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pingtimeout merged 1 commit into from
Jan 8, 2026
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Update release guide to reference the proposed vote e-mail #3377

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2 changes: 1 addition & 1 deletion .github/workflows/release-3-build-and-publish-artifacts.yml
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Expand Up @@ -469,7 +469,7 @@ jobs:
* https://dist.apache.org/repos/dist/dev/incubator/polaris/${version_without_rc}

Helm charts are available on:
* https://dist.apache.org/repos/dist/dev/incubator/polaris/helm-chart
* https://dist.apache.org/repos/dist/dev/incubator/polaris/helm-chart/${version_without_rc}

NB: you have to build the Docker images locally in order to test Helm charts.

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72 changes: 15 additions & 57 deletions site/content/community/release-guides/semi-automated-release-guide.md
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Expand Up @@ -110,64 +110,17 @@ The third Github workflow to run is [`Release - 3 - Build and publish release ar
* Build the Helm chart
* Create signature and checksum for all package files
* Copy package files to Apache dist dev repository
* Generate an e-mail to notify the community of the availability of the release candidate

This workflow must be run from an RC tag (e.g., `apache-polaris-1.3.0-incubating-rc0`). Select the tag from the `Use workflow from` dropdown in the Github Actions UI. Selecting any other reference in the Github Actions UI will result in a failure.

![Screenshot of the third release workflow for 1.3.0-incubating](/img/release-guides/github-workflow-3.png "Screenshot of the third release workflow for 1.3.0-incubating")

## Start the vote thread

The last step for a release candidate is to create a VOTE thread on the dev mailing list.
The last step for a release candidate is to send a VOTE thread on the dev mailing list. The run details page for the third workflow contains a ready-to-send e-mail to notify the community of the availability of the release candidate and start the vote.

Recommended title subject:

```
[VOTE] Release Apache Polaris [major].[minor].[patch] (rc[N])
```

Recommended content:

```
Hi everyone,

I propose that we release the following RC as the official Apache Polaris [major].[minor].[patch]
release.

* This corresponds to the tag: apache-polaris-[major].[minor].[patch]-incubating-rc[N]
* https://github.com/apache/polaris/commits/apache-polaris-[major].[minor].[patch]-incubating-rc[N]
* https://github.com/apache/polaris/tree/<SHA1>

The release tarball, signature, and checksums are here:
* https://dist.apache.org/repos/dist/dev/incubator/polaris/[major].[minor].[patch]-incubating

Helm charts are available on:
* https://dist.apache.org/repos/dist/dev/incubator/polaris/helm-chart/[major].[minor].[patch]-incubating/

NB: you have to build the Docker images locally in order to test Helm charts.

You can find the KEYS file here:
* https://downloads.apache.org/incubator/polaris/KEYS

Convenience binary artifacts are staged on Nexus. The Maven repositories URLs
are:
* https://repository.apache.org/content/repositories/orgapachepolaris-<ID>/

Please download, verify, and test according to the release verification guide, which can be found at
https://polaris.apache.org/community/release-verify/.

Please vote in the next 72 hours.

[ ] +1 Release this as Apache polaris [major].[minor].[patch]
[ ] +0
[ ] -1 Do not release this because...

Only PPMC members and mentors have binding votes, but other community members
are encouraged to cast non-binding votes. This vote will pass if there are 3
binding +1 votes and more binding +1 votes than -1 votes.

NB: if this vote passes, a new vote has to be started on the Incubator general
mailing list.
```
![Screenshot of a vote e-mail for 1.3.0-incubating](/img/release-guides/github-workflow-3-detail.png "Screenshot of a vote e-mail for 1.3.0-incubating")
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@flyrain flyrain Jan 8, 2026

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Nit: If we’re providing an example, a text version would be preferable, since it’s easier to copy, search, and keep up to date than a screenshot.

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@pingtimeout pingtimeout Jan 8, 2026

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Thanks for your feedback @flyrain. To give you more context, I excluded the copy/keep up to date aspect on purpose. The example is given so that people know what to look for (as opposed to just referring to a details page with no further explanation). It is not made to be copied nor kept up to date. See this sentence in the Overview paragraph of the current semi-automated release guide:

Note that all screenshots in this page are for illustration purposes only. The actual repository name, version numbers, etc. may be different.


The next steps depend on the vote result.

Expand Down Expand Up @@ -212,6 +165,12 @@ A new vote is starting in the Apache Incubator general mailing list.

## Start a new vote thread on the Incubator general mailing list
As Polaris is an Apache Incubator project, you now have to start a new vote on the Apache Incubator general mailing list.
The Incubator vote e-mail resembles the Polaris vote e-mail, with a few additional details:
* It mentions that the Polaris (podling) vote has passed
* It contains links to the Polaris vote thread and the vote result thread
* It contains a checklist for the IPMC members to verify the release artifacts

Note that unlike for the podling vote, no e-mail is pre-generated by the Github workflow.

You have to send this email to general@incubator.apache.org:

Expand All @@ -232,25 +191,24 @@ Vote result thread:
* https://lists.apache.org/thread/<VOTE RESULT>

* This corresponds to the tag: apache-polaris-[major].[minor].[patch]-incubating-rc[N]
* https://github.com/apache/polaris/commits/apache-polaris-[major].[minor].[patch]-rc[N]
* https://github.com/apache/polaris/commits/apache-polaris-[major].[minor].[patch]-incubating-rc[N]
* https://github.com/apache/polaris/tree/<SHA1>

The release tarball, signature, and checksums are here:
* https://dist.apache.org/repos/dist/dev/incubator/polaris/[major].[minor].[patch]
* https://dist.apache.org/repos/dist/dev/incubator/polaris/[major].[minor].[patch]-incubating

Helm charts are available on:
* https://dist.apache.org/repos/dist/dev/incubator/polaris/helm-chart
* https://dist.apache.org/repos/dist/dev/incubator/polaris/helm-chart/[major].[minor].[patch]-incubating
NB: you have to build the Docker images locally in order to test Helm charts.

You can find the KEYS file here:
* https://downloads.apache.org/incubator/polaris/KEYS

Convenience binary artifacts are staged on Nexus. The Maven
repositories URLs are:
Convenience binary artifacts are staged on Nexus. The Maven repositories URLs are:
* https://repository.apache.org/content/repositories/orgapachepolaris-<ID>/

Please download, verify, and test according to the release verification guide, which can be found at
https://polaris.apache.org/community/release-verify/.
Please download, verify, and test according to the release verification guide, which can be found at:
* https://polaris.apache.org/community/release-guides/release-verification-guide/

Please vote in the next 72 hours.

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