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Table of Contents

Introduction

This page lists the numerous actions required to make an Apache OpenOffice release happen. Initially, it will cover a simple point release, without major user interface changes. It can be expanded later to cover more cases.

Goal

Describe the actions in detail, so that everybody should be able to take over and not specific project committers and members.

The actions are sorted in specific sections and not in chronological order. This should be done in the release schedule on a separate Wiki webpage.

Short legend

...

  • TBD = To be defined. More details are needed to describe the task.
  • TODO = A specific detail needs to be described.

...

  • Pick a Release Manager, by lazy consensus unless there are multiple candidates.
  • Create a SVN branch from a previous branch or from trunk. This has to be discussed and agreed on the dev@ mailing list.
    From anywhere on a machine with SVN access, just run:
    $ svn copy https://svn.apache.org/repos/asf/openoffice/branches/AOO415/ https://svn.apache.org/repos/asf/openoffice/branches/AOO416/ \
    -m "Branch off 4.1.6 from HEAD of 4.1.5"

  • Select issues and enhancements to go in the releases that can be accepted as a release blocker.
  • Only the Release Manager should grant or deny requested issues:
    • This is done by setting the release blocker flag in the respective Bugzilla (BZ ) issue (? = ask for blocker, + = grant as blocker, - = deny as blocker).
    • See BZ 127168 as example.

    • IMPORTANT:
      Make sure that your BZ user account has the permissions for the groups "relman", "qa-team", "editbugs", and "canconfirm" to be able to edit the issues as it is needed. Ask your BZ admin to get these permissions set.

...

Files and folders structure

See https://archive.apache.org/dist/openoffice/4.1.36/ for an example. Note in particular that we have:

  • source/ - more on this below
  • binaries/ - they do include SDK, but they do NOT include kid (kid = keyID, which is a help for translators to identify specific strings)

NOTE:
The structure must not be changed since the scripting on the download pages assume it is identical to any former release.

Everything must come with hashes and signatures

...

https://www.apache.org/legal/release-policy.html#release-signing

All files need

...

Release scripts can be found at: https://svn.apache.org/viewvc/openoffice/devtools/release-scripts/

 How is the source code obtained?

...

RSCREVISION
BUILD
LAST_MINOR

 


QA

  • Generic QA
    TBD

  • Specific QA focused on the selected bugfixes/enhancements
    TBD

...

Create new SVN tag

IMPORTANT:

Do not create any SVN tag as long as the release is not officially announced and public available. Otherwise the created build files cannot be published when a late show stopper will be found. This must be avoided in any case.

When to do

The best time to do it is when the press announcement is published and the installed files are available on the download webpage.

What to do

  1. Double-check what version was built (for 4.1.3 it's Rev. 1761381, you find it even in the About Box); of course, if this happens during the release process, the Release Manager knows it.

  2. Find the relevant branch in https://svn.apache.org/viewvc/openoffice/branches/ (in this case it's AOO413 and revision number is indeed 1761381) and check it is aligned (it is, since the two revisions match).
  3. SVN copy the branch to the tag. You can do it locally but it's much more efficient to do it remotely. So, from anywhere on a machine with SVN access, just run:

 

...

Communication

Pre-Announcement

Notifying or not?

Do we want to notify the world that a new release is cooking:

  • What is coming?
  • Some details?
  • When does it come?

If yes, write first status update and call for volunteers on dev@ mailing list and on the AOO Blog: https://blogs.apache.org/ooo/

Release Notes

Requires a Confluence account that can edit OpenOffice pages. Create a page for the release as a child of Releases. Select that page, click "Create" in the Confluence menu bar, and create a blank page. Copy the planning for a previous release. Under that page, create a release notes page that can also start as a copy of prior release notes. Edit to reflect reality.

TODO

Create templates for the release planning and release notes pages.

A template for the Release Notes has been available since 2016-08-03.

  • Short User Guide coming soon

ASF Press Release

Coordinate with the ASF VP, Marketing & Publicity

Currently Sally Khudairi is responsible for press releases and general publicity help. Write a mail to press@apache.org and ask for help. Then she will answer with further steps.

Where to do the announcements?

English Release Notes : AOO <version> Release Notes

English Press Release : https://blogs.apache.org/foundation/

English Press Release to the AOO Blog : https://blogs.apache.org/ooo/

Announce mail : Write to announce@ (every mail needs to be moderated, so don't expect to arrive immediately)

Translations

The following documents  should be made available for translation, and :

  • Release Notes

  • Press Release

IMPORTANT

Give translators a heads-up of 48 hours before the release should happen. This should enable a parallel press release.

Changes to Webpages

Main download webpage

https://www.openoffice.org/download/index.html

TBD

Main homepage

https://www.openoffice.org/index.html

TBD

Blog & News

TBD

Localized download webpages

IMPORTANT

Every language has its own website area that needs to be updated.

Example:

https://www.openoffice.org/xx/download/index.html

Of course the languages depend on the release. The most important languages - with its ISO codes are the following (ordered by download popularity):

en-US, fr, de, it, es, ja, ru, pl, nl, zh-TW, cs, zh-CN, el, pt, da, no

Do not forget the template files with code "xx".

TBD

Localized homepages

https://www.openoffice.org/xx/index.html

Project's homepage

Homepage

https://openoffice.apache.org/index.html

TBD

Download webpage

https://openoffice.apache.org/downloads.html

TBD

Apache's project data (DOAP RDF data)

https://projects.apache.org/project.html?openoffice

Update the data of the following file: https://github.com/apache/openoffice-project/blob/main/content/doap_openoffice.rdf

This file is located on the project website, which is self-publishing. Just make sure you do the changes in one commit.

IMPORTANT

The new data is not shown after it was published. There is a delay due to a cron job that runs maybe every 24h.

Apache Committee Report Helper

https://reporter.apache.org/addrelease.html?openoffice

Add the new release with exact version number and full date.

Statistics webpage

In order to get also the downloads for the new release counted the following changes have to be done:

https://www.openoffice.org/stats/downloads.html

IMPORTANT

The webpage itself does not need to be changed. The download numbers are taken from https://svn.apache.org/repos/asf/openoffice/ooo-site/trunk/content/stats/aoo-downloads.txt
The file just needs to be updated with new numbers. As soon as the file is then committed and the website published, the new download numbers are shown in the chart.

Please see https://svn.apache.org/repos/asf/openoffice/devtools/aoo-stats/README.txt for instructions how to get new download numbers.

Tasks after the release is public

Create new SVN tag

IMPORTANT

Do not create any SVN tag as long as the release is not officially announced and public available. Otherwise the created build files cannot be published when a late show stopper will be found. This must be avoided in any case.

When to do

The best time to do it is when the press announcement is published and the installed files are available on the download webpage.

What to do

  1. Double-check what version was built (for 4.1.6 it is revision 1844436, you find it even in the About Box). Of course, if this happens during the release process, the Release Manager knows it.

  2. Find the relevant branch in https://svn.apache.org/viewvc/openoffice/branches/ (in this case it is AOO416 and revision number is indeed 1844436) and check it is aligned (it is, since the two revisions match).
  3. SVN will copy the branch to the tag. You can do it locally but it is much more efficient to do it remotely. So, from anywhere on a machine with SVN access, just run:

 

This results in the new tag appearing at https://svn.apache.org/viewvc/openoffice/tags/.

Communication

Pre-Announcement

Do we want to notify the world that a new release is cooking?

  • What is coming?
  • Some details?
  • When does it come?

If yes, write first status update and call for volunteers on dev@ mailing list and on the AOO Blog: https://blogs.apache.org/ooo/

More things to do?

Release Notes

Requires a Confluence account that can edit OpenOffice pages. Create a page for the release as a child of Releases. Select that page, click "Create" in the Confluence menu bar, and create a blank page. Copy the planning for a previous release. Under that page, create a release notes page that can also start as a copy of prior release notes. Edit to reflect reality.

TODO:

Create templates for the release planning and release notes pages.

A template for the Release Notes has been available since 2016-08-03.

  • Short User Guide coming soon

ASF Press Release

With whom to coordinate?

Currently Sally Khudairi (ASF VP, Marketing & Publicity) is responsible for press releases and general publicity help. Write a mail to press@apache.org and ask for help. Then she will answer with further steps.

Where to do the announcements?

English Release Notes : AOO <version> Release Notes

English Press Release : https://blogs.apache.org/foundation/

English Press Release to the AOO Blog : https://blogs.apache.org/ooo/

Announce mail : Write to announce@ (every mail needs to be moderated, so don't expect to arrive immediately)

Translations

The following documents  should be made available for translation, and :

  • Release Notes

  • Press Release

IMPORTANT:

Give translators a heads-up of 48 hours before the release should happen. This should enable a parallel press release.

Changes to Webpages

Main download webpage

https://www.openoffice.org/download/index.html

TBD

Main homepage

https://www.openoffice.org/index.html

TBD

Blog & News

TBD

Localized download webpages

IMPORTANT:

Every language has it's own website area that needs to be updated.

Example:

https://www.openoffice.org/xx/download/index.html

Of course the languages depend on the release. The most important languages - with it's ISO codes are the following (ordered by download popularity):

en-US, fr, de, it, es, ja, ru ,pl, nl, zh-tw, cs, zh-cn, el, pt, da, no, xx (template files)

TBD

Localized homepages

https://www.openoffice.org/xx/index.html

Version in the header link

TBD

Blog & News

TBD

Project's homepage

Homepage

https://openoffice.apache.org/index.html

TBD

Download webpage

https://openoffice.apache.org/downloads.html

TBD

DOAP RDF data

https://projects.apache.org/project.html?openoffice

...

$ svn copy 
https://svn.apache.org/repos/asf/openoffice/

...

branches/AOO416 https://svn.apache.org/repos/asf/openoffice/tags/AOO416 -m "AOO revision \
1844436 from branch AOO416 was voted to be released as Apache OpenOffice 4.1.6 on November, 18th, 2018" 

Committed revision 1844437.

This results in the new tag appearing at https://svn.apache.org/viewvc/openoffice/tags/.

Bugzilla

Prerequisite

This requires admin privileges on Bugzilla

What has to be changed?

  • Add new version to the UI field "Version". This has to be done for every active product via "Edit versions".
  • Deactivate (don't delete) previous version in the UI field "Milestone". This has to be done for every active product via "Edit milestones". Because the previously released version is done and will not be updated, then it shouldn't be able to choose it.
  • Add new version to the UI field "Latest Confirmation via the custom field "cf_lastconfirmedver". This needs to be set only ones which is used for all products.

IMPORTANT

Add new revision to available list.

Apache Project Checker

After the new release is published and announced, the Release Manager should have a look at the project checker to make sure that there are no problems:

https://checker.apache.org/projs/openoffice.html

What has to be checked?

  • The section "problems" should have a green "none".
  • The section "status" should have a green "perfect".
  • The section "signing keys" should list all keys with "GOODSIG".
  • The section "signature status" should list with "GOODSIG" and "sig is ok".

In general, all data listed on the webpage should make sense and does not point to a problem.

When to do this?

It depends on the following:

All together, doing this after the release is announced should be enough.

Delete the previous release

OpenOffice is using a lot of space for each release. To keep it at a minimum it was agreed with the Infrastructure team to delete the previous release when the new one is published and no problems arose in a short time frame.

What has to be done?

Make sure that on https://dist.apache.org/repos/dist/release/openoffice/ is only the new release. Delete the older release

Example:

svn delete https://dist.apache.org/repos/dist/release/openoffice/4.1.5

When to do this?

Also here, doing this after the release is announced should be enough

Finally, don't forget to publish the website.

IMPORTANT:

The new data is not shown after it was published. There is a delay due to a cron job that runs maybe every 24h.

Apache Committee Report Helper

https://reporter.apache.org/addrelease.html?openoffice

Add new release

Statistics webpage

Webpage

http://www.openoffice.org/stats/downloads.html

What has to be changed?

IMPORTANT:

The webpage itself does not need to be changed. The download numbers are taken from https://svn.apache.org/repos/asf/openoffice/ooo-site/trunk/content/stats/aoo-downloads.txt
The file just needs to be updated with new numbers. As soon as the file is then committed and the website published, the new download numbers are shown in the chart.

Please see https://svn.apache.org/repos/asf/openoffice/devtools/aoo-stats/README.txt for instructions how to get new download numbers.

Changes to Support Areas

Bugzilla

Prerequisite

  • This requires admin privileges on Bugzilla

What has to be changed?

  • Add new version to the UI field "Version". This has to be done for every active product via "Edit versions".
  • Deactivate (don't delete) previous version in the UI field "Milestone". This has to be done for every active product via "Edit milestones". Because the previously released version is done and will not be updated, then it shouldn't be able to choose it.
  • Add new version to the UI field "Latest Confirmation via the custom field "cf_lastconfirmedver". This needs to be set only ones which is used for all products.

IMPORTANT:

Add new revision to available list.

Update Notifications

Change update script so users are notified of new version when they start AOO:

https://svn.apache.org/repos/asf/openoffice/devtools/genUpdateFeed/

IMPORTANT:

Usually done 1 - 3 weeks after the formal announcement to avoid a high traffic load on the SourceForge mirror servers which must be avoided. hash as <filename>.sha256