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Setup Guide

Reference for the dotbot triage workflow infrastructure. Initial setup was completed on 2026-04-10.

GitHub Project

Dotbot v4 Roadmap

Status field

Single-select Status with these stages (in order):

  1. Inbox - new issue or PR, not yet looked at
  2. Triage - being reviewed by the steering group
  3. Spec/Design - needs a PRD or design before it is buildable
  4. Ready - triaged and ready for a contributor to pick up
  5. In Progress - actively being worked on
  6. In Review - PR open and under review
  7. Done - merged and shipped

Custom fields

  • PRD link (text) - URL to the product requirements document
  • Design link (text) - URL to Figma/design artifact
  • Size (single-select) - XS, S, M, L, XL

Built-in project workflows (enabled)

  • Auto-add to project - any new issue or PR in andresharpe/dotbot (filter: is:issue,pr is:open)
  • Item added to project -> Status = Inbox
  • Item closed -> Status = Done
  • Pull request merged -> Status = Done
  • Pull request linked to issue -> Status = In Review

Saved views (to be created as needed)

  • Triage queue - filter: label = needs-triage
  • Up for grabs - filter: Status = Ready, sort by Size
  • In flight - filter: Status in (In Progress, In Review)

Repo settings

Branch protection on main

  • Require a pull request before merging
  • Require 1 approval, dismiss stale reviews
  • Require status check: PR link check / check

General

  • Automatically delete head branches: enabled

Discord webhooks

Four webhooks are provisioned on the dotbot Discord server and stored as GitHub Actions secrets:

GitHub secret Discord channel Webhook name Fires on
DISCORD_DEVOPS_WEBHOOK #devops GitHub - New Issues New issue opened
DISCORD_ADVISORY_WEBHOOK #advisory-steering GitHub - Triage & Stale Triage nudge (weekday cron), weekly stale digest
DISCORD_CONTRIBUTORS_WEBHOOK #contributors GitHub - Ready for Pickup Issue labelled ready
DISCORD_PR_WEBHOOK #pull-requests GitHub - PR Activity PR opened, ready for review, merged, closed

Re-provisioning webhooks

If a webhook URL is rotated or lost, re-run the provisioning script (local tooling, gitignored):

cd ideas/team/discord-setup
npm install
npm run webhooks

Requires DISCORD_BOT_TOKEN env var (KeePassXC: APIs/discord/dotbot-bot). The script is idempotent - it reuses existing webhooks by name. Copy the printed URLs into the matching GitHub Actions secrets.

GitHub Actions workflows

Workflow Trigger What it does
notify-new-issue.json issues.opened Posts embed to #devops
triage-nudge.json Weekday cron 07:00 UTC + manual Queries needs-triage issues idle 2+ days, posts to #advisory-steering
notify-ready.json issues.labeled (ready) Posts to #ap-contributors with size/tags
notify-pr.json pull_request (opened, ready, closed) Posts to #pull-requests
pr-link-check.json pull_request_target (opened, edited, sync) Fails if no Closes/Fixes/Resolves #N; override with no-issue label
stale.json Monday cron 07:00 UTC + manual Marks stale issues, posts weekly digest to #advisory-steering
sync-labels.json Push to main (labels.json changed) + manual Syncs .github/labels.json to repo labels

Labels

Managed in .github/labels.json and synced via the sync-labels workflow. Categories:

  • Status (blue) - needs-triage, ready, in-progress, blocked, help-wanted, good-first-issue
  • Type (purple) - type:feature, type:bug, type:question, type:chore, type:docs
  • Size (grey) - size:xs, size:s, size:m, size:l, size:xl
  • Resolution (red/brown) - wontfix, duplicate, needs-info, stale, stale-triage
  • Workflow (yellow) - no-issue, pinned