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Update committer onboarding flow #381

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tuhaihe merged 1 commit into from
Jun 26, 2026
Merged

Update committer onboarding flow #381

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3 changes: 2 additions & 1 deletion src/pages/team/new-committers.md
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Expand Up @@ -15,7 +15,8 @@ To go through the whole process of inviting a new committer, you need to be a Cl
| **Vote** | If the proposed candidate seems to be received positively by a majority of those responding, please start a new thread to vote the candidate. Let the Vote thread run for one week. | [[VOTE]](#committer-vote-template) |
| **Announcing results** | No matter whether the result is positive or negative, please raise a new thread to summarize. If the result is negative, dismiss the following steps. | [[RESULT] [VOTE]](#committer-vote-results-template) |
| **Sending the invitation** | If the result is positive (achieved at least 3 +1 votes and no vetoes), then send a invitation to the new committer candidate. We give candidates a chance to decline committership in private. They can post a reply to the PMC mailing list. If the new committer candidate accepts, go to next. Otherwise, express the gratitude of Cloudberry community and stop here. | [Invitation](#committer-invite-template) |
| **Committer Account Creation** | The new committer should file the ICLA file to the secretary@apache.org, and remember to include the preferred Apache ID on the ICLA form. Here are the guide on [signing the ICLA](/team/sign-icla). The Apache Secretary will help create the Apache ID when processing the ICLA. After the new account is created (will receive *[FORM] Account Request* from root@apache.org), then the new committer needs [set up the apache.org email account](/team/setup-apache-email-account). _In the rare case that the Secretary does not create the account, you may use the legacy template below to request it._ | [Request to create a Apache ID (legacy)](#request-to-create-a-new-apache-id-for-new-committer-template-legacy) |
| **Committer Account Creation** | The new committer should file the ICLA to the secretary@apache.org, and remember to include the preferred Apache ID on the ICLA form. Here are the guide on [signing the ICLA](/team/sign-icla). The Apache Secretary will help create the Apache ID when processing the ICLA. After the new account is created (will receive *[FORM] Account Request* from root@apache.org), the new committer needs to: (1) [set up the apache.org email account](/team/setup-apache-email-account); (2) complete the setup at [GitBox](https://gitbox.apache.org/setup/) to link the GitHub account for repository write access and enable [GitHub two-factor authentication](https://docs.github.com/en/organizations/keeping-your-organization-secure/managing-two-factor-authentication-for-your-organization/requiring-two-factor-authentication-in-your-organization). In the rare case that the Secretary does not create the account, you may use the legacy template below to request it. | [Request to create a Apache ID (legacy)](#request-to-create-a-new-apache-id-for-new-committer-template-legacy) |
| **Update Roster** | PPMC members should update the [Roster](https://whimsy.apache.org/roster/ppmc/cloudberry) to add the new committer to the Committer team, so that the appropriate permissions are granted. | |
| **Welcome** | Send a welcome email to the new committer. | [Welcome](#welcome-the-new-committer-to-the-community-template) |
| **Announcement** | Announcing the new committer in the dev@cloudberry.apache.org mailing list. | [[ANNOUNCEMENT]](#new-committer-announcement-template) |
| **News** | Share the news accross the community channels. | |
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20 changes: 10 additions & 10 deletions src/pages/team/setup-apache-email-account.md
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Expand Up @@ -7,27 +7,27 @@ description: Follow these steps to set up your Apache.org email address in Gmail

2. Click the `Add another email address` button in the `Send mail as` section.

![Set up Apache email in Gmail - step 2](/img/team/apache-email-2.jpeg)
![Set up Apache email in Gmail - step 2](/img/team/apache-email-2.jpeg)

3. In the pop-up dialogue, enter your Apache email address, and click `Next Step`.

![Set up Apache email in Gmail - step 3](/img/team/apache-email-3.jpeg)
![Set up Apache email in Gmail - step 3](/img/team/apache-email-3.jpeg)

4. Set up the SMTP server & port. Enter your Apache username and password, then click `Add Account` to proceed:

* SMTP Server: `mail-relay.apache.org`
* Port: `465`
* Username and Password: `enter your own Apache ID and password`
* Select `Secured connection using SSL (recommended)`
* SMTP Server: `mail-relay.apache.org`
* Port: `465`
* Username and Password: `enter your own Apache ID and password`
* Select `Secured connection using SSL (recommended)`

![Set up Apache email in Gmail - step 4](/img/team/apache-email-4.jpeg)
![Set up Apache email in Gmail - step 4](/img/team/apache-email-4.jpeg)

5. A confirmation window will appear, indicating that you have successfully added your email address. Then go to the Gmail homepage, and open the new email `Gmail Confirmation - Send Mail as xx@apache.org` to click the link to confirm your request.

![Set up Apache email in Gmail - step 5](/img/team/apache-email-5.jpeg)
![Set up Apache email in Gmail - step 5](/img/team/apache-email-5.jpeg)

6. Send a test email from another email account to your Apache email address to confirm that you can receive it in your Gmail.

When composing a new email, you can select your Apache email address as the sender.
When composing a new email, you can select your Apache email address as the sender.

![Set up Apache email in Gmail - step 6](/img/team/apache-email-6.jpeg)
![Set up Apache email in Gmail - step 6](/img/team/apache-email-6.jpeg)
46 changes: 23 additions & 23 deletions src/pages/team/sign-icla.md
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Expand Up @@ -37,34 +37,34 @@ description: Follow these steps to sign your ICLA for Apache, including detailed

3. Fill the fields with your personal information

* Full Name: Please enter your full name.
* Public Name: Can enter your full name or a new name. If you do not enter a public name, your full name will be public.
* Postal Address: You need to make it more detailed to the door number. If not, it will be rejected by Apache. (Apache will not publish your postal address).
* Email: Please enter your commonly used email address.
* (optional) preferred Apache id(s): This will used for the xxx@apache.org email.
* notify project: Apache Cloudberry

Create your signature on MacOS:
![Sign Apache ICLA - step 1](/img/team/sign-apache-icla-1.jpeg)

Move your signature to the right place, then save the doc:
![Sign Apache ICLA - step 2](/img/team/sign-apache-icla-2.jpeg)
* Full Name: Please enter your full name.
* Public Name: Can enter your full name or a new name. If you do not enter a public name, your full name will be public.
* Postal Address: You need to make it more detailed to the door number. If not, it will be rejected by Apache. (Apache will not publish your postal address).
* Email: Please enter your commonly used email address.
* (optional) preferred Apache id(s): This will used for the xxx@apache.org email.
* notify project: Apache Cloudberry

Create your signature on MacOS:
![Sign Apache ICLA - step 1](/img/team/sign-apache-icla-1.jpeg)
Move your signature to the right place, then save the doc:
![Sign Apache ICLA - step 2](/img/team/sign-apache-icla-2.jpeg)

4. Create one email to Apache.

* Recipients: secretary@apache.org (Please don’t copy others)
* Subject: ICLA from [Your Name] for Project Cloudberry
* Message Body:
* Recipients: `secretary@apache.org` (Please don’t copy others)
* Subject: `ICLA from [Your Name] for Project Cloudberry`
* Message Body:

```
Hi there,
```
Hi there,

The attachment ICLA is from [Your Name], one new committer for the Cloudberry podling.
The attachment ICLA is from [Your Name], one new committer for the Cloudberry podling.

If any questions about the signed doc, please let me know.
If any questions about the signed doc, please let me know.

Thanks!
```
Thanks!
```

* Attach your completed ICLA file to the email.
* Send.
* Attach your completed ICLA file to the email.
* Send.
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