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https://github.com/rmacklin/team-sync

A GitHub action to synchronize GitHub Teams with the contents of a teams document
https://github.com/rmacklin/team-sync

github-actions github-team team-sync

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A GitHub action to synchronize GitHub Teams with the contents of a teams document

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# team-sync



This is a GitHub action to synchronize GitHub Teams with the contents of a teams

document in an organization repository.



## Usage



1. Choose or create a repository in your organization for this action. If your

   organization is already using a `.github` repository to manage GitHub files

   like Issue and PR templates across the organization, that's a good choice.



2. Create a `.github/teams.yml` file in that repository with the following

   format:

   ```yml

   designers:

     description: The amazing design team

     slack: "#design-team"

     members:

     - name: Alice Smith

       github: alicesmith

     - name: Bob Jones

       github: bjonesdev

   fighters:

     members:

     - name: Dave Grohl

       github: dgrohl

     - name: Taylor Hawkins

       github: taylorhawk1

   ```

   For the team sync, what's important is that the outer object maps each team

   name to an object with a `members` array of objects containing a `github`

   key. Any other fields can be included in the `members` objects (e.g. `name`,

   `email`, etc.) but `github` is the required one that declares which GitHub

   users should be part of each team.



   If you provide a `description` field alongside the `members` array, this

   description will be synced to the GitHub Team's description. Any other fields

   can be included alongside these two (e.g. Slack channel, Trello board URL,

   etc.), though they will be ignored by the action.



3. As an organization administrator, generate a [Personal Access Token] with the

   `admin:org` scope. Enable SSO for the token if necessary for your

   organization. (The `admin:org` scope is necessary to manage GitHub Teams.) If

   your repository is private, you also need to include the `repo` scope.



   [Personal Access Token]: https://github.com/settings/tokens



4. In the repository settings, create a new Secret called

   `ORG_ADMIN_ACCESS_TOKEN` to store the token. (The name of the secret is not

   important, as long you use that name to configure the `repo-token` secret

   below.)



5. Create a `.github/workflows/team_sync.yml` file like this:

   ```yml

   name: 'Team Sync'

   on:

     push:

       branches:

         - main

       paths:

         - '.github/teams.yml'



   jobs:

     synchronize-teams:

       runs-on: ubuntu-latest

       steps:

       - uses: rmacklin/team-sync@v0

         with:

           repo-token: "${{ secrets.ORG_ADMIN_ACCESS_TOKEN }}"

   ```



Now your team can create pull requests that update the `teams.yml` file and when

they are merged to `main`, the GitHub Teams in your organization will be

created/updated according to those changes!



## Additional Configuration



### `prefix-teams-with`



For large organizations, it may be more appropriate/practical to manage teams

within a subdivision of the larger organization. However, team names still have

to be unique across the whole GitHub organization. To support this, you can

specify the `prefix-teams-with` attribute in the action configuration:



`.github/workflows/team_sync.yml`:

```yml

name: 'Team Sync'

on:

  push:

    branches:

      - main

    paths:

      - '.github/teams.yml'



jobs:

  synchronize-teams:

    runs-on: ubuntu-latest

    steps:

    - uses: rmacklin/team-sync@v0

      with:

        repo-token: "${{ secrets.ORG_ADMIN_ACCESS_TOKEN }}"

        prefix-teams-with: 'foo'

```



`.github/teams.yml`:

```yml

designers:

  description: The amazing design team

  members:

  - name: Alice Smith

    github: alicesmith

  - name: Bob Jones

    github: bjonesdev

fighters:

  members:

  - name: Dave Grohl

    github: dgrohl

  - name: Taylor Hawkins

    github: taylorhawk1

```

This configuration would create the teams `foo designers` and `foo fighters`

(rather than `designers` and `fighters`).



### `team-data-path`



By default, the action looks for the team data in the `.github/teams.yml` file

in your repository. You can specify the `team-data-path` option to change this.

(Note that you'll also want to change the `paths` configuration specified in the

workflow definition.) For example, if you want to keep `teams.yml` in the root

of your repository, you could use:

```yml

name: 'Team Sync'

on:

  push:

    branches:

      - main

    paths:

      - 'teams.yml'



jobs:

  synchronize-teams:

    runs-on: ubuntu-latest

    steps:

    - uses: rmacklin/team-sync@v0

      with:

        repo-token: "${{ secrets.ORG_ADMIN_ACCESS_TOKEN }}"

        team-data-path: 'teams.yml'

```



### The `team_sync_ignored` property



You can add `"team_sync_ignored": true` to a team's properties to prevent that

team from being synchronized with a corresponding GitHub Team.



## Fine print



Note that if you rename a team (in a way that updates the team's computed slug),

this action will create a new team with the new name, rather than updating the

old team. This action will *not* delete any teams since doing so is very

destructive and difficult to reverse. (Even if you are using this action to

manage GitHub teams, it still permits the existence of other teams in the

organization that are managed elsewhere.) So, if you want to rename a team in a

way that changes its slug, you should rename the GitHub Team before you update

your teams document with the new name. Otherwise you'll need to manually delete

the old GitHub Team after this action creates a new GitHub Team using the new

name.