Add github action to google sheet tracking by ashley314 · Pull Request #20 · JCSDA-internal/.github

ashley314 · 2026-04-17T14:00:59Z

Description

This PR builds off of Phil's helpdesk issue template to automatically populate a spreadsheet with information on the ticket. It will update upon open, description change, and close.

Issue(s) addressed

Resolves https://github.com/JCSDA-internal/github-admin/issues/137

Dependencies

None

Impact

Expected impact on downstream repositories:

Manual Testing Instructions (optional)

I have tested this with my own repository in order to kick of github actions.

Spreadsheet updating:

Once this get's merged, the sheet it will use is:
https://docs.google.com/spreadsheets/d/1ij5LQwjtjfsdywVfX5YepqeHIs-tufIMW9k8pc_69nc/edit?usp=sharing

Checklist

I have performed a self-review of my own code
I have made corresponding changes to the documentation
I have run the unit tests before creating the PR

Further Notes - work for a different PR:

~~The helpdesk label does not appear to assign the JCSDA AOP label correctly and makes a new one?~~ Fixed in another PR
~~I want to update the template for a "Triage" Or "Upon closure section" for the assignee or manager to fill out - this auto populate columns such as "Triage Category" and "Root Cause"~~ (Tracked in new issue Add Closing Notes to helpdesk template #23)
~~Update template to have a drop down menu for Partner agencies and projects so we have clear assignee (and funding) mapping~~ (Tracked in new issue Update Helpdesk yaml to included partner drop down #22)
Note, this action will only kick off from tickets opened inside this repo. Another work tracking ticket will be open for solutions to implement across all (or most of our JCSDA repos).

ashley314 · 2026-04-23T17:38:38Z

The GCP (google cloud project) dashboard is at https://console.cloud.google.com/home/dashboard?project=jcsda-helpdesk. JEDI Infra and Phil should have access. I created a Service Account to use for our issue spreadsheet named "jcsda-helpdesk-sheets"

ashley314 · 2026-04-27T19:23:37Z

@gibbsp this is a place holder for our auto assignments based on requesting organization. I know Christian and Nate are going to be owners of some projects too. Can you provide me with a full list of "Requesting Organization (or project)" and a corresponding JCSDA member? I will update this file and the drop down options in Helpdesk.yml.

We can update this file in this PR or I have another issue open to give the users a drop down option menu for selecting requestor organization (#22)

ashley314 · 2026-04-28T15:05:42Z

I am going to spend a little time reorganizing the spreadsheet for better readability before this goes in.

ashley314 · 2026-04-28T15:25:15Z

These steps are already completed. The notes here are so we can do it again if needed.

ashley314 · 2026-04-28T15:27:32Z

@eap @ytremolet @gibbsp this is a big PR adding the automation for spreadsheet helpdesk tracking. I have a private repo that is a duplicate of this so I can test everything before pushing this to the master branch. Happy to jump on a meeting to show those tests and results. I included screen shots in the description. For now, tracking and sheet updates will only be done in the .github repo. I have a ticket open to scale this across our repositories.

ytremolet · 2026-04-29T19:38:08Z

This looks reasonable. I'm not an expert on the tools being used here. Is there something specific you want me to look at?

ashley314 · 2026-04-30T20:58:26Z

@ytremolet No worries. I walked Evan through everything so he can do a more detailed code review. Thanks!

This looks reasonable. I'm not an expert on the tools being used here. Is there something specific you want me to look at?

ashley314 · 2026-05-05T14:49:38Z

If #26 is merged first then I will update this file before we merge.

eap

Looking good. I've added a few comments on issues some that need to be adressed and some that are just questions.

On the basis of this being experimental, I'm inclined to approve it on the basis that we will iterate as we go. Please address the comments before submitting.

eap · 2026-05-07T20:23:51Z

+
+# Column order in the spreadsheet. Must stay in sync with the row list built
+# in main() below.
+COLUMNS = [


Thinking out lout, it would be nice to get columns from the helpdesk.yml... or at least verify that the columns defined in the issue template are also present here as columns.

At present, the names aren't fully 1:1 matching and, unavoidably, the sheet will contain columns not present in the template.

Don't really have to do anything on this right now but definitely food-for-thought. (Also if this is a github action then it means there's a blocking github-api call every time we check, so...)

eap · 2026-05-07T20:27:35Z

+    m = re.search(pattern, body or "", re.MULTILINE)
+    return m.group(1).strip() if m else ""


Style nitpick; ternary returns are hard to read.

Suggested change

m = re.search(pattern, body or "", re.MULTILINE)

return m.group(1).strip() if m else ""

m = re.search(pattern, body or "", re.MULTILINE)

if not m:

return ""

return m.group(1).strip()

eap · 2026-05-07T20:29:04Z

+    '###' header or end of body, with leading/trailing whitespace stripped.
+    """
+    text = _section_body(body, section_title)
+    return text.strip() if text is not None else ""


Suggested change

return text.strip() if text is not None else ""

if not text:

return ""

return text.strip()

eap · 2026-05-07T20:32:02Z

+
+# ── Org → assignee lookup ─────────────────────────────────────────────────────
+
+_PLACEHOLDER_ORGS = {"na", "n/a", "none", "unknown", "n.a.", "not applicable", ""}


Suggested change

_PLACEHOLDER_ORGS = {"na", "n/a", "none", "unknown", "n.a.", "not applicable", ""}

_NO_ORG_FIELD_VALUES = {"na", "n/a", "none", "unknown", "n.a.", "not applicable", ""}

eap · 2026-05-07T20:32:09Z

+    """
+    default = org_map.get("default_assignee")
+    org_lower = requesting_org.lower().strip()
+    if org_lower in _PLACEHOLDER_ORGS:


Suggested change

if org_lower in _PLACEHOLDER_ORGS:

if org_lower in _NO_ORG_FIELD_VALUES:

eap · 2026-05-07T20:32:44Z

+    if org_lower in _PLACEHOLDER_ORGS:
+        return default
+    for key, assignee in org_map.items():
+        if key.startswith("_") or key == "default_assignee":


Can you add an inline comment here? Whats with the "_" key?

eap · 2026-05-07T20:37:33Z

+    a = datetime.datetime.fromisoformat(a_iso)
+    b = datetime.datetime.fromisoformat(b_iso)


Unsantized input here. Not dangerous but it can halt the ingest by throwing a value error (unset field, badly formatted, high-energy cosmic photon, whatever).

Wrap with ValueError catcher and return something sensible that indicates an error in calculating.

eap · 2026-05-07T20:41:22Z

+    is added as an editor so automation can still reinitialise if needed.
+    """
+    sh = ws.spreadsheet
+    requests = []


You imported the "requests" library earlier and this overwrites the module as a list in the local namespace of this funciton. Use a different var name here.

eap · 2026-05-07T20:44:43Z

+      }
+    }
+    """
+    resp = requests.post(


You use the requests library in several places to interact with the GitHub API. I'd recommend using retries here (at least 2x total tries with a small delay) to hedge against api flakiness caused failures.

Alternatively use pygithub which has its own retry system built into the client library... although its not automatic so in either case you have to consider it here.

ashley314 self-assigned this Apr 17, 2026

ashley314 added the INFRA JEDI Infrastructure label Apr 17, 2026

ashley314 commented Apr 17, 2026

View reviewed changes

Comment thread .github/workflows/helpdesk-triage-labels.yml

ashley314 commented Apr 17, 2026

View reviewed changes

Comment thread .github/helpdesk/SETUP.md

ashley314 requested a review from eap April 20, 2026 20:06

ashley314 added 2 commits April 21, 2026 13:14

add gsheet tracking as action

267cc76

add story point column

03da339

ashley314 force-pushed the feature/helpdesk_sheet_actions branch from 3d8fecc to 03da339 Compare April 21, 2026 19:16

use env var for sheet id

b2c6fc4

ashley314 mentioned this pull request Apr 24, 2026

add Maintainer section to Helpdesk template #24

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ashley314 added 2 commits April 27, 2026 11:18

Merge branch 'master' into feature/helpdesk_sheet_actions

4c2ce73

add sheet id

35539e1

ashley314 commented Apr 27, 2026

View reviewed changes

ashley314 added 2 commits April 27, 2026 15:53

add maintainer info to sheet

c9a07c5

add default assignee and full resolution description

c1c07a7

ashley314 mentioned this pull request Apr 28, 2026

Apply helpdesk sheet sync to JCSDA repos #25

Open

reformat spreadsheet

b12675d

ashley314 marked this pull request as ready for review April 28, 2026 15:21

ashley314 requested review from gibbsp and ytremolet April 28, 2026 15:21

setup.md updated for columns

d41b792

ashley314 commented Apr 28, 2026

View reviewed changes

ashley314 added 4 commits April 28, 2026 14:05

better template matching

eef5220

update story point collection

045f6bd

update autoassign only at open/labeled events

21f4bfa

only read full sheet once

6171b87

cancel in progress, add retry

91c1a78

ashley314 marked this pull request as draft April 29, 2026 19:25

use helper function for section body

d7ccabf

ashley314 added 2 commits April 29, 2026 13:38

fix old info edge case

b2cbb15

environ updated

bd73783

ashley314 marked this pull request as ready for review April 30, 2026 14:38

ashley314 mentioned this pull request May 5, 2026

helpdesk template: use partner and project dropdown #26

Open

3 tasks

ashley314 commented May 5, 2026

View reviewed changes

eap approved these changes May 7, 2026

View reviewed changes

		m = re.search(pattern, body or "", re.MULTILINE)
		return m.group(1).strip() if m else ""


		# ── Org → assignee lookup ─────────────────────────────────────────────────────

		_PLACEHOLDER_ORGS = {"na", "n/a", "none", "unknown", "n.a.", "not applicable", ""}

	_PLACEHOLDER_ORGS = {"na", "n/a", "none", "unknown", "n.a.", "not applicable", ""}
	_NO_ORG_FIELD_VALUES = {"na", "n/a", "none", "unknown", "n.a.", "not applicable", ""}

	if org_lower in _PLACEHOLDER_ORGS:
	if org_lower in _NO_ORG_FIELD_VALUES:

		a = datetime.datetime.fromisoformat(a_iso)
		b = datetime.datetime.fromisoformat(b_iso)

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ashley314 commented Apr 17, 2026 • edited Loading Uh oh! There was an error while loading. Please reload this page.

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ashley314 commented Apr 17, 2026 •

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