refactor: store file IDs as GH secrets (#595)

Author: khairahscorner

.github/workflows/add_new_mentors.yml

@@ -3,9 +3,6 @@ name: Add Newly Accepted Mentors
 on:
   workflow_dispatch:
     inputs:
-      file_id:
-        description: "Google Drive file ID of the Excel sheet with the new mentors data"
-        required: true
       current_period:
         description: "Current period (specify \"long-term\" if during long-term mentorship registration; otherwise, default is used)"
         required: false
@@ -45,7 +42,7 @@ jobs:
 
       - name: Download spreadsheet from Google Drive
         run: |
-          rclone backend copyid gdrive: ${{ github.event.inputs.file_id }} tools/samples/new_mentors.xlsx
+          rclone backend copyid gdrive: ${{ secrets.NEW_MENTORS_FILE_ID }} tools/samples/new_mentors.xlsx
 
       - name: Run scripts to append new mentors to mentors.yml and download their profile picture(s)
         run: |

.github/workflows/adhoc_availability_prep.yml

@@ -6,9 +6,6 @@ on:
       month:
         description: "Month number (e.g. 10 for October)"
         required: true
-      file_id:
-        description: "Google Drive file ID of the Excel sheet with the availabilities"
-        required: true
 
 jobs:
   update-mentors:
@@ -44,7 +41,7 @@ jobs:
 
       - name: Download spreadsheet from Google Drive
         run: |
-          rclone backend copyid gdrive: ${{ github.event.inputs.file_id }} tools/adhoc.xlsx
+          rclone backend copyid gdrive: ${{ secrets.ADHOC_AVAILABILITIES_FILE_ID }} tools/adhoc.xlsx
 
       - name: Run script
         run: |

tools/README.md

@@ -30,9 +30,8 @@ If running locally:
 - After running the script, you **HAVE** to run the [run_download_automation script](run_download_automation.sh) to download images for the new mentors. Else, the image links will be broken as they do not exist yet. Read the instructions for the download script usage below.
 
 **If using GitHub Actions**, the GHA workflow is **ONLY** for adding new mentors.
-It uses a Google Cloud service account setup to retrieve the Excel file from Google Drive. The service key has been configured for womencodingcommunity Google Drive account and the file to be used/updated has been shared with the service account email.
-  Hence, to run the GHA workflow, you only need to provide:
-  - the file ID for the excel sheet to use
+It uses a Google Cloud service account setup to retrieve the Excel file from Google Drive. The service key has been configured for womencodingcommunity Google Drive account and the file to be used/updated has been shared with the service account email (the ID of this file has also been saved to GitHub secrets as `NEW_MENTORS_FILE_ID`).  
+Hence, to run the GHA workflow, you only need to provide:
   - (Optional) the current period
 
 For more information on the GC service account configurations, you can read the [documentation](blog_automation/README.md) in the blog automation folder.
@@ -98,9 +97,8 @@ sh run_adhoc_prep_automation.sh
 ```
 **Note:** 
 - If running locally, ensure to update `adhoc-prep.xslx` with the new data to be updated for the mentors. 
-- If using GitHub Actions, the GHA workflow for this script uses a Google Cloud service account setup to retrieve the file from Google Drive. The service key has been configured for womencodingcommunity Google Drive account and the file to be used/updated has been shared with the service account email.
+- If using GitHub Actions, the GHA workflow for this script uses a Google Cloud service account setup to retrieve the file from Google Drive. The service key has been configured for womencodingcommunity Google Drive account and the file to be used/updated has been shared with the service account email (the ID of this file has also been saved to GitHub secrets as `ADHOC_AVAILABILITIES_FILE_ID`).  
 Hence, to run the GHA workflow, you only need to provide:
-  - the month value (e.g 9 for September) and,
-  - the file ID for the excel sheet to use
+  - the month value (e.g 9 for September)
 
 For more information on the GC service account configurations, you can read the [README](blog_automation/README.md) in the blog automation folder.