Create release_process_timeline.md

Author: CarolineDenis

sphinx/dev_process/release_process_timeline.md

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+# Release Process and Timeline
+
+## Instance Updates with New Releases
+
+All future updates will follow a standardized release process:
+
+- Updates will be scheduled over the **weekend** to minimize disruption.
+- Users will receive an **email notification by the preceding Wednesday**, informing them that Specify may be inaccessible for up to **12 hours** during the weekend.
+- **Jason** will confirm the exact 12-hour downtime window with **Grant**, who will then relay the information to users.
+- Once the update is complete, users will receive a **follow-up email** confirming that the update was successful.
+
+---
+
+## Timeline: Testing + Update
+
+### Week 1
+- **Monday–Friday**: General testing begins and is completed by **Friday**.
+- **Friday**: KU test instances are updated to the latest version.
+- **Friday Night**: Open testing week begins (email notification is sent).
+
+### Week 2
+- **Wednesday**: Release announcement email is sent to users, including downtime window.
+- **Friday Night**: Open testing week ends.
+- **Saturday or Sunday**: Production update is performed during the confirmed 12-hour window.  
+  > During this time, **Specify will be inaccessible for up to 12 hours**.  
+  > All hosted instances will be updated simultaneously. Institutions that do not wish to be updated must wait for the next release cycle.
+- **Monday**: Follow-up email is sent confirming that the update was successful.
+
+---
+
+## Summary Timeline
+
+| Week | Day              | Activity                                                                 |
+|------|------------------|--------------------------------------------------------------------------|
+| 1    | Monday            | General testing starts                                                  |
+| 1    | Friday            | General testing completed                                               |
+| 1    | Friday            | KU test instances updated to latest version                             |
+| 1    | Friday Night      | Open testing week begins (email sent)                                   |
+| 2    | Wednesday         | Release announcement + downtime email sent to users                     |
+| 2    | Friday Night      | Open testing week ends                                                  |
+| 2    | Saturday/Sunday   | Production update (Specify inaccessible for up to 12 hours)             |
+| 2    | Monday            | Follow-up email confirming successful update                            |