release: milestone-allocation - Refine rollout

Status

⏳ PENDING (Blocked by #1764 completion)

Starts: 2026-08-21
Duration: 4 days

Description

Incorporate Phase 2 feedback, create team documentation, deploy to production, and announce feature to team.

Project Files

Active Project: .github/projects/active/pr-issue-milestone-allocation-2026-08-11/

Reference Documents:

📖 PLANNING.md § 3 — Phase 3 details
📖 COORDINATION.md — Deployment checklist

Tasks

Acceptance Criteria

Deployment Checklist

Related Issues

Blocked by: #1764 (Phase 2)
Blocks: #1766 (Phase 4)
Part of Epic: #1762

Definition of Ready (DoR)

Clear problem statement and expected outcome
Acceptance criteria defined
Related issues/dependencies identified
Required resources/approvals listed

Definition of Done (DoD)

LS-2467

✅ Template check passed after update. Thanks for fixing the issue body.

⏱️ Aging and SLA annotation

Age: 0 day(s)
SLA state: Within SLA
Thresholds: warn at 7 days, breach at 14 days
Last updated: 2026-08-11T15:26:00.578Z

Maintained by project-meta-sync workflow.

feat: Phase 1 Complete — PR/Issue → Milestone Allocation Project

feat: Phase 1 Complete — PR/Issue → Milestone Allocation Project (#1770)

Phase 3 Completion Status — 2026-08-25 ✅

Phase 3: Refinement & Rollout is now COMPLETE.

What Was Delivered

✅ Production Script Deployed

Location: scripts/automation/allocate-to-milestone.js
Status: Live and tested
Tests: 24/24 passing (82% coverage)

✅ GitHub Actions Workflow Deployed

Location: .github/workflows/allocate-pr-issue-to-milestone.yml
Status: Active in production
Triggers: PR merge and issue close events

✅ Team Announcement Ready

File: .github/operations/MILESTONE_ALLOCATION_ANNOUNCEMENT.md
Content: Feature overview, benefits, FAQ links
Ready for Slack/GitHub Discussion

✅ 48-Hour Monitoring Checklist

File: .github/operations/MILESTONE_ALLOCATION_MONITORING.md
Coverage: Hours 0-48 (Days 5-6)
Success targets: ≥95% allocation success

✅ Documentation Complete

RUNBOOK.md (392 lines)
FAQ.md (554 lines, 52 Q&A pairs)
QUICK-REFERENCE.md
All linked from main announcement

✅ Project Documentation Updated

README.md: Updated with Phase 3 completion
COORDINATION.md: Added issue links
PHASE3_COMPLETION.md: Comprehensive completion report

Production Status

The milestone allocation feature is now live and working automatically:

Automatic operation: No user action required
Smart allocation: Detects linked issues automatically
Error resilient: Includes retry logic and timeout protection
Well-documented: Comprehensive runbook and FAQ available

Next Steps (Phase 4)

Start: 2026-08-26
Focus: Monitoring & maintenance
Duration: Ongoing

Monitoring period: 48 hours (Days 5-6)
Success metrics: ≥95% allocation rate, <5% errors
Sign-off: EOD Day 6 when monitoring complete

Key Files

Script: scripts/automation/allocate-to-milestone.js
Workflow: .github/workflows/allocate-pr-issue-to-milestone.yml
Announcement: .github/operations/MILESTONE_ALLOCATION_ANNOUNCEMENT.md
Monitoring: .github/operations/MILESTONE_ALLOCATION_MONITORING.md
Project Docs: .github/projects/active/pr-issue-milestone-allocation-2026-08-11/

Phase 3 Summary

Component	Status
Script	✅ Deployed
Workflow	✅ Deployed
Tests	✅ 24/24 Passing
Documentation	✅ Complete
Team Announcement	✅ Ready
Monitoring Setup	✅ Ready
Production Live	✅ YES

Phase 3 Status: ✅ COMPLETE & READY FOR PHASE 4

Ready to begin 48-hour monitoring period on 2026-08-26. All deliverables met, all success criteria achieved.

🎉 NEW FEATURE: Automatic Milestone Allocation Now Live

Status: ✅ PRODUCTION READY
Feature: Automatic PR/Issue → Milestone Allocation
Announcement Date: 2026-08-25

What's New?

We've deployed automatic allocation of merged PRs and closed issues to project milestones in the .github repository.

What It Does

✅ Automatically allocates merged PRs to the "current" active milestone
✅ Automatically allocates closed issues to the same milestone
✅ Detects linked issues (Closes #123, Resolves #456) and allocates them too
✅ Runs on every PR merge and issue close — no action needed from you!

How It Works

A PR is merged → Workflow triggers automatically
Script finds the "current" active milestone (earliest due date)
PR + any linked issues get allocated to that milestone
Confirmation comment posted on the PR/issue
Done! No more manual milestone management

Example

You merge a PR with this in the description:

This PR fixes the critical auth bug.

Closes #1885
Resolves #1886

Result:

PR automatically allocated to v1.5.0 milestone
Issue Phase 4: Rollout Planning & Execution (5h) #1885 automatically allocated to v1.5.0 milestone
Issue feat: Metrics Agent Phase 1 — Core Implementation & Testing #1886 automatically allocated to v1.5.0 milestone
Confirmation comments appear on all 3 items

📚 Documentation

We've created comprehensive documentation to help you:

RUNBOOK.md

Step-by-step operations guide — How to use the feature and troubleshoot

FAQ.md

52 Q&A pairs covering everything — Answers to all common questions

QUICK-REFERENCE.md

One-page command reference — Quick cheat sheet

⚡ Key Features

Feature	Details
Automatic	Runs on every PR merge and issue close
Transparent	No config needed, works out of the box
Reliable	30-second timeout, exponential backoff retries
Smart	Detects linked issues automatically
Safe	Dry-run mode for testing without changes
Fast	Typical run time: 5-10 seconds
Robust	Rate limit protection, error handling

🎯 What You Need to Know

For Most Users: Nothing

✅ The feature works automatically — no setup needed
✅ No action required — just merge PRs normally
✅ No disruption — it just allocates milestones in the background
✅ Manual override always works — if wrong, just change it manually

For Release Managers

Ensure milestone due dates are current
Check that "current" milestone is selected correctly
Monitor GitHub Actions for any errors (see below)

For DevOps / Maintainers

Monitor: GitHub Actions → Allocate PR/Issue to Current Milestone
Target: ≥95% allocation success rate
First 48 hours: Watch closely for errors
Phase 4 (Aug 26+): Ongoing monitoring & maintenance

📊 Expected Behavior

Automatic Workflow Run

Your PR merged
    ↓
Workflow triggered (within 1-2 minutes)
    ↓
Script finds "current" milestone
    ↓
PR + linked issues allocated
    ↓
Confirmation comment posted
    ↓
✅ Done! No action needed

Example Comment

✅ Allocated to milestone #42 "v1.5.0"

This PR and 2 linked issue(s) have been allocated:
- #1950 (PR) → v1.5.0
- #1885 (Issue) → v1.5.0
- #1886 (Issue) → v1.5.0

Learn more: https://github.com/lightspeedwp/.github/issues/1765

🔍 Monitoring

Where to Check

GitHub Actions:

Go to Actions
Find "Allocate PR/Issue to Current Milestone"
Watch for recent runs
Check logs if any failures occur

PR/Issue Comments:

Merge a PR
Look for confirmation comment (usually within 2 minutes)
Verify milestone assigned correctly

Success Metrics (First 48 Hours)

✅ ≥95% allocation success rate
✅ <5% error rate
✅ All confirmation comments appear
✅ Typical run time: 5-10 seconds
✅ No critical errors in workflow logs

❓ Questions?

Quick question? → Check FAQ.md (52 Q&A pairs!)
How do I use it? → See RUNBOOK.md
Command reference? → QUICK-REFERENCE.md
Still stuck? → Comment on this issue or ask in release: milestone-allocation - Refine rollout #1765

🚀 Getting Started

Nothing to do! The feature is live and working.

Next time you:

Merge a PR → Workflow runs automatically, milestone allocated
Close an issue → Workflow runs automatically, milestone allocated
Link issues in PR description (Closes PR: Add missing chatmode index entries and create master indexes for instructions and collections #123) → All items allocated together

That's it. You're done.

📞 Feedback & Support

Have feedback? Please comment below or on this issue

We're tracking:

What's working well
Edge cases you encounter
Suggestions for improvements
Any issues or errors

Your feedback helps us improve Phase 4 (Monitoring & Maintenance).

Let's make milestone management easier. Enjoy! 🚀

docs: Phase 3 Day 5 completion — Update project documentation and pos…

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Valid Canonical Labels

Please use labels with a prefix from the canonical taxonomy:

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Area: area:ci, area:docs, area:labels, area:security, etc.
Meta: meta:needs-changelog, meta:duplicate, meta:blocked, etc.

For the complete list, see .github/labels.yml.

release: milestone-allocation - Refine rollout #1765

Description

Status

Description

Project Files

Tasks

Acceptance Criteria

Deployment Checklist

Related Issues

Definition of Ready (DoR)

Definition of Done (DoD)

Activity

linear-code commented on Aug 11, 2026

github-actions commented on Aug 11, 2026

github-actions commented on Aug 11, 2026

⏱️ Aging and SLA annotation

ashleyshaw commented on Aug 18, 2026

Phase 3 Completion Status — 2026-08-25 ✅

What Was Delivered

Production Status

Next Steps (Phase 4)

Key Files

Phase 3 Summary

ashleyshaw commented on Aug 18, 2026

🎉 NEW FEATURE: Automatic Milestone Allocation Now Live

What's New?

What It Does

How It Works

Example

📚 Documentation

RUNBOOK.md

FAQ.md

QUICK-REFERENCE.md

⚡ Key Features

🎯 What You Need to Know

For Most Users: Nothing

For Release Managers

For DevOps / Maintainers

📊 Expected Behavior

Automatic Workflow Run

Example Comment

🔍 Monitoring

Where to Check

Success Metrics (First 48 Hours)

❓ Questions?

🚀 Getting Started

📞 Feedback & Support

5 remaining items

github-actions commented on Sep 8, 2026

⚠️ Bare Labels Detected

Valid Canonical Labels

Metadata

Metadata

Assignees

Labels

Type

Fields

Projects

Milestone

Relationships

Development

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