Guide-How_to_set_up_an_instance.md

Guide: How to set up an instance (quickly)

Introduction

This guide will help you set up an instance of a Helpful Information App. See the GitHub-repository website to find out how it works and how to use it.

Preparations

• Make sure to have a good overview of the specific information-needs of the people affected
• Make sure to involve all appropriate people from possible partner organizations
• Make sure to involve a CEA specialist to start up the process of gathering, sorting, prioritizing all expected content
• Make sure to meet all technical requirements within the (partner-)organization.
• Make sure to set up a follow-up/monitoring/evaluation process of the effectiveness of the content and categorization/prioritization.

Technical Requirements

• A Google Account (or create one)
• A GitHub Account (or create one)
• (optional) A GitHub Organization (or create one)
• A static file hosting solution/service. GitHub Pages is used by default.
  • For alternatives, see: helpful-information / Deployment.

Checklist

• Choose or Create a Google Account that will own all the content.

• Sign into that Google account.

• Create a copy of a HIA Google Sheet Template.

  • Select one of the template-sheets from the Google Drive folder: "HIA Templates (public)".

  [TIP!] The template-sheet "HIA - Staging Demo/Example" is recurrently used to test all HIA functionalities, so it is the best starting point to understand how the app works and what it offers.

  • Click "File" > "Make a copy"; from now on, you will only work on this copy of the template-sheet.
  • Share the file with "Anyone with the link" set to "Viewer".
  • Take note of the Google Spreadsheet ID of the created file:
    It is the special, 44-character string in the URL: https://docs.google.com/spreadsheets/d/___SPREADSHEET_ID___/edit?usp=sharing
  • (optional) Share the file with other Google Accounts by giving them "Edit"-permissions.
  • (optional) These editors can already start adding/changing content in this sheet from this point forward.

• Create a Google Sheets API-key, to let the web-app access the sheet in the visitors' browser

  • Go to https://console.cloud.google.com/projectcreate

  • Complete any "getting started"-steps when prompted

  • Enable the Google Sheets API

    • Go to https://console.cloud.google.com/apis/dashboard, the "Enabled APIs & services"-page
    • Click on the "+ Enable APIs and Services"-button
    • Search for "google sheets api", or go directly to: https://console.cloud.google.com/apis/library/sheets.googleapis.com
    • Click on the "Enable"-button

  • Create an API-key

    • Go to https://console.cloud.google.com/apis/credentials, the "Credentials"-page

    • Click on the "+ Create Credential"-button

    • Select "API-key" from the list, wait for the key to be generated

    • In the pop-up, click the "Edit API key"-link

    • Give it a recognizable name; make sure to include its scope, i.e. "production" or "local-dev", to know which key is responsible for what.

    • (Optional, but highly recommended; Can be enabled/updated later.)
      Select "HTTP referrers (websites)" from the "Application restrictions"-list.
      Add (all) the public URL(s) under "Website Restrictions".
      For example https://<organization-or-user-name>.github.io/*

    • (Optional, but highly recommended; Can be enabled/updated later.)
      Set "API restrictions" to "Restrict key" and Select the "Google Sheets API" from the list

    • Save all changes/settings

• By default, the URL of your HIA instance will be https://<organization-or-user-name>.github.io/<repository-name>, if you need a different one, see more options in the appendix.

• Create the GitHub-repository

  • Log into GitHub; if you need a Github Organization to host HIA, make sure you have permission to create new repositories in that organization.
  • Go to https://github.com/helpful-info/template/generate
  • Name the repository as (last part of) the URL; select as owner the appropriate GitHub Organization, if necessary.
  • Make sure to select "Public" as the repository visibility.
  • Complete the process of creating the repository
  • Go to "Settings" > "Pages" and select "Source": "Github Actions".

• Add the Google Sheet API Key as a secret to the repository

  • Go to the repository's "Settings" > "Secret and variables" > "Actions" > "New repository secret"
  • Name the secret: GOOGLE_SHEETS_API_KEYand insert the API Key as value

• Define dynamic values and settings of your instance and deploy it

  • Go to the file: .github/workflows/deploy-github-pages.yml and click "Edit this file" (pencil icon)
  • Configure the necessary variables; see comment lines to understand what each variable does
  • Save/Commit the changes
  • Verify the deployment is triggered by going to the "Actions"-tab and checking the latest run
  • After a successful run, the instance should be available on the chosen URL

• ✅ Done.

Editors can now see their content-changes on the public URL.
People affected can be informed about the available information at the public URL.

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Appendix

Create a Google Account

1. Go to https://accounts.google.com/signup
   Its not necessary to create a new Gmail-address; using an existing organization-address is possible.
2. Finish the flow to create the account and store the login-credentials in a secure place, for example a password-manager.
3. Enable any additional security measures

Create a GitHub Account

A GitHub Account is meant to be used by a single user, with a single set of log-in credentials.

1. Go to https://github.com/signup and follow the steps.
2. When choosing a username, take into account that possible URL(s) will be: https://<username>.github.io or https://<username>.github.io/<specific-name>.
3. A user-account can later be transformed into a GitHub Organization. See: https://github.com/settings/organizations (when logged in as that user)

Create a GitHub Organization

A GitHub Organization is meant to be used/administered by multiple users, using their own private account/log-in credentials.

1. Log into GitHub as the owner/admin of the new to-be-created Organization.
2. Go to https://github.com/account/organizations/new?plan=free
3. When choosing an account-name, take into account that possible URL(s) will be: https://<organization-name>.github.io or https://<organization-name>.github.io/<specific-name>.

Choose a public URL

This is the link/URL you'll communicate to the people affected and/or aid-workers.

Solution 1 (default): In "helpful-info" GitHub-organization

• URL: https://helpful-info.github.io/<specific-repository-name>
• Fast to set-up.
• Name is generic, but clear. No existing 'brand' or 'trust' attached (yet).
• No additional accounts/services/fees.

Solution 2: Custom GitHub-organization

• URL: https://<organization-name>.github.io/<specific-repository-name>
• Fast to set-up.
• 1 extra account/entity to create.
• Name of organization needs to be clear, recognizable and trustworthy. (and available on GitHub)
• No additional services/fees.

Solution 3: Custom domain-name

• URL: https://<specific-domain-name>.<com|org|info|almost-anything>
• Needs to be available.
• Name needs to be clear, recognizable, trustworthy, easily communicated (digitally and verbally).
• Separate registration-process.
• Separate configuration required to use domain-name with hosting-solution(GitHub Pages).
• Not free.

Solution 4: Custom sub-domain-name

• URL: https://<specific-sub-domain>.example.org
• Needs access to 'parent' organizations' domain-name.
• Technical limitations depend on parent organization's preferences/abilities.
• Separate configuration required to use domain-name with hosting-solution(GitHub Pages).

Solution 5: Shared hosting-service

• URL: https://<specific-sub-domain>.<service-domain>
• Depending on service, for options, see helpful-information / Deployment