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← Back to Playbooks · Home

Org Admin Playbook — Devices Domain

Audience: Non-technical IHE staff with GitHub "Owner" access on the IHE org. Everything here uses the GitHub web interface. No code, no command line.

Your Role

You are responsible for the organizational infrastructure that supports the Devices domain on GitHub. Most day-to-day repo creation is automated — but you handle one-time setup, troubleshooting, and fallback procedures.

What you do:

  1. Maintain the GitHub App and automation that creates repos
  2. Create repos manually if the automation is unavailable (see Manual Repo Creation)
  3. Create new teams when needed (one-time setup)

What you don't do:

  • Manage who is on the Devices team (that's the Domain Lead's job)
  • Configure CI/CD, branch protection, or any technical settings (baked into the template)
  • Write or review document content

How New Repos Are Created (Automated)

New repositories are created automatically when a dev-co-chairs member opens a "New Repository Request" issue on the DEV.tooling repo. Requests from anyone outside that team are automatically declined and the issue is closed.

What happens:

  1. A dev-co-chairs member opens the issue form at DEV.tooling → New Issue
  2. They fill in the repo name, template, and description
  3. A GitHub Actions workflow automatically:
    • Verifies the requester is an active dev-co-chairs member (otherwise comments, closes, and stops)
    • Creates the repo from the selected template
    • Assigns the dev-co-chairs team as Admin
    • Creates the per-repo {name} writer (Write) and {name} maintainer (Maintain) child teams under devices-domain
    • Fills in the README/metadata placeholders and seeds team membership (the requester becomes a maintainer of both teams)
    • Comments on the issue with the new repo URL
    • Closes the issue

Your responsibility:

Procedure: Creating the Devices Team (One-Time Setup)

You only need to do this once.

  1. Go to github.com/orgs/IHE/new-team
  2. Team name: Devices-Domain
  3. Description: "IHE Devices domain team"
  4. Visibility: Visible
  5. Click "Create team"
  6. Add the Domain Lead: Team page → Members → "Add a member" → search by username → Add
  7. Promote to Maintainer: In the Members list, tick the checkbox next to their name → use the "change role" dropdown at the top of the list → choose "Maintainer"

"Maintainer" lets the Domain Lead add/remove team members on their own.

The repo-creation automation depends on this team. Each new repo gets a {name} writer and {name} maintainer team created as child teams of devices-domain. If this parent team is missing, the automation still creates the per-repo teams but leaves them without a parent (and logs a warning). Create Devices-Domain before relying on the automation.

Quick Reference

Template When to use
DEV.supplement-template New supplement document

Troubleshooting

"The automation failed" → Check the Actions tab on DEV.tooling. Click the failed run to see the error. If it's a permissions issue, see GitHub App Setup & Maintenance. If you can't fix it, create the repo manually.

"Someone asks me to add them to a team" → Redirect them to the Domain Lead. You only manage Org-level things, not team membership.

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