PMC,

The vote has now closed.

The results are:

+1 - %PLUS_ONE_VOTES% votes
+0 - %PLUS_ZERO_VOTES% votes
-0 - %MINUS_ZERO_VOTES% votes
-1 - %MINUS_ONE_VOTES% votes

The vote is %RESULT%.


@@ -27,9 +27,9 @@ We invite people to the PMC who show broad interest and contribution across the

Please take a moment to familiarise yourself with:

There is no requirement to accept this invitation. You may decline or accept it. But either way, please let us know by "replying all" to this email. If you agree, we will announce your new position on the developer list.

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@@ -0,0 +1,26 @@
From: %YOU%
Subject: [NOTICE] CouchDB %RELEASE_TYPE% release this month

Dear community,

This is advance notice that we plan to do a %RELEASE_TYPE% release this month.

The following versions are targeted:


Please use this time to review any outstanding changes to be made, merging them in as necessary. The current list of changes we expect to land for this release is here:

The current release note draft is here:

Please read this through and suggest any changes via PR against the apache/couchdb-documentation repository. The information was taken from the GitHub issue tracker and PR notes, and aims to be descriptive and useful to the average CouchDB user.

I will send out a follow-up reminder, with progress report, in one week.

@@ -9,7 +9,7 @@ This is a request to prepare binaries for the %VERSION%-rc.%CANDIDATE% release.

Please follow the release procedure:

Everyone is welcome to prepare binaries for this release.

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