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asyncapi
Improvement in voting procedure
Why do we need this improvement?
As we may be shifting to a board structure, voting automation needs to be improved further.
The voting notification workflow is already in place and has been working splendidly. Now it's time to enhance it to send emails to members who have not voted yet.
Also, as per the requirements from https://github.com/asyncapi/community/issues/1194 we need to notify members who have been inactive for a long time, as well as maybe exclude them next time but needs some discussion.
For more info: https://github.com/asyncapi/community/issues/1163 https://github.com/asyncapi/community/pull/1337
How will this change help?
Will increase voting participation maybe 🤷🏻
Screenshots
No response
How could it be implemented/designed?
Currently the plan is to get emails from Slack and send email from there.
🚧 Breaking changes
No
👀 Have you checked for similar open issues?
- [x] I checked and didn't find a similar issue
🏢 Have you read the Contributing Guidelines?
- [x] I have read the Contributing Guidelines
Are you willing to work on this issue?
Yes I am willing to submit a PR!
the most interesting question is - how email sending will work 🤔 what service we will use, also to make sure these emails do not land in spam
We had a mail chimp one right? How does that sound or we should keep things separate?
we should use the opportunity and try new service that is in AsyncAPI hands.
awesome, I have a friend that worked there, will check with him, maybe he knows if there is an option to connect with them and get some discounts
Bounty Issue's service comment
Text labels: bounty/2025-Q2, bounty/advanced, bounty/coding
First assignment to regular contributors: 2025-03-21 00:00:00 UTC+12:00
End Of Life after: 2025-04-30 23:59:59 UTC-12:00
@asyncapi/bounty_team
The Bounty Program is not a Mentorship Program. The accepted level of Bounty Program Participants is Middle/Senior.
Regular contributors should explain in meaningful words how they are going to approach the resolution process when expressing a desire to work on this Bounty Issue.
@Shurtu-gal (githubID: 100484401) is an AsyncAPI Maintainer specified in https://github.com/asyncapi/community/blob/master/MAINTAINERS.yaml, so they fall under the first category in the prioritization list.
Bounty Issue's Timeline
| Complexity Level | Assignment Date (by GitHub) | Start Date (by BP Rules) | End Date (by BP Rules) | Draft PR Submission | Final PR Merge Start | Final PR Merge End |
|---|---|---|---|---|---|---|
| Advanced | 2025-03-17 | 2025-04-07 | 2025-06-01 | 2025-04-27 | 2025-05-18 | 2025-06-01 |
Please note that the dates given represent deadlines, not specific dates, so if the goal is reached sooner, it's better.
Keep in mind the responsibility for violations of the Timeline.
Assignee: @Shurtu-gal (githubID: 100484401)
Bounty completion proof:
- The pipeline for sending of mails is done by creation of a modular function which can be easily configured to send different stuff.
- The same is now integrated with our voting_notification pipeline worked in https://github.com/asyncapi/community/pull/1337.
- The successful example runs can be viewed: https://github.com/ash17290/asyncapi-community/actions/runs/14191747993/job/39757813085
Example of mail:
cc: @aeworxet
Bounty Issue Is Completed 🎉
@Shurtu-gal (githubID: 100484401), please go to the dedicated AsyncAPI Bounty Program 2025 page on Open Collective and submit an invoice for USD 400.00 (button 'ACTIONS', dropdown option 'Submit expense') with the expense title Bounty community#1739, tag bounty, and full URL of this Bounty Issue in the description.
After submitting the invoice, please post the link to it in this Bounty Issue as a separate comment.
Not sure if still relevant but have a friend working at Twilio, in case it's useful.
Not sure if still relevant but have a friend working at Twilio, in case it's useful.
Currently it is free upto 100 mails per day (I don't think we are going to exceed that at least in current scenario). But good to know that both you and Lukasz have friends there 😀.
I was in contact with them as there were issues with setting up an account. They got full explanation that it is an open source projects and stuff like that. There was no official process to apply for open source support. If you have contacts there and they are happy to give us higher plan, that is awesome, and good luck 😃
After submitting the invoice, please post the link to it in this Bounty Issue as a separate comment.
https://opencollective.com/asyncapi/projects/asyncapi-bounty-program/expenses/245091
✅
The invoice https://opencollective.com/asyncapi/projects/asyncapi-bounty-program/expenses/245091 was submitted by the same Bounty Program Participant who completed the Bounty Issue community#1739.
I was in contact with them as there were issues with setting up an account. They got full explanation that it is an open source projects and stuff like that. There was no official process to apply for open source support. If you have contacts there and they are happy to give us higher plan, that is awesome, and good luck 😃
I can try but do we really have a need for it? I need to understand so I can make a case 😄
well, if we have full account with many more emails to send monthly, then we can use the account for many other automation topics we never discussed cause of the limits:
- automated notification for CFP submitters - that submission was received
- not only current voting reminder, but also lack of participation reminder + also email once automation removes TSC member with explanation that it is automated process, and what are next steps to come back
above might fit into current limit....probably
with new governance model, elections and stuff - might be there will be need for more emails
Another point is also there, if we have two voting opened on same day, we would be sending 150 emails (if nobody votes 😆).
I see. Have you guys considered https://resend.com? They're developer-friendly and might want to support us 🤷
Any service is fine IMO. We can shift to any service as long as they support us. Do you know anyone in Resend?