Annual Toolforge Survey/How to

Steps

1. Create a phabricator task for the survey (such that there's one task per year)
2. Draft and review the message body for the survey announcement
3. Copy, update, review the survey form. Typically the survey lives on Google Docs and the only updates needed are the dates.
4. Publicly announce survey (typically on a Monday in November)
5. One week later remind with "[Reminder]" prepended to subject.
6. About a day before the survey ends remind with "[Final reminder]" prepended to the subject.

Announcement template

Subject: Participate in the Wikimedia Cloud Services Annual Survey (2021)

Hello!

You are receiving this email because you are a member of the Toolforge project or you are a project admin for a Wikimedia Cloud VPS project.

We, the Wikimedia Cloud Services team, are conducting this survey to learn more about how developers use our services and how they can be improved to address their needs. This survey will take between 10 minutes and an hour of your time, depending on how much feedback you would like to share with us in the form of free form comments. 

This survey will be conducted via a third-party service, which may subject it to additional terms. For more information on privacy and data-handling, see the survey privacy statement [0].

If you agree to these terms and conditions, please go to <https://docs.google.com/forms/d/e/1Jv2_E0uNVjzoO3SzCIW7Wc20RPHwUzkp4sNb1KNB6Ww/viewform> to participate in the survey. The survey will end on 2021-02-05.

If you do not wish to receive future Cloud Services annual survey emails, add your Wikimedia developer account name (i.e. the username you use to login to wikitech.wikimedia.org) to the opt-out list [1].

If you want to learn more about the survey and its result, please visit: <https://meta.wikimedia.org/wiki/Research:Cloud_Services_Annual_Survey/2021>

[0]: https://foundation.wikimedia.org/wiki/Wikimedia_Cloud_Services_Annual_Survey_Privacy_Statement
[1]: https://wikitech.wikimedia.org/wiki/Annual_Toolforge_Survey/Opt_out

Reminder template

Subject: 1 week left - Participate in the Wikimedia Cloud Services Annual Survey (2021)

Reminder, there is only one week left to fill the survey. We would really appreciate your feedback.

If you have already filled out the survey, thank you!

There will only be one last reminder the day before the survey is closed. The survey will close next week on 2021-02-05.

* Privacy policy: https://foundation.wikimedia.org/wiki/Wikimedia_Cloud_Services_Annual_Survey_Privacy_Statement
* Form: https://docs.google.com/forms/d/1Jv2_E0uNVjzoO3SzCIW7Wc20RPHwUzkp4sNb1KNB6Ww/viewform
* Opt out: https://wikitech.wikimedia.org/wiki/Annual_Toolforge_Survey/Opt_out

Bulk emailing instructions

from root@labweb1001:/home/bd808/projects/survey-mail-list:

Make a list of email addresses suitable for surveying all Toolforge
maintainers + Cloud VPS project admins.

$ python3 make-toolforge-email-list.py > emails.txt
$ python3 make-cloudvps-email-list.py >> emails.txt
$ sort emails.txt | uniq > all-emails-sorted.txt
$ python3 make-opt-out-list.py | sort | uniq > opt-out.txt
$ grep -vxF -f opt-out.txt all-emails-sorted.txt > emails.txt