RTGDIR - CC Review Requester and WG Chairs on review assignment mails

[dbhenriques]

Description

As an RTGDIR secretary, when I assign a document for review, a mail is sent to the assigned reviewer and the RTGDIR secretaries are cc'd on the mail.

I would like this to be changed as follows:

To: Assigned Reviewer CC: RTGDIR Secretaries, Review Requester, WG Chairs of the relevant WG

This means Review Requester and WG Chairs of the relevant WG are added to the CC.

An example of the mail sent currently

TO: Assigned Reviewer CC: RTG Secretaries Early review of: draft-xyz (rev. 01) Deadline: 2024-09-30 Pages: 120 Requested by: Requester Name

https://datatracker.ietf.org/doc/draft-xyz/reviewrequest/20188/login/

Daniam Henriques has assigned as a reviewer for this document.

While my requirement is for RTGDIR, I do believe this feature is useful and if implemented for RTGDIR we could work with other directorates to get this adopted.

Code of Conduct

• [X] I agree to follow the IETF's Code of Conduct

[rjsparks]

The review requester is already included. (Note that autogenerated requests for LC or telechat reviews have "(System)" as the requester and that is not copied. But the requestor for any explicitly requested review will be copied. The mailtrigger that is used to populate the To: and CC: in this case is https://datatracker.ietf.org/mailtrigger/name/review_assignment_changed/

Adjusting this as suggested may have unintended consequences with the reviewers workflow. The original design request had this as private communication between the secretary and the reviewer intentionally.

Remember that a reviewer can reject an assignment, and that other adjustments might need to be made.

And yes, this intent has already been ignore by showing assigned but not accepted reviews on the document's main page, so changing the CC may not make that much difference practically.

Also, it would require significant refactoring to make this a rtgdir only change.

Perhaps the request should be to send email to the extra recipients when an assignment is accepted? Note, however, that many reviewers don't bother signalling the accepted state, but wait until they are actually entering the review.

[dbhenriques]

Thanks for taking a look into this. I've been using a slightly different workflow of first contacting reviewers to confirm availability before assigning, so by the time I assign a review I know it will always be accepted (and I click accept on behalf of the reviewer to reduce the number of steps). I realise this is not the same workflow as some other directorates.

Changing to the requirement sending to extra receipts once a review is accepted, would thus address my requirements.

I agree that some reviewers in other directorates may only accept much later in the process. What are your thoughts around the impact of sending to extra recipients for all directorates upon review acceptance? If you like I can reach out to other directorate secretaries and we can then assess their levels of interest around this feature?

[rjsparks]

Feel free to reach out to them, but I anticipate you'll mostly get a "meh" reaction from the secretaries. I'd be more interested in whether the wgchairs and requesters (ADs or stream managers) want the extra email, since they can see what the status of the review assignments are in the datatracker,