Project Onboarding - Data Collection: CoP On/Offboarding Automation Requirements

[wesley115]

Overview

To extend the Tables automation to Communities of Practice (CoPs), we need to collect the following configuration data for each CoP. This mirrors the data structure already in place for project on/offboarding.

Action Items

• On the projects tab (1.01.01) fill out the following items manually
  • project_leads
• On the project tab (1.01.01) fill out the following items by copying them from resource 1.02.02
  • write the formula to read from 1.02.02 for the following fields
    • github_read_team_id
    • github_write_team_id
    • github_merge_team_id
    • github_admin_team_id
• On the project tab (1.01.01) fill out the following items via formula by finding the team ids in resource 1.02.03
  • create a new sheet called Slack Channels (add to resource 1.02.03)
  • write the fomula
  • add the project slack ids and other info
• On the projects tab (resource 1.01.01) fill out the following items using formula that refrences the data on the CoP tab (resource 1.01.02)
  • write the formula to read from 1.01.02 for the following fields
    • google_drive_main_id
    • google_drive_PII_id
• permission for each role (check resource 1.02.03, if permission stays the same, new form wont be needed)
• Add all 1password vaults for each CoPs Vault name and Vault IDs (resource 1.02.01)
  • vault names
  • permission column
  • IDs
• zoom_meeting_id (already used in general CoP onboarding — verify current values are correct)
  • Not required now for project on/offboarding but might be needed for CoPs

Resources/Instructions

• 1.01 HFLA Volunteers
  • 1.01.01 HFLA Volunteers, tab: Projects
  • 1.01.02 HFLA Volunteers, tab: CoP
  • 1.01.03 HFLA Volunteers, tab: Slack Channels
• 1.02 Onboarding permissions survey
  • 1.02.01 Onboarding permissions survey, tab: all vault
  • 1.02.02Onboarding permissions survey, tab: GitHub Teams dump - as of 2025-4th quarter
  • 1.02.03 Onboarding permissions survey, tab: Role permission

[wesley115]

@ExperimentsInHonesty @Rabia2219 here's the data needed for CoPs On/Offboarding

[ExperimentsInHonesty]

@wesley115 what do we use the project leads column on the HFLA Volunteers, tab: Projects for?

[ExperimentsInHonesty]

We made the following two issues as sub issues

• Create PII drives for all active projects admin#98
• Create GitHub merge teams for all active projects admin#99

[Rabia2219]

2026-04-07, updated 2026-04-08

• added all GitHub team ids that were available as of today
• couldn't use a formula to read google_drive_main_id from 1.01.02 because the CoP names didn't match and I didn't want to change anything without asking
  • used =INDEX(Projects!E:E, MATCH(TRUE, ISNUMBER(SEARCH(B7, Projects!A:A)), 0)) in B7 of the CoP tab and it worked.
• 1Password Vault ID for CoP: All is incorrect (row 460). This is correct s4puyyuvqxchv6ii3cdqcray4e. Did not update it in the spreadsheet yet.