Update stale workflows to fit our current requirements (#56688)

Co-authored-by: Copilot <175728472+Copilot@users.noreply.github.com>
Co-authored-by: mc <42146119+mchammer01@users.noreply.github.com>

Author: 3 people

.github/workflows/needs-sme-stale-check.yaml

@@ -1,12 +1,12 @@
 name: Stale check for issues or PRs with "needs SME" label
 
-# **What it does**: Provides stale checks on issues/PRs that need SME(subject matter expert) review on open source docs repo.
-# **Why we have it**: In the open repo, we want we want frequent checks on issues/PRs that are waiting on SME review.
+# **What it does**: Runs only in the OS repository to provide stale checks on issues/PRs that need SME(subject matter expert) review.
+# **Why we have it**: In the open repo, we want we want to check on issues/PRs that are waiting on SME review.
 # **Who does it impact**: Anyone working in the open repo.
 
 on:
   schedule:
-    - cron: '20 16 * * *' # Run each day at 16:20 UTC / 8:20 PST
+    - cron: '20 16 * * 3' # Run each Wedneday at 16:20 UTC / 8:20 PST
 
 permissions:
   contents: read
@@ -22,14 +22,15 @@ jobs:
       - uses: actions/stale@28ca1036281a5e5922ead5184a1bbf96e5fc984e # v9.0.0
         with:
           only-labels: needs SME
-          remove-stale-when-updated: true
           days-before-stale: 28 # adds stale label if no activity for 7 days - temporarily changed to 28 days as we work through the backlog
-          stale-issue-message: 'This is a gentle bump for the docs team that this issue is waiting for technical review.'
-          stale-issue-label: SME stale
+          stale-issue-message: 'This is a gentle reminder for the docs team that this issue is waiting for technical review by a subject matter expert (SME).'
+          stale-issue-label: 'Waiting on SME review'
           days-before-issue-close: -1 # never close
-          stale-pr-message: 'This is a gentle bump for the docs team that this PR is waiting for technical review.'
-          stale-pr-label: SME stale
+          stale-pr-message: 'This is a gentle reminder for the docs team that this PR is waiting for technical review by a subject matter expert.'
+          stale-pr-label: 'Waiting on SME review'
           days-before-pr-close: -1 # never close
+          staled-issues-prs: true # report issues and PRs that were commented on as stale in the output
+          closed-issues-prs: true # report issues and PRs that were closed in the output - should always be `0` for this workflow
 
       - name: Check out repo
         if: ${{ failure() }}

.github/workflows/no-response.yaml

@@ -1,18 +1,18 @@
-name: No Response
+name: Stale check for no response from author
 
-# **What it does**: Closes issues that don't have enough information to be
+# **What it does**: Runs only in the OS repository to close issues that don't have enough information to be
 #                   actionable.
 # **Why we have it**: To remove the need for maintainers to remember to check
 #                     back on issues periodically to see if contributors have
 #                     responded.
-# **Who does it impact**: Everyone that works on docs or docs-internal.
+# **Who does it impact**: Everyone that works in the docs repository.
 
 on:
   issue_comment:
     types: [created]
 
   schedule:
-    - cron: '20 * * * *' # Run each hour at 20 minutes past
+    - cron: '20 16 * * 1' # Run each Monday at 16:20 UTC / 8:20 PST
 
 permissions:
   contents: read
@@ -28,10 +28,11 @@ jobs:
         with:
           repo-token: ${{ secrets.GITHUB_TOKEN }}
           only-labels: 'more-information-needed'
-          days-before-stale: -1
-          days-before-issue-stale: 14
-          days-before-close: -1
-          days-before-issue-close: 0
+
+          # Define behavior for issues
+          days-before-issue-stale: 21
+          days-before-issue-close: 1 # close after 1 day if the issue is not updated
+          stale-issue-label: 'Waiting on contributor'
           close-issue-message: >
             This issue has been automatically closed because there has been no response
             to our request for more information from the original author. With only the
@@ -40,13 +41,19 @@ jobs:
             that we can investigate further. See [this blog post on bug reports and the
             importance of repro steps](https://www.lee-dohm.com/2015/01/04/writing-good-bug-reports/)
             for more information about the kind of information that may be helpful.
-          days-before-pr-stale: 7
-          days-before-pr-close: 0
+
+          # Define behavior for pull requests
+          days-before-pr-stale: 21
+          days-before-pr-close: 1 # close after a day if no activity is detected
+          stale-pr-label: 'Waiting on contributor'
           close-pr-message: >
             This PR has been automatically closed because there has been no response to
             to our request for more information from the original author. Please reach out
-            if you have the information we requested, or open a [new issue](https://github.com/github/docs/issues/new/choose)
-            to describe your changes. Then we can begin the review process.
+            if you have the information we requested, or open an [issue](https://github.com/github/docs/issues/new/choose)
+            to describe your changes. Then we can reopen this PR and begin the review process.
+
+          staled-issues-prs: true # report issues and PRs that were commented on as stale in the output
+          closed-issues-prs: true # report issues and PRs that were closed in the output
 
       - name: Check out repo
         if: ${{ failure() }}

.github/workflows/stale.yml

@@ -1,36 +1,35 @@
-name: Stale
+name: Stale check for stalled pull requests in the docs-internal repository
 
-# **What it does**: Close issues and pull requests after no updates for 365 days.
-# **Why we have it**: We want to manage our queue of issues and pull requests.
-# **Who does it impact**: Everyone that works on docs or docs-internal.
+# **What it does**: Identifies pull requests that have been inactive for 30 days.
+# **Why we have it**: We want to avoid pull requests that are stalled and not being reviewed.
+# **Who does it impact**: Everyone that works in the internal repository.
 
 on:
   schedule:
-    - cron: '20 16 * * *' # Run every day at 16:20 UTC / 8:20 PST
+    - cron: '20 16 * * 1' # Run each Monday at 16:20 UTC / 8:20 PST
 
 permissions:
   contents: read
-  issues: write
   pull-requests: write
 
 jobs:
   stale:
-    if: github.repository == 'github/docs-internal' || github.repository == 'github/docs'
+    if: github.repository == 'github/docs-internal'
     runs-on: ubuntu-latest
     steps:
       - uses: actions/stale@28ca1036281a5e5922ead5184a1bbf96e5fc984e # v9.0.0
         with:
           repo-token: ${{ secrets.GITHUB_TOKEN }}
-          stale-issue-message: 'This issue is stale because there have been no updates in 365 days.'
-          stale-pr-message: 'This PR is stale because there have been no updates in 365 days.'
-          days-before-stale: 365
-          days-before-close: 0
-          stale-issue-label: 'stale'
+          stale-pr-message: "It looks as if this pull request has been inactive for 30 days. We want to check in with you to see if you plan to continue working on it. If you do, please add a comment to let us know. If we don't hear from you, we will close this pull request after 14 days."
+          days-before-stale: 30
+          days-before-close: 14
           stale-pr-label: 'stale'
-          exempt-pr-labels: 'never-stale,waiting for review'
-          exempt-issue-labels: 'never-stale,help wanted,waiting for review'
-          operations-per-run: 1000
-          close-issue-reason: not_planned
+          exempt-pr-labels: 'never-stale'
+          close-pr-label: 'Closed as inactive'
+
+          operations-per-run: 150
+          staled-issues-prs: true # report PRs that were commented on as stale in the output
+          closed-issues-prs: true # report PRs that were closed in the output
 
       - name: Check out repo
         if: ${{ failure() }}

.github/workflows/triage-stale-check.yml

@@ -1,12 +1,12 @@
-name: Public Repo Stale Check
+name: Stale check for no activity
 
 # **What it does**: Provides more aggressive stale checks in the open repo.
 # **Why we have it**: In the open repo, we want more aggressive stale checking.
 # **Who does it impact**: Anyone working in the open repo.
 
 on:
   schedule:
-    - cron: '20 16 * * 1-5' # Run every weekday at 16:20 UTC / 8:20 PST
+    - cron: '20 16 * * 2' # Run each Tuesday at 16:20 UTC / 8:20 PST
 
 permissions:
   contents: read
@@ -15,22 +15,32 @@ permissions:
 
 jobs:
   stale_contributor:
+    name: Identify and close stale issues and PRs
     if: github.repository == 'github/docs'
     runs-on: ubuntu-latest
 
     steps:
       - uses: actions/stale@28ca1036281a5e5922ead5184a1bbf96e5fc984e # v9.0.0
         with:
           repo-token: ${{ secrets.GITHUB_TOKEN }}
-          stale-issue-message: 'A stale label has been added to this issue and it has been closed, because it has been open for 30 days with no activity. If you think this issue should remain open, please add a new comment.'
-          days-before-issue-stale: 30
-          days-before-issue-close: 0
+          days-before-stale: 30
+          days-before-close: 7
+
+          stale-issue-message: 'A stale label has been added to this issue, because it has been open for 30 days with no activity. If you think this issue should remain open, please add a new comment.'
           exempt-issue-labels: 'help wanted,never-stale,waiting for review'
+          stale-issue-label: 'Inactive'
+          close-issue-label: 'Closed as inactive'
+
+          exempt-pr-labels: 'never-stale,ready to merge,waiting for review'
           stale-pr-message: 'A stale label has been added to this pull request because it has been open 30 days with no activity. If you think this pull request should remain open, please add a new comment.'
-          days-before-pr-stale: 30
-          days-before-pr-close: 0
-          stale-pr-label: 'stale'
-          exempt-pr-labels: 'waiting for review,never-stale,ready to merge'
+          stale-pr-label: 'Inactive'
+          close-pr-label: 'Closed as inactive'
+
+          # Both output options are set true for debugging.
+          # The numbers should always match unless we change `days-before-close` from `0`.
+
+          staled-issues-prs: true # report issues and PRs that were commented on as stale in the output
+          closed-issues-prs: true # report issues and PRs that were closed in the output
 
       - name: Check out repo
         if: ${{ failure() }}
@@ -40,26 +50,25 @@ jobs:
         with:
           slack_channel_id: ${{ secrets.DOCS_ALERTS_SLACK_CHANNEL_ID }}
           slack_token: ${{ secrets.SLACK_DOCS_BOT_TOKEN }}
+
   stale_staff:
+    name: Remind staff about PRs waiting for review
     if: github.repository == 'github/docs'
     runs-on: ubuntu-latest
     steps:
       - uses: actions/stale@28ca1036281a5e5922ead5184a1bbf96e5fc984e # v9.0.0
         with:
           repo-token: ${{ secrets.GITHUB_TOKEN }}
-          stale-pr-message: 'This is a gentle bump for the docs team that this PR is waiting for review.'
-          days-before-issue-stale: -1
+          only-labels: 'waiting for review'
           days-before-pr-stale: 14
           days-before-pr-close: -1 # Never close
-          remove-stale-when-updated: false
           operations-per-run: 100
-          only-pr-labels: 'waiting for review'
-          # The hope is that by setting the stale-pr-label to the same label
-          # as the label that the stale check looks for, this will result in
-          # a comment being posted every 14 days as an infinite loop, which is what
-          # we want
-          stale-pr-label: 'waiting for review'
-          exempt-pr-labels: 'never-stale'
+
+          stale-pr-message: 'This is a gentle reminder for the docs team that this pull request is waiting for review.'
+          stale-pr-label: 'Waiting on Docs team review'
+
+          staled-issues-prs: true # report issues and PRs that were commented on as stale in the output
+          closed-issues-prs: true # report issues and PRs that were closed in the output
 
       - name: Check out repo
         if: ${{ failure() }}