LFL Lab Manager

This project serves as a lab manager for the Levenson-Falk Lab at USC. It automates reminders for maintenance, snacks, and manages lab meeting schedules through emails, Slack, and Google Calendar.

Table of Contents

• LFL Lab Manager
  • Project Structure
  • Setup and Operation
    • Local Setup
    • GitHub Actions Setup
    • PythonAnywhere Setup
    • Handling Authentication
    • Mac Setup for Scheduled Execution
• mm_calendar.py Overview
  • Features
  • Usage
  • Setup
• Security

Project Structure

• .github/: Contains GitHub workflows for automation.
• calendar_manager.py: Manages Google Calendar integration.
• config_loader.py: Loads configuration from JSON files.
• email_notifier.py: Handles email notifications.
• main.py: The main script for managing notifications.
• slack_notifier.py: Manages Slack notifications.
• duty_tracker.json: Tracks the rotation of lab duties.
• trigger.sh: Script for running main.py in a scheduled manner.
• check_and_trigger.sh: Checks for missed executions and triggers main.py if needed.
• markers/: Directory where the marker file emissions are stored.

Setup and Operation

Local Setup

1. Install Dependencies: Install the necessary dependencies from requirements.txt.

   python -m pip install --upgrade pip
   pip install -r requirements.txt

2. Set Up Environment Variables: Set up environment variables for Gmail, Slack, and Google Calendar credentials.

   export GMAIL_USER=<email>
   export GMAIL_PASSWORD=<password>
   export SLACK_TOKEN=<token>

3. Generate and Encrypt Sensitive Files: Move or generate the client_secret.json, token.pickle, service_key.json, and lab_members.json files locally. Encrypt these files using the following commands:

   openssl aes-256-cbc -salt -a -e -in client_secret.json -out client_secret.json.enc -pass pass:$SECRET_KEY -pbkdf2
   openssl aes-256-cbc -salt -a -e -in token.pickle -out token.pickle.enc -pass pass:$SECRET_KEY -pbkdf2
   openssl aes-256-cbc -salt -a -e -in service_key.json -out service_key.json.enc -pass pass:$SECRET_KEY -pbkdf2
   openssl aes-256-cbc -salt -a -e -in lab_members.json -out lab_members.json.enc -pass pass:$SECRET_KEY -pbkdf2

4. Commit Encrypted Files to Repository: Commit and push the encrypted files (*.enc) to your repository.

5. Run the following command to set up Git hooks:

./scripts/setup-hooks.sh

GitHub Actions Setup

1. Create GitHub Secrets: Go to your GitHub repository settings, navigate to Secrets and variables -> Actions, and add the following secrets:

   • SECRET_KEY: Your encryption password.
   • GMAIL_USER: Your Gmail username.
   • GMAIL_PASSWORD: Your Gmail password.
   • SLACK_TOKEN: Your Slack token.
   • GH_BOT: Your GitHub PAT with at least repo scopes enabled.

2. Create GitHub Actions Workflow: Create a workflow file in .github/workflows/main.yml. Check the GitHub Actions workflow in this repository for reference.

   The idea is to decrypt the sensitive files, set up the environment variables, and run the script using the decrypted files.

Ensure that "Read and write permissions" are enabled in Settings -> Actions -> General -> Workflow permissions:

PythonAnywhere Setup

1. Upload Script Files: Upload the script files and encrypted JSON files (*.enc) to PythonAnywhere.

2. Set Up Scheduled Task: Set up a scheduled task to run main.py daily at 7 AM using cron.

   0 7 * * * /home/<username>/lfl-lab-manager/venv/bin/python /home/<username>/lfl-lab-manager/main.py

3. Upload and Decrypt Sensitive Files: Ensure client_secret.json and token.pickle are safely uploaded and handled. You may need to decrypt these files on PythonAnywhere before running your script.

Handling Authentication

• The script checks the validity of token.pickle.
• If re-authentication is required, it sends an email notification.
• Manually update token.pickle on PythonAnywhere after re-authenticating locally.

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This updated blurb provides comprehensive instructions for setting up and running your workflow both locally and in the cloud using GitHub Actions and PythonAnywhere.

Mac Setup for Scheduled Execution

For Mac users, a method is provided to ensure trigger.sh runs even if the Mac is asleep at the scheduled time:

1. Marker System: The trigger.sh script creates a daily marker file upon successful execution, indicating the script has run for that day.

2. Missed Execution Check: check_and_trigger.sh checks for the presence of this marker file. If it's missing (indicating a missed execution), it runs trigger.sh.

3. launchd Daemon: A launchd service is set up to run check_and_trigger.sh every time the Mac wakes up, ensuring missed executions are caught.

   • Create com.user.checkandtrigger.plist in ~/Library/LaunchAgents/ with the following content:

     <?xml version="1.0" encoding="UTF-8"?>
     <!DOCTYPE plist PUBLIC "-//Apple//DTD PLIST 1.0//EN" "http://www.apple.com/DTDs/PropertyList-1.0.dtd">
     <plist version="1.0">
     <dict>
         <key>Label</key>
         <string>com.user.checkandtrigger</string>
         <key>ProgramArguments</key>
         <array>
             <string>/path/to/check_and_trigger.sh</string>
         </array>
         <key>WatchPaths</key>
         <array>
             <string>/var/log/powermanagement</string>
         </array>
         <key>RunAtLoad</key>
         <true/>
     </dict>
     </plist>

   • Load the launchd job:

     launchctl load ~/Library/LaunchAgents/com.user.checkandtrigger.plist

Note: For security, never store sensitive information like lab members' details and service keys in the repository.

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mm_calendar.py Overview

The mm_calendar.py script automates the creation of calendar events based on a list of presentations from the APS March Meeting.

Features

• Extracts presentation details from provided APS URLs.
• Automatically creates Google Calendar events with extracted details.
• Authenticates with Google Calendar API to manage calendar events.

Usage

1. Ensure Google Calendar API credentials are set up and credentials.json is available.
2. Populate url_list in mm_calendar.py with APS meeting URLs to schedule.
3. Run mm_calendar.py to authenticate and create events in the specified Google Calendar.

Setup

Follow the local setup instructions for environment variables and authentication as described in the Setup and Operation section. Ensure MM_calendar_ID and MM_TIMEZONE are correctly set in your environment or .env file to match your Google Calendar settings.

Important: Keep token.pickle and credentials.json secure and update them as needed to maintain access to the Google Calendar API.

For detailed steps on handling authentication and deploying the script, refer to the Handling Authentication section.

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Security

Sensitive information is handled securely, and environment variables are used to store credentials.

Remember to keep the token.pickle and client_secret.json files secure and handle them carefully during deployment and updates.