refresh release process (#2109)

* refresh release process

* missing assembler step

* jan feedback

* Apply suggestions from code review

* clarity

* alerting window

* fixed incorrect steps

Author: shainaraskas

docs/configure/site/legacy-url-mappings.md

@@ -16,7 +16,7 @@ en/elasticsearch/reference/:
 ## Structure
 
 `stack anchor`
-:   Defines a reusable list of version strings for "stack" projects, e.g., [ '9.0+', '8.18', ... ].
+:   Defines a reusable list of version strings for "stack" projects, e.g., [ '8.18', ... ].
 
 `mappings`
 :   A YAML mapping where each key is a legacy documentation URL path (like `en/apm/agent/java/`), and each value is a mapping with:

docs/contribute/branching-strategy.md

@@ -46,9 +46,9 @@ After it has been established that a repository should publish from a version br
      * Otherwise, keeping it set to `main` is also an option since this is where the content is initially developed and merged. This is the default.
 4. In the assembler PR, add the `ci` label. After CI runs, confirm that the intended version branches are publishing to the link service. When links are being published as intended, they can be found at the following URL, where `repo` is your repo name and `branch` is your newly configured branch:
 
-  ```text
-  elastic-docs-link-index.s3.us-east-2.amazonaws.com/elastic/<repo>/<branch>/links.json
-  ```
+    ```text
+    elastic-docs-link-index.s3.us-east-2.amazonaws.com/elastic/<repo>/<branch>/links.json
+    ```
 5. Rerun the `validate-assembler` check on the PR.
 6. After checks pass and the docs engineering team approves, you can merge the PR.
 

docs/contribute/release-new-version.md

@@ -6,11 +6,34 @@ navigation_title: Release a new docs version
 
 When a new version of the Elastic Stack (or another versioned product) is released, the docs site must be updated to recognize it. This process primarily involves updating version metadata in the shared site configuration.
 
-Follow these steps to release a new documentation version.
+## Who needs to be involved
 
-:::::{stepper}   
+Generally, each release requires the following people:
 
-::::{step} Update `versions.yml`
+* A member of the **docs team** to perform release prep
+* A member of the **docs engineering** team to support publishing those changes to staging and prod.
+
+Before you start your release, you should identify who from each of these teams will facilitate the release.
+
+## Release process
+
+Follow these steps to release a new documentation version. There are two phases to releasing a new version: 
+
+* **Release prep**: Prepare the relevant docs-builder changes. This can be done anytime before release day, and can be performed by any member of the docs team.
+* **Release day activities**: Merge your changes and push them to our staging and production environments. These steps must be performed on release day, and require support from docs engineering.
+
+
+### Release prep
+
+Anytime before release day, you can prepare the release-related changes. These changes can be bundled into a single PR. 
+
+Do not merge these changes until release day.
+
+:::::{stepper}
+
+::::{step} [docs-builder PR] Update `versions.yml`
+
+_This action can be performed by any member of the docs team. It's also [automated](https://github.com/elastic/docs-builder/actions/workflows/updatecli.yml) for many products._
 
 The `versions.yml` file defines the **base** (minimum) and **current** (latest) versions of each versioned product family.
 
@@ -26,11 +49,42 @@ versioning_systems:
 - Update the `current` version to reflect the newly released version.
 - Only update the `base` version if you're dropping support for an older version.
 
-Refer to [`versions.yml`](../configure/site/versions.md) for more information.
+Refer to [`versions.yml`](/configure/site/versions.md) for more information.
 
 ::::
 
-::::{step} (Optional) Update legacy URL mappings
+::::{step} [docs-builder PR] (Optional) Bump the version branch
+_This action can be performed by any member of the docs team._
+
+If you use the [tagged branching strategy](/contribute/branching-strategy.md), and your release corresponds with a new branch in the repository that holds your documentation, then you also need to bump the `current` and `next` branch in the docs configuration.
+
+This step is not always required, depending on your branching strategy. For example, if you only have branches for major versions of your product (e.g. 1 and 2), and you're already publishing your docs from the `1` branch, then you don't need to bump the version branch to release version 1.2 or 1.2.3 of your documentation.
+
+1. In `assembler.yml`, specifying the new `current` and `next` branches for your repository:
+   
+    ```yml
+    your-product:
+    current: 1.1
+    next: 1.2
+    ```
+
+    Some people use `main` or `master` for their `next` branch. In this case, the `next` value doesn't need to be changed.
+
+2. Tag the PR with the `ci` label. After CI runs, confirm that the intended version branches are publishing to the link service. When links are being published as intended, they can be found at the following URL, where repo is your repo name and branch is your newly configured branch:
+
+    ```
+    elastic-docs-link-index.s3.us-east-2.amazonaws.com/elastic/<repo>/<branch>/links.json
+    ```
+
+3. Rerun the `validate-assembler` check on the PR.
+
+
+[Learn more about changing the published branch](/contribute/branching-strategy.md#how-to-change-the-published-branch).
+::::
+
+::::{step} [docs-builder PR] (Optional) Update legacy URL mappings
+
+_This action can be performed by any member of the docs team._
 
 If you're releasing a version older than the current `base`, or restoring support for a previously removed version, you may need to update the `legacy-url-mappings.yml` file.
 
@@ -39,21 +93,50 @@ This file maps legacy URL paths (like `en/elasticsearch/reference/`) to the list
 For example, to release the 8.19 version of the Elastic Stack, update the `stack` versions array to include the new version number:
 
 ```yml
-- stack: &stack [ '9.0+', '8.19', '8.18', '8.17', ... ]
+- stack: &stack [ '8.19', '8.18', '8.17', ... ]
 ```
 
-:::{important}
-The first version in the `mappings` list is treated as the "current" version in documentation version dropdown.
-:::
-
 See [`legacy-url-mappings.yml`](../configure/site/legacy-url-mappings.md) for more information.
 
 ::::
 
-::::{step} Release a new version of docs-builder
+:::::
+
+### Release day activities
+
+Merge your changes and push them to our staging and production environments on release day.
+
+:::::{stepper}
+
+::::{step} [docs-builder PR] Merge the config change
+
+Merge the `versions.yml` changes and any assembler and legacy URL mapping changes. Anyone from the docs team can merge the PR, but it must be approved by docs engineering or docs tech leads.
+
+Optionally, docs engineering or docs tech leads can invoke the [Synchronize version & config updates](https://github.com/elastic/docs-internal-workflows/actions/workflows/update-assembler-version.yml) action manually on `docs-internal-workflows`, which opens two configuration update PRs: `staging` and `prod`.
+
+This action also runs on a cron job, but can be triggered manually if the change is time-sensitive.
+::::
+
+::::{step} Merge the config change to staging
+
+_This action must be performed by docs engineering._
+
+1. Approve and merge [the `staging` configuration update PR](https://github.com/elastic/docs-internal-workflows/pulls).
+2. Optionally, manually [invoke the release automation to staging](https://github.com/elastic/docs-internal-workflows/actions/workflows/assembler-build.staging.yml).
+
+   This action also runs on a cron job, but can be triggered manually if the change is time-sensitive.
+
+Before you merge the config change to prod in the next step, make sure that the workflow run is green and wait for 10 to 15 minutes for any alerts to be raised.
+
+::::
+
+::::{step} Merge the config change to prod and release to production
+
+_This action must be performed by docs engineering._
 
-Version updates and content set additions require a release of docs-builder.
-Contact the Docs Eng team for assistance.
+1. Approve and merge [the `prod` configuration update PR](https://github.com/elastic/docs-internal-workflows/pulls).
+2. Manually [invoke the release automation to production](https://github.com/elastic/docs-internal-workflows/actions/workflows/assembler-build.prod.yml). Monitor it to make sure that it's green.
+3. Let the requester or docs release coordinator know the docs have been updated.
 
 ::::
 
@@ -64,3 +147,4 @@ Cumulative documentation relies on version metadata through `applies_to` blocks,
 Check the built output to ensure `applies_to` changes are correctly rendering.
 
 ::::
+:::::