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These notes outline the tasks involved in the production and distribution of each new newsletter issue every month. Names in brackets indicate the members of the editorial team who have experience with carrying out the corresponding step. See also this table for more details on some tasks - as noted there, help is welcome; leave a talk page comment there in case you are interested in getting involved.
Newsletter content preparation
During the month
- Find new publications to review, via Google Scholar alerts, Tweetdeck (for @wikiresearch), or tips sent by readers (Dario, Tilman)
- Import them into Zotero (Massly, Dario, Tilman).
- Export from Zotero into the Etherpad todo list, using the "Wikipedia" export feature (Masssly, Tilman, Dario).
- Tweet/retweet from @wikiresearch as appropriate (Dario, Tilman).
About one week before the planned publication date
(currently the last weekend of the month, tied to the Signpost's publication schedule, see Signpost newsroom for the most up-to-date information):
- Send invitations to potential reviewers (Masssly, Dario, Tilman)
- Add note about the upcoming issue in the Signpost newsroom page, as soon as the preceding issue is out (example) (Tilman)
- Set up draft page for the new issue, using the standard layout (Tilman and other Signpost contributors)
Up to the Signpost's publication time (which can be up to several days after the formal publication date):
- Curate incoming reviews, including copyedits and formatting: ...
- Fill the "other recent publications" section (example) with items from the Etherpad that look like they won't be read and reviewed soon, optionally quoting from the abstract (Tilman)
- Add per-review bylines (in addition to the general bylines on top (Masssly, Hanteng, Heather)
After publication of the Signpost version
Prepare the version published here on Meta (Masssly, Dario, Tilman). The necessary steps can be gleaned from these edits):
- Import the page from enwiki via Special:Import. Check "Copy all history revisions for this page", but do not check "Include all templates". As comment, one can use something like "for syndication as Wikimedia Research Newsletter.
- Adjust wikilinks, using regex search and replace
- Fix images if necessary (the Signpost sometimes uses a special layout template for them)
- All necessary citation templates should be present on Meta too. In case a template doesn't work, consider replacing it by pasting the original wikitext into en:Special:ExpandTemplates.
- Add standard WRN header and footer
- Update Template:WRN current and Research:Newsletter/Archives
Publish and announce in other channels:
- Publish blog version, using the blogconverter tool (Tilman)
- Tweet either the blog or Meta version from @wikiresearch, pinning the tweet (Dario, Tilman)
- Send announcement to Wikiresearch-l (Masssly, Dario, Tilman)
- Send out HTML email version to subscribers (Tilman):
- Copy the HTML prepared for the blog version into the "Send HTML Email" tool by labnol, emailing the result to yourself
- Forward the received email, editing it:
- Subject line should be like "Wikimedia Research Newsletter, March 2016"
- remove your signature at the bottom, replacing it with the following boilerplate text (centered and in small font):
"Thanks for subscribing to the HTML email distribution of the Wikimedia Research Newsletter! Click "Email" above to manage your subscription. To be able to view the illustrations, remote loading of images must be enabled in your email client. Images are only loaded from Wikimedia Foundation servers and are not used for tracking purposes. Send feedback about this service to researchnewswikimedia.org"
- Send the result to research-newsletterlists.wikimedia.org
- Log into  and approve your mail
- Notify authors of reviewed papers (Masssly, Tilman): ....
- Update stats
- Set up new Etherpad to coordinate reviewers' work on the upcoming issue (it is linked from Research:Newsletter#How_to_contribute, the link there should update automatically). (Tilman)
- Copy over header from previous month's Etherpad, updating dates
- Copy over (or decide to drop) all entries that were not covered yet (Tilman)
Once a year:
- Prepare Zotero dump of all papers covered in that year's volume, and a PDF book with all 12 issues (Dario, Tilman): ...