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Draft: Release post 13.44

Vasilii Iakliushin requested to merge release-13-44 into master

Process Improvements? Have suggestions for improving the release post process as we go? Capture them in the Retrospective issue.

Release post:

Related files:

Handbook references:

People:

Release post manager Tech writer Messaging Social
@release_post_manager @tw_lead @pmm_lead DRI: @wspillane & @social for Slack Checklist item

Release post kickoff (@release_post_manager)

Due date: 2020-09-DD (By the 7th)

Before starting on this checklist, you should have created the release post branch and required fields as explained in the Handbook

  • Verify this MR is labeled ~"blog post" release release post priority1 and assigned to you (the Release Post Manager)

  • Add the current milestone to this MR

  • Create a release post retrospective issue (example) and update the link at the top of this MR description

  • Replace each @mention in this MR description with the names of the Release Post Manager, Tech Writer, Messaging Lead, and Social Lead for this release

  • Update the links in this MR description

  • Update all due dates in this MR description

  • Make sure the release post branch has all initial files: sites/marketing/source/releases/posts/2020-09-DD-gitlab-13-44-released.html.md, data/release_posts/13_44/mvp.yml and data/release_posts/13_44/cta.yml

  • Add the release number and your name as the author to sites/marketing/source/releases/posts/2020-09-22-gitlab-13-44-release.html.md

  • Per guidance on communication for the release, create 13-44-release-post-prep channel in Slack and invite @tw_lead and @pmm_lead

  • Set up a 15 minute weekly standup with the TW lead and Messaging lead to touch base and troubleshoot. If times zones conflict, this is not mandatory.

  • In the #release-post Slack channel, remind Product Managers that all content blocks (features, recurring, bugs, etc.) should be drafted, and under review by the 10th. All direction items and notable community contributions should be included in the release post.

Recurring items starting on the 12th: @release_post_manager

General Content Review As PMs open release post item MRs it's helpful for the RPM to review and offer feedback early. This reduces backpressure on he 17th as items are merged and changes are needed. You could start this as early as the 12th as soon as MRs are open. Review each item for general content structure and writing quality, along with ensuring PMs are answering "why" the feature is being released, not just "what".

To easily manage and track reviewed items do the following:

  • Add the rp manager reviewed label to any RP item you've reviewed.
  • Bookmark a filtered MR list similar to this to track release post items you haven't reviewed. (note: add the correct milestone to that filter)

Reminding and Alerting DRIs It's important to keep DRIs up to date regularly with items they need to deliver for the release post. Espeically given how async and distributed GitLab team members are early reminders are very helpful.

  • Alert DRIs (PMs, EMs and others as needed) at least one working day before each due date (post a comment to #release-post Slack channel)

General contributions @release_post_manager

The release post is authored following a changelog style system. Each item should be in an individual YAML file.

Contribution instructions

See Handbook: Contributing to the release post.

Content blocks

Due date: 2020-09-DD (10th)

Product Managers are responsible for raising MRs for their content blocks and ensuring they are reviewed by necessary contributors by the due date. Content blocks should also be added for any epics or notable community contributions that were delivered.

Product Managers are also responsible for making sure all required (Tech Writing) and recommended (PM Director and P09) reviews get done for their content blocks. To help reviewers prioritize what to review, PMs should communicate which content blocks are most important for review by applying the proper labels to the release post item MR prior to assigning the MR to reviewers. (ex: Tech Writing, Direction, Deliverable, etc). PMs can also follow these guidelines to help decide which content blocks should get PM Director and P09 reviews.

To enable Engineering Managers to merge the content blocks as soon as an issue has closed, PMs should ensure all scheduled items have MRs created for them and have the Ready label applied when content contribution and reviews are completed.

Product Managers should only check their box below when all their content blocks (features, deprecations, etc.) are complete (documentation links, images, etc.). Please don't check the box if there are still things missing.

Reminder: be sure to reference your Direction items and Release features. All items which appear in our Upcoming Releases page should be included in the relevant release post. For more guidance about what to include in the release post please reference the Product Handbook.

  • Manage
    • Access (@mushakov)
    • Analytics (@jshackelford)
    • Compliance (@mattgonzales)
    • Import (@hdelalic)
  • Create
    • Source Code (@danielgruesso)
    • Knowledge (@cdybenko)
    • Static Site Editor (@ericschurter)
    • Editor (@phikai)
    • Gitaly (@jramsay)
    • Gitter (@ericschurter)
    • Ecosystem (@deuley)
  • Plan
    • Project Management (@gweaver)
    • Portfolio Management (@kokeefe)
    • Certify (@mjwood)
  • Verify
    • Continuous Integration (@thaoyeager)
    • Runner (@DarrenEastman)
    • Testing (@jheimbuck_gl)
  • Package
    • Package (@trizzi)
  • Release
    • Progressive Delivery (@ogolowinski)
    • Release Management (@jmeshell)
  • Configure
    • Configure (@nagyv-gitlab)
  • Monitor
    • APM (@dhershkovitch)
    • Health (@sarahwaldner)
  • Secure
    • Static Analysis (@tmccaslin)
    • Dynamic Analysis (@derekferguson)
    • Composition Analysis (@NicoleSchwartz)
    • Fuzz Testing (@stkerr)
  • Defend
    • Container Security (@sam.white)
    • Threat Insights (@matt_wilson)
  • Growth
    • Fulfillment (@mkarampalas)
    • Retention (@mkarampalas)
    • Telemetry (@jeromezng)
    • Expansion (@timhey)
    • Conversion (@s_awezec)
    • Acquisition (@jstava)
  • Enablement
    • Distribution (@ljlane)
    • Geo (@fzimmer)
    • Memory (@joshlambert)
    • Global Search (@JohnMcGuire)
    • Database (@joshlambert)

Recurring content blocks

Due date: 2020-09-DD (10th)

The following sections are always present and managed by the PM or Eng lead owning the related area.

  • Add GitLab Runner improvements: @DarrenEastman
  • Add Omnibus improvements: @ljlane
  • Add Mattermost update to the Omnibus improvements section: @ljlane

Due date: 2020-09-DD (12th)

Final Merge

Due date: 2020-09-DD (17th)

Engineering managers listed in the MRs are responsible for merging as soon as the implementing issue(s) are officially part of the release. All release post items must be merged on or before the 17th of the month. Earlier merges are preferred whenever possible. If a feature is not ready and won't be included in the release, the EM should push the release post item to the next milestone.

To assist managers in determining whether a release contains a feature. The following procedure documented here is encouraged to be followed. In the coming releases, Product Management and Development will prioritize automating this process both so it's less error prone and to make the notes more accurate to release cut.

Content assembly and initial review (@release_post_manager)

Note: Final Content Assembly, Structural Check and Messaging Lead Review steps all happen in sequence on the 18th starting ~8am PST (America/Los_Angeles). If the Release Post Manager, TW Lead, and Messaging Lead span many timezones it's recommended you coordinate ahead of the 18th to understand how this could impact working hours for each team member. If need be, the time of initiated the final content assembly' and the subsequent coordinated tasks can be shifted, as long as Final content review` with the CEO and EVP Product begin no later ~12pm PST, to allow enough time for feedback/updates.

Due date: 2020-09-DD (12th or earlier)

  • Create MRs for the Performance Improvements and Bug Fix content blocks
  • In the comments in this MR, mention @gitlab-com/backend-managers and @gitlab-org/frontend/frontend-managers and ask them to add their team Performance Improvements and Bugs Fixes to the MRs you've created, referencing links to the specific MRs
  • In Slack #release-post, share the link to the Bug Fixes MR and ask PMs to work with their EM to add high impact bugs to the MR

Due date: 2020-09-DD (15th or earlier)

  • Select a cover image. On the release-13-44 branch, add the cover image to source/images/13_44/13_44-cover-image.jpg. In sites/marketing/source/releases/posts/2020-09-DD-gitlab-13-44-released.html.md, add details about the source image.
  • In the #release-post Slack channel, request MVP nominations
  • Remind @gitlab-com/backend-managers and @gitlab-org/frontend/frontend-managers to add their team Performance Improvements and Bug Fixes to the MRs you've created, referencing links to the specific MRs

Due date: 2020-09-DD (17th or earlier)

  • Mention the Distribution PM reminding them to add any relevant upgrade warning by doing an upgrade MR
  • Ask the Messaging Lead to finalize the introduction by the 18th
  • Check with the Messaging Lead to see if they need help pinning down the final themes/features for the intro
  • If there are no deprecation MRs, ask in the #release-post Slack channel if there are any deprecations to be included
  • Decide on the MVP and work with the nominator of the MVP to write the MVP section in data/release_posts/13_44/mvp.yml on the release-13-44 branch
  • Make sure the PM for the MVP feature adds a corresponding content block if applicable, linking from the MVP section
  • On the release-13-44 branch, add the MVP's name and other profile info to data/mvps.yml

Due date: 2020-09-DD (18th at 8 AM PT and NO earlier)

  • Perform final content assebmly by pulling all content block MRs merged to master into the release post branch by using the following commands locally:

    1.  `git checkout release-13-44`
1.  `git pull release-13-44`
1.  `git pull origin master`
1.  `bin/release-post-assemble`
1.  `git push`

1.  Do a visual check of the release-13-44 content block and image folders to make sure paths and names are correct
1.  Make sure the release post  branch View App generates as expected and notify the PM team in #release-post Slack channel, including a link to the View App, that final content assembly has happened and all work must now shift from master onto the release post branch via coordination with the release post manager

Note: If the release post assembly script fails, look at the bottom of this section of the release post handbook page for further instruction

Due date: 2020-09-DD (18th or earlier)

  • Remind PMs to check off their content and recurring blocks by tagging them into this MR
  • Label this MR: ~"blog post" release ~"review-in-progress
  • Check if there are no broken links in the View App (use a dead link checker, e.g., Check my Links)
    • Links to confidential issues may be missed. It is helpful to check for broken links as an unauthenticated GitLab user.
  • Check all comments in the MR thread (make sure no contribution was left behind)
  • Make sure all discussions in the thread are resolved
  • Add a sentence in the introductory paragraph to state how many features are shipped in addition to the top features (see 13.3 release post as an example)
  • Assign the MR to the next reviewer (structural check)

Other reviews

Ideally, complete the reviews by the 19th of the month, so that the 2 days before the release can be left for fixes and small improvements.

Structural check (Technical Writing Lead)

Due date: 2020-09-DD (18th)

The structural check is performed by the technical writing lead: @tw_lead

For suggestions that you are confident don't need to be reviewed, change them locally and push a commit directly to save the PMs from unneeded reviews. For example:

  • clear typos, like this is a typpo
  • minor front matter issues, like single quotes instead of double quotes, or vice versa
  • extra whitespace

For any changes to the content itself, make suggestions directly on the release post diff, and be sure to ping the reporter for that block in the suggestion comment, so that they can find it easily.

  • Add the label review-structure.
  • Check frontmatter entries and syntax.
  • Check that images match the context in which they are used, and are clear.
  • Check all images (png, jpg, and gifs) are smaller than 150 KB each.
  • Check for duplicate entries.
  • Check all dates mentioned in entries, ensuring they refer to the correct year.
  • Remove any .gitkeep files accidentally included.
  • Add or check cover_img: license block (at the end of the post). Should include image_url:, licence:, licence_url:.
  • Check the anchor links in the intro. All links in the release post markdown file should point to something in the release post Yaml file.
  • Run a dead link checker, e.g., Check my Links and ping reporters directly on Slack asking them to fix broken links.
  • Run a spelling check against the Release Post's View app. For example, using Webpage Spell-Check for Google Chrome.
  • Ensure content is balanced between the columns (both columns are even).
  • Report any problems from structural check in the #release-post channel by pinging the reporters directly for each problem. Do NOT ping @all or @channel nor leave a general message to which no one will pay attention. If possible, ensure open discussions in the merge request track any issues.
  • Post a comment in the #whats-happening-at-gitlab channel linking to the View App + merge request reminding the team to take a look at the release post and to report problems in #release-post. CC the release post manager and messaging lead. Template to use (replace links): 
    Hey all! This month's release post is almost ready! Take a look at it and report any problems in #release-post.
MR: https://gitlab.com/gitlab-com/www-gitlab-com/merge_requests/1234
View app: https://release-13-44.about.gitlab-review.app/releases/2020/09/DD/gitlab-13-44-released/index.html
  • Remove the label review-structure.
  • Assign the MR to the next reviewer (Marketing content and reviews).
  • Within 1 week, update the release post templates and release post handbook with anything that comes up during the process.

Marketing content and positioning (Messaging Lead)

Due date: 2020-09-DD (13th - 20th)

The Marketing content, positioning and reviews are done by the Messaging lead: @pmm_lead

  • Starting any time after the 22nd of the previous month and until final merge on the 17th of the next month, you can look at 13-44 Preview page for the latest features available on .com that will likely get packaged for the current release cycle on the 22nd
  • Before the 13th, you should have a shortlist of top release themes/features - process listed in release post handbook page. One handy way to look for the most impactful features is to filter release post items labeled with release post itemprimary
  • On the 13th, ping on #release-post slack channel for feedback from the product team on top features (give a list of 4-5 themes or 8-10 features)
  • Before the 14th, commit the first (rough) draft of the release post introduction with the various themes/features selected above in 2020-09-DD-gitlab-13-44-released.html.md in the release 13-44 branch. Notify the TW lead that the draft introduction is available
  • Before the 15th and after you've had a chance to get feedback from the rest of the product team on the 13th, share your initial themes/features as a note/thread in Slack (not the MR) with the EVP of Product @sfwgitlab and the VP of Product @adawar in #release-post for early feedback. This way they have a chance to provide input sooner rather than later
  • After EOD on the 17th, you can look for merged release post items with label 'Ready' which indicate features making it in the release, to update your draft introduction based on any changes in the release. At this time you should also be able to reference the latest View app the release post manager publishes on the 18th.
  • Before the 18th, check/copyedit feature blocks (optional as it is reviewed by P09 leads for the stages)
  • Before the 18th, check/copyedit features.yml (optional as it is reviewed by P09 leads for the stages)
  • By the 18th, reorder primary features by stage and/or according to their relevance per the theme of your release post intro (to re-order adjust the primary and top filenames to an alphanumeric order e.g. 01.yml 02.yml). Reorderng primary features is an option but not required.
  • By the 18th, ping on #release-post slack channel with your top 3 themes/features. Make sure to cc the Head of Products and Directors
  • By the 18th, after receiving feedback from Heads of Product and Directors, ping on the Slack #ceo channel with your top 3 themes/features and draft introduction, including the Release Post Manager as an FYI. Revise as required and let the Release Post Manager know when updates are complete so they can begin Final content review
  • After the release post manager successfully runs content block assembly on the morning of 18th, use the View App to identify and add the correct anchor links for the features included in release post introduction
  • Before the 20th, add a video link to the kickoff call recording at the bottom of the release post introduction. You can find the video once it's available on the direction page
  • Before the 20th, update data/release_posts/13_44/cta.yml with any relevant CTA (Commit promotion, for example). Ensure that 13_44 in the file path reflects the current release. If there isn't a specific call to action to add, use this as the default button text: "Join us for an upcoming event" with a link to '/events/'. Reference this example from 13.1 under data/release_posts/13_1/cta.yml if needed.
  • Before the 20th, on the release-x-y branch, update the release blurb for the homepage (check /sites/marketing/source/includes/home/ten-oh-announcement.html.haml). In the announcement file, update rows 3,8 and 11 with the relevant details for the current release including both release number and month.
    • Before 20th, ensure that the social sharing text for the tweet announcement is available in the introduction
    • By the 20th, tag @social in the release post MR, link to the blog hero chosen image, and provide the blog title. A member of the social team will then create the image needed, by adding two commits the release post MR. For more details look at the social sharing image
    • On 20th, ping VP Product Management (@adawar) for final check in Slack #release-post
    • On 20th, remove the label review-in-progress after VP Product Management review
    • On 20th, assign the MR back to the Release Post Manager
    • After the 22nd of the release month, review this list and update as required

Social image creation (Social Team) @social

  • On the 20th, on the release-13-44 branch, add the social sharing image to source/images/tweets/gitlab-13-44-released.png.
  • On the 20th, on the release-13-44 branch, in the Intro, update the '/images/tweets/gitlab-13-44-released.png' to reference the social sharing image filename

Final content review (@release_post_manager)

Due date: 2020-09-DD (18th - 19th)

  • Check to be sure there are no broken links in the View app (use a dead link checker, e.g., Check my Links)
  • Mention @sfwgitlab, @adawar, @kencjohnston, @jyavorska, @ebrinkman, @joshlambert @David and @hilaqu to remind them to review (directors do not need to re-review individual release post item as that should have been addressed prior to the 17th)
  • Mention @sytse in #release-post on Slack when the post has been generated for his review
  • Capture any feedback from Slack into a single comment on the Release Post MR with action items assigned to the DRIs to address. More info here

Incorporating Feedback - Due date: 2020-09-DD (by the 20th)

  • Make sure all feedback from CEO and Product team reviews have been addressed by working with DRIs of those areas as needed
  • If you recieve feedback about the ordering Primary Items work with the Messaging Lead to detemine how you might adjust the order.
  • If applicable re-order Secondary items by adjusting the titles in the content blocks. More information to consider about altering secondary items here | technical instructions
  • Make sure there are no open feedback items in this MR or in Slack #release-post channel
  • Make sure PM DRIs have all checked off their content blocks as needed in General contributions

Prepare Social Links - Due date 2020-09_DD (by the 20th)

  • Work with the Social lead to acquire "click to tweet" URL for sharing the merged Relase Post. DRI: @wspillane & @social
    • The "click to tweet" should have ?utm_medium=social&utm_campaign=release&utm_content=advocacy attached (will be hidden if using URL shortener) to enable better measurement of release post visits
  • Update "click to tweet" URL in the description

Preparing to merge to master (@release_post_manager)

On the 21st

  • Make sure the homepage card was updated by the Messaging lead on the release 13-44 branch
  • Check with the Messaging lead to confirm the social sharing copy is finalized (should be visible in View app at this point)
  • Lock features.yml with File Locking on the 21st
  • Mention @advocates on Slack #swag to ask them to send the swag pack to the MVP
  • Check if all the anchor links in the intro are working
  • Confirm there are no broken links in the View app (use a dead link checker, e.g., Check my Links)
  • Do a visual check of the blog post and ordering of content blocks in their relevance to the intro
  • Update the final features count in the introductory paragraph

On the 22nd (@release_post_manager)

At 12:30 UTC

  • Read the important notes below
  • Release Managers will alert you in #release-post if there are any issues with the release. You can follow along on the release issue to see the packaging progress on the 22nd | issue list example issue. The #releases slack channel is also a good place to track any updates or announcements.
    • If anything is wrong with the release, or if it's delayed, you must ping the messaging lead on #release-post so that they coordinate anything scheduled on their side (e.g., press releases, other posts, etc).
    • If everything is okay, the packages should be published at 13:30 UTC, and available publicly around 14:10 UTC.
  • Pull master into the release-13-44 branch, resolve any conflicts
  • Check to make sure there aren't any alerts on Slack #release-post and #whats-happening-at-gitlab channels
  • Check to make sure there aren't any alerts on this MR

Merging to master (@release_post_manager)

At 13:50 UTC

  • Check MR pipleines to see if there are any failures. Pull master into the release-13-44 branch to check for conflicts and resolve as needed

Once the release manager confirmed that the packages are publicly available by pinging you in Slack:

  • Unlock features.yml just before merging.
  • Merge the MR at 14:10-14:20 UTC.
  • Wait for the pipeline. It should take ~45min to complete.
  • Check the live URL on social media with Twitter Card Validator and Facebook Debugger.
  • Check for broken links again once the post is live.
  • Handoff social posts to the social team and confirm that it's ready to publish: Mention @social in the #release-post Slack channel; be sure to include the live URL link and social media copy (you can copy/paste the final copy from the View app).
    • A member of the social team will schedule the posts at the next available best time on the same day. The social team will mark the Slack message with a ⏳ once scheduled and add cheduled times to the post thread for team awareness. Further details are listed below in the Important Notes Section.
  • Share the links to the post on the #release-posts and #whats-happening-at-gitlab channels on Slack.

What to do if your pipeline fails

For assistance related to failed pipelines or eleventh-hour issues merging the release post, follow the Handbook on-call process by asking for assistance in the #handbook-escalation Slack channel. Cross post the thread from #handbook-escalation in #release-post so all Product Managers and release post stakeholders are aware of status and delays.

Important notes

  • The post is to be live on the 22nd at 15:00 UTC. It should be merged and as soon as GitLab.com is up and running on the new release version (or the latest RC that has the same features as the release), and once all packages are publicly available. Not before. Ideally, merge it around 14:20 UTC as the pipeline takes about 40 min to run.
  • The usual release time is 15:00 UTC but it varies according to the deployment. If something comes up and delays the release, the release post will be delayed with the release.
  • Coordinate the timing with the [release managers (https://about.gitlab.com/community/release-managers/). Ask them to keep you in the loop. Ideally, the packages should be published around 13:30-13:40, so they will be publicly available around 14:10 and you'll be able to merge the post at 14:20ish.
  • Once the release post is live, wait a few minutes to see if no one spots an error (usually posted in #whats-happening-at-gitlab or #company-fyi), then follow the handoff to social team checklist item above.
  • The tweet to share on Slack will not be live, it will be scheduled during a peak awareness time on the 22nd. Once the tweet is live, the social team will share the tweet link in the #release-post and in the #whats-happening-at-gitlab Slack channels.
  • Keep an eye on Slack and in the blog post comments for a few hours to make sure no one found anything that needs fixing.

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