Document our Projects set-up

[NeuroShepherd]

Major Topics loosely assembled for now:

Creating New Projects

Short note at the beginning: issues can be assigned to multiple boards simultaneously. The Member Task boards are set up to be the default boards when someone is assigned a task in any of our repos.

• Good things to know in general about this and workflows we should use:
  • Open Issues and then create branches/PRs based off of those Issues. Merging this PR into your project will then close the PR, the Issue itself, and move its status to Done on all boards where it is active

Members Task Boards

• These should your general to-do items, and will be visible to other admin members in the organization.
• They should be created from the Project template
• The naming must be "USERNAME Tasks" in order for our tagging integration to work
• The column titled (TO BE NAMED) should always exist, preferably as the first column in your board. The issue-adding integration will look for a column with this name to place issues; otherwise, it will create a new column called "No Status". You can also just use/keep a "No Status" column if you'd prefer
• The default privacy setting for the template board is Private from the public (i.e. only the members of our GitHub organization, of any level, can see that these project boards exist.) You can choose to hide your board from others, but you should always grant admin privileges to the other OSC admins by adding the Team osc-admin-members to the access list.

Other Project Boards

• Some projects will also be particularly related to one (or a few) repositories
• These boards will not (or least do not currently) have any extra integration to assign issues to a Project, but can be done manually with GitHub's dropdown option within an issue.

The Tagging Integration

• Background: the Workflows options in Projects allows for Issues in repos to be automatically added to Project boards. However, on the free organization tier, only 1 repo at a time can be linked to a project board. On the tiers 1 and 2 steps above free, the numbers increase to 5 and 20 repos, respectively. However, this is insufficient as we want all repos in our organization to have this feature
• As such, the next best solution is to have a GitHub Action in all of our repos that listens for Issues to be assigned to someone. When this happens, a Workflow is triggered that 1) finds the "USERNAME Tasks" board for the assignee and 2) adds the task to that user's board.
• The integration relies on a secret (stored either in each individual repo or in an organization secret--Still need to evaluate security implications of both

[NeuroShepherd]

The most convenient option, ultimately, is probably just to set secrets with PATs in each repo rather than at the organization level.

https://docs.github.com/en/codespaces/managing-codespaces-for-your-organization/managing-development-environment-secrets-for-your-repository-or-organization#adding-secrets-for-an-organization

[NeuroShepherd]

Make note of lmu-osc/test-repo#6: don't close issues on your board just because they annoy you. It will close the Issue for everyone. Unassign an issue if you're not responsible for it, or just remove it from your board (without unassigning) if you don't want to see it on your board. (This 2nd option would be a bit unusual, but you do you, reader.)