Epic: Project migration from classic to beta

[JessicaLucindaCheng]

Dependency

• When the new projects boards are out of Beta (currently not stable enough to create GHAs against)
• Audit for changing labels from size to complexity #2777
• Modifying GitHub actions for label change from size to level  #3109

Details

• "Projects (classic) will be sunset on August 23, 2024."
• 
• November 19, 2024: The REST API for Projects (classic) will be sunset.

Overview

As a member of the Website Team, we need to prepare for the migration of our Project Board from "Projects (classic)" to "Projects (Beta)" so that if "Projects (classic)" is deprecated we are ready to use "Projects (Beta)" with our team. For this issue, we will figure out what needs to be done in order for us to migrate, add those as Action Items below, and complete those Action Items.

Action Items

• Write a back-end issue to revise move-closed-issues.yaml to trigger on all issues on the board that are open and have an assignee so that the actions work on both classic and beta project boards. --> Dev lead is responsible.
• Ask rep Josie about GitHub Kanban automation so that our PRs can go into the correct columns --> Dev lead is responsible. See the note here: Epic: Project migration from classic to beta #3265 (comment)
• For move-closed-issues.yaml, we need to find out if we can change the status of an issue via the API. (Status is the new name of columns in the beta project boards.) --> Dev lead is responsible.
• The winsFormResponse Google Apps Script file in our admin drive has a column id reference as well on line 123. This is responsible for adding a new issue created by a bot to a specific column. Saumil's understanding is that the issue would still be created just won't be added to the project (beta) board. So, we would need to decide next steps for this one.
• Epic Prep for Project Board Migration: GitHub Actions / Workflows Part 1 of 2  #6993 for Pre and Post-Project Migration issues

Notes for emails from GitHub rep Josie

Features related to automations and insights in the new project beta

Those tracks of work are on hold until GA but someone from GitHub might reach out once teams at GitHub are ready to get that track of work started. Can follow up with Josie on timelines for this.

Information on a bug and how to resolve it

If you’re seeing the “Migration complete” modal and you are unable to dismiss it, it is likely that you are not opted in to the feature preview for project migration. GitHub team recently put the entire feature behind a feature preview so if you are not in the feature preview, you will run into issues like this.
Action: If you are using project migration and have not yet opted in to the feature preview, please do so before you continue accessing previously migrated projects.

Resources/Instructions

• Project board migration related session videos with GitHub rep
• Related to issue Change alt text for sdg image in 311 data md file #3091

[github-actions]

Hi @JessicaLucindaCheng.

Good job adding the required labels for this issue. The merge team will review the issue and add a "Ready for Milestone" label once it is ready for prioritization.

Additional Resources:

• Wiki: How to create issues
• Wiki: How to read and interpret labels

[JessicaLucindaCheng]

The notes below are copied from #3031 (comment)

Notes from June 15 meeting with Josie from GitHub

• The beta projects have an issue limit of 1200. Currently, we have 1195. Thus, the first thing we need to do is Archive some issues or somehow reduce the number.
• On our current project board, Bonnie discusses how we have cards with filters (by role and complexity) and as info/descriptions at the top of each column. Since cards become draft issues, we need to figure out how we going to have
• filters (by role and complexity)
• the info/description cards (though Bonnie said maybe we could move some of these into the Wiki)
• You can archive one issue at a time (or a whole column)
  • May need to show Bonnie how to archive one issue at a time
• Want to figure out how to evaluate if another person (of a certain role) needs to be recruited to the team by filtering by role and looking at size/pts, and seeing if there are more than 2 months worth of points.
• Even though currently we have both a classic version and a beta version of the project board, they may not be in sync.
• Migration feature to be rolled out soon (maybe in next few days) would enable all members with write-access to be able to migrate the project to beta version.
• If a project is migrated to the beta version second time, the old beta would disappear and get deleted, resulting in loss of all the progress and changes made in the old beta project.
• We were not able to locate column ids or links in the new project beta version and the GitHub team would get back to us on that, but some of our GitHub actions might be impacted because of this.
• Header of the new project beta has different features than the classic project board and there is separate GitHub team responsible for that. So, it may not be part of the migration release.

[JessicaLucindaCheng]

Notes below copied from #3031 (comment).

Notes on how to create the project at the org level, associate the project to the repo and then access the project at the repo level

Action Items

Figure out the answers to these questions

• How to create the project at the org level?
  • Ans:
    • Go to https://github.com/hackforla
    • Click on "Projects" tab
    • Click on green "Create project" button on the right of your screen
• How to get a project at the org level associated with a repo, such as the Website repo?
  • Ans:
    • After creating a new beta project board, go to the repo (such as the Website repo) you want the board associated with
    • Make sure the "Projects (Beta)" is selected on the left side
    • Scroll down and click on the "Add Project" button. A dropdown with a search field should show up.
    • In the search field, type in the name of the beta board in the search field and results matching your search should show up. Click on the beta project you want associated with the repo.
• How to access the project at the repo level?
  • Ans:
    • After associating the project beta with a repo, you can access the project beta by going to the repo (such as the Website repo).
    • Make sure the "Projects (Beta)" is selected on the left side.
    • Then scroll down and you should see the project beta board listed.
    • Note: Who can see the board depends on what you set in the "Manage access" area of the project beta, such as public or private project, base role access, and who and what role people/teams have. (To get to "Manage access", go the to the project beta board, click on the 3 dots (...) on the top right of the board --> Settings --> Manage Access)