ER: Discussion of processes for removal of inactives from issues, website team

[t-will-gillis]

Dependency

• Update Pre-work checklist template #4944

Emergent Requirement - Problem

We want to review the behavior of our workflows.

• "Schedule Friday":

  • So inactive members are automatically removed from self-assigned issues, closely after 2 weeks inactive ("statusInactive2")

  • Along with the above, we need to change the accompanying messages applied with the labels

    Current message text

    ${assignees}

    Please add update using the below template (even if you have a pull request). Afterwards, remove the '${label}' label and add the 'Status: Updated' label.

    Progress: "What is the current status of your project? What have you completed and what is left to do?"
    Blockers: "Difficulties or errors encountered."
    Availability: "How much time will you have this week to work on this issue?"
    ETA: "When do you expect this issue to be completed?"
    Pictures (optional): "Add any pictures of the visual changes made to the site so far."
    If you need help, be sure to either: 1) place your issue in the Questions/In Review column of the Project Board and ask for help at your next meeting, 2) put a "Status: Help Wanted" label on your issue and pull request, or 3) put up a request for assistance on the #hfla-site channel. Please note that including your questions in the issue comments- along with screenshots, if applicable- will help us to help you. Develop Updated Getting Started page #1619 (comment) and Remove additional space from wins-card-mobile.svg within WIns About page (mobile only) #1908 (comment) are examples of well-formed questions.

    You are receiving this comment because your last comment was before ${cutoffTime} PST.

• "Schedule Monthly":

  • We want to review the current schedule for removing members from the team. Currently, members are notified after 30 days inactive and removed after 60 days inactive.
  • We may want to revise messaging on the "Inactive Members" issue

Issue you discovered this emergent requirement in

• No specific issue

Date discovered

• 9/30/24 discussed at Devs meeting

Did you have to do something temporarily

• YES
• NO

Who was involved

@ExperimentsInHonesty @t-will-gillis

What happens if this is not addressed

Without addressing, we will continue with the status quo behaviors of "Schedule Friday" and "Schedule Monthly" described above.

Resources

Recommended Action Items

• Make a new issue
• Discuss with team
• Let a Team Lead know

Potential solutions [draft]

• "Schedule Friday" workflow:
  • Timeframe for un-assigning/ number of days after the two weeks inactive notice before un-assigning:
    • 3 days- Would require new trigger, or maybe "Schedule Friday" runs twice in a week?
    • 7 days- Advantage is that this is rel. easy to add to existing workflow
  • The functionality to un-assign would need to be added to workflow. The function exists and could/should be modularized to make it easier to reuse in this workflow.
  • New messages (attach existing for discussion)
• "Schedule Monthly" workflow:
  • Revised timeline?
  • New messaging on the "Inactive Members" issue?

[ExperimentsInHonesty]

If a person is

• not assigned to any issues (other than prework).
• has completed at least one good first issue
• has not responded to the two-week inactive notice on prework

Do not implement changes above until we have changed the prework so that it says, if there are no PRs to review, leave the following comment

There are no GFI PRs to review.

add the label need PRs to review: GFI
then move on, and circle back frequently, checking to see if there are PRs to review so you can check the boxes off and give your update

[ExperimentsInHonesty]

putting a hold on this until the prework issue is updated