Using Google's Apps Script to Automate On-boarding Processes

[Aveline-art]

Dependency

This issue is part of the Tables project and needs to be sorted out by reading all the issues and deciding on what moves forward and closing the rest with relevant links to.

Overview

Currently, it is very cumbersome for new volunteers to complete onboarding. Several of the backend development leads have been discussing the feasibility of using Google Apps Script to automate several processes when new, potential volunteers complete the Remote Onboarding Survey. The goal of this feature is to improve productivity and workflow, and help new volunteers get started with being a part of the website project.

Details

This feature aims to do several things upon submission of a new Remote Onboarding Survey Form.

1. Grant new volunteers access to files in HackForLA's Google Drive
2. Add new volunteers as collaborators to the website project's Github repository
3. Add new volunteers as collaborators to our Communities of Practice
4. Add new volunteers to our Slack

Currently some work has been done on the feasibility to this feature, but a viable MVP has not been made.

Resources

App Script Related

AppsScript main page
AppsScript overview
AppsScript references (for documentation pertaining to Google Services)
AppsScript API (for documentation pertaining to creating an API)

Proof of Concept

• Spreadsheet
• Form for Editors
• Form for users
• Script

[Aveline-art]

To Discuss

• Should we move forward with this feature or abandon it?
• If we do move forward, Apps Script requires access to various third party apps that HackForLA uses(Google suite, Slack, Github) in order to test and deploy features. Can this access be given, or should there be an alternative to Apps Script?
• If we move forward, what are the criteria for an MVP?
• After creating the MVP, what other features are required?

[GLRJr]

Discussed in Dev meeting, Currently it only adds people to the community of practice github repo.

• we need to know if the on-boarding google form was useful?
• Do we want it to add them to specific team's google drive and github repo? Yes
• Should we add the contributor to the community practice google drive? Yes

[sayalikotkar]

06/06:
Decisions-
Move forward with this. Create a separate design sprint for this initiate. Sayali to create meeting & take forward:
Team to work on this: Sayali, Ashley Lin (UX/UI) , someone from civic opportunity (Patrick or one of the PMs), Olivia, Pete (VRMS), someone from Admin, Development - Akib, Josh, Ava

[sayalikotkar]

Progress: have not been able to initiate as I was traveling last week. Will be kickstarting in the week of 14 June.-
Blockers: none
Availability: 2 hours
ETA: not known yet

[jbubar]

This week, I would like to make a temporary one for the hfla website team, because I am getting tired of adding ppl to the google doc and calendar invites.

also here is a really awesome thing that @Aveline-art made that will be useful when trying to code it
https://gist.github.com/Aveline-art/970743447633716be2ca3e264ac3421c

[sayalikotkar]

Progress: Initiated meeting request with team
Blockers: Need to discuss with PMS & Bonnie to get clarity on specific objectives of this sprint
Availability: 2 hours
ETA: Plan to meet with team before next PM meeting

[Sihemgourou]

We have to add everyone from the write team to the base team