Enhance workflows and documentation for hackathon submissions

.github/workflows/clone-repos.yml

@@ -47,6 +47,7 @@ jobs:
           import json
           import os
           import subprocess
+          import requests
 
           # Check if submissions.json exists
           if not os.path.exists("submissions.json"):
@@ -59,6 +60,7 @@ jobs:
           os.makedirs("Submissions", exist_ok=True)
 
           new_repos_cloned = False
+          failed_clones = []
 
           for submission in submissions:
               name = submission.get("name", "unknown")
@@ -69,6 +71,30 @@ jobs:
                   print(f"No repository URL found for {name}, skipping...")
                   continue
 
+              # Check if repo is public and not too large
+              try:
+                  parts = repo_url.rstrip("/").split("/")
+                  owner, repo = parts[-2], parts[-1].replace('.git','')
+                  api_url = f"https://api.github.com/repos/{owner}/{repo}"
+                  resp = requests.get(api_url)
+                  if resp.status_code != 200:
+                      print(f"Repository {repo_url} is not accessible (status {resp.status_code}), skipping...")
+                      failed_clones.append(repo_url)
+                      continue
+                  repo_info = resp.json()
+                  if repo_info.get("private"):
+                      print(f"Repository {repo_url} is private, skipping...")
+                      failed_clones.append(repo_url)
+                      continue
+                  if repo_info.get("size", 0) > 100000:  # ~100MB
+                      print(f"Repository {repo_url} is too large (>100MB), skipping...")
+                      failed_clones.append(repo_url)
+                      continue
+              except Exception as e:
+                  print(f"Error checking repo {repo_url}: {e}")
+                  failed_clones.append(repo_url)
+                  continue
+
               clone_path = os.path.join("Submissions", project_name)
 
               if os.path.exists(clone_path):
@@ -88,12 +114,25 @@ jobs:
                   print(f"Successfully cloned {repo_url}")
               except subprocess.CalledProcessError as e:
                   print(f"Failed to clone {repo_url}: {e}")
+                  failed_clones.append(repo_url)
 
           if new_repos_cloned:
               with open(os.environ["GITHUB_ENV"], "a") as env_file:
                   env_file.write("NEW_CLONES=true\n")
+          if failed_clones:
+              with open("clone_failures.txt", "w") as f:
+                  for url in failed_clones:
+                      f.write(url + "\n")
           '
 
+      - name: Notify maintainers of failed clones
+        if: always()
+        run: |
+          if [ -f clone_failures.txt ]; then
+            echo "Some repositories failed to clone. Notifying maintainers."
+            gh issue create --title "Repository Clone Failures" --body "The following repositories could not be cloned during the last run:\n\n$(cat clone_failures.txt)" || true
+          fi
+
       - name: Commit and Push Cloned Repositories
         if: env.NEW_CLONES == 'true'
         run: |

.github/workflows/issue-to-submission.yml

@@ -66,10 +66,30 @@ jobs:
               return;
             }
 
+            // Check for required headings to ensure template format
+            const requiredHeadings = [
+              '### Name',
+              '### Project Name',
+              '### GitHub Repository URL',
+              '### Project Description'
+            ];
+            for (const heading of requiredHeadings) {
+              if (!body.includes(heading)) {
+                core.setFailed('Issue template format has changed or is incomplete.');
+                await github.rest.issues.createComment({
+                  owner: context.repo.owner,
+                  repo: context.repo.repo,
+                  issue_number: issue.number,
+                  body: `❌ **Error:** The issue template format is incorrect or missing required headings. Please use the official submission template.`
+                });
+                return;
+              }
+            }
+
             const nameMatch = body.match(/### Name\s*\n\s*([^\n]+)/);
             const projectMatch = body.match(/### Project Name\s*\n\s*([^\n]+)/);
             const repoMatch = body.match(/### GitHub Repository URL\s*\n\s*([^\n]+)/);
-            const descMatch = body.match(/### Project Description\s*\n\s*([\s\S]*?)(?=###|$)/);
+            const descMatch = body.match(/### Project Description\s*\n*([\s\S]*?)(?=###|$)/);
 
             if (!nameMatch || !projectMatch || !repoMatch || !descMatch) {
               core.setFailed('Could not extract all required information from issue');

.github/workflows/merge-pr-on-issue-close.yml

@@ -113,21 +113,23 @@ jobs:
               git show origin/main:submissions.json > main_submissions.json || touch main_submissions.json
               git show "$PR_BRANCH":submissions.json > pr_submissions.json || touch pr_submissions.json
 
-              # Merge JSON contents (ensuring unique submissions by repository_url)
-              jq -s 'add | group_by(.repository_url) | map(if .[0].repository_url == "" then .[0] else .[] end)' main_submissions.json pr_submissions.json > submissions.json
+              # Merge JSON contents (ensuring unique submissions by repository_url and removing empty/invalid entries)
+              jq -s 'add | map(select(.repository_url and .name and .project_name and .description and (.repository_url|test("^https?://github\\.com/[\\w-]+/[\\w-]+(?:\\.git)?$"))) | unique_by(.repository_url)' main_submissions.json pr_submissions.json > submissions.json
 
               # Stage the resolved file
               git add submissions.json
               if git rebase --continue; then
-                  echo "✅ Merge conflicts resolved, rebase successful."
+                echo "✅ Merge conflicts resolved, rebase successful."
               elif git status --porcelain | grep submissions.json; then
-                  git add submissions.json
-                  git commit -m "$PR_TITLE"
-                  git rebase --continue
+                git add submissions.json
+                git commit -m "$PR_TITLE"
+                git rebase --continue
               else
-                  echo "⚠️ Rebase still failing. Aborting..."
-                  git rebase --abort
-                  exit 1
+                echo "⚠️ Rebase still failing. Aborting..."
+                git rebase --abort
+                # Notify maintainers of failure
+                gh issue comment "$ISSUE_NUMBER" --body "❌ Merge conflict in submissions.json could not be resolved automatically. Manual intervention required."
+                exit 1
               fi
             fi
 

.github/workflows/submission-validation.yml

@@ -48,7 +48,8 @@ jobs:
       - name: Check if PR is Late
         id: deadline-check
         run: |
-          DEADLINE="2025-02-02T13:30:00Z"
+          # Read deadline from config.yml
+          DEADLINE=$(python3 -c 'import yaml; print(yaml.safe_load(open("config.yml"))["deadline"])' 2>/dev/null || python3 -c 'import sys, yaml; print(yaml.safe_load(sys.stdin)["deadline"])' < config.yml)
           CURRENT_TIME=$(date -u +"%Y-%m-%dT%H:%M:%SZ")
 
           if [[ "$CURRENT_TIME" > "$DEADLINE" ]]; then
@@ -68,13 +69,21 @@ jobs:
           python -c '
           import json
           import sys
+          import re
           try:
               with open("submissions.json", "r") as f:
                   submissions = json.load(f)
               required_keys = ["name", "project_name", "repository_url", "description"]
+              url_pattern = r"^https?://github\\.com/[\\w-]+/[\\w-]+(?:\\.git)?$"
               for submission in submissions:
-                  if not all(k in submission for k in required_keys):
-                      print("❌ Invalid submission format")
+                  # Check all required keys are present and non-empty
+                  for k in required_keys:
+                      if k not in submission or not str(submission[k]).strip():
+                          print(f"❌ Invalid submission: missing or empty field '{k}'")
+                          sys.exit(1)
+                  # Check repository_url format
+                  if not re.match(url_pattern, submission["repository_url"]):
+                      print(f"❌ Invalid repository_url format: {submission['repository_url']}")
                       sys.exit(1)
               print("✅ Valid submissions.json")
           except Exception as e:

README.md

@@ -65,9 +65,18 @@ This repository provides an **automated workflow** to manage **hackathon project
 
 ---
 
+## ⚠️ Important Notes
+
+- **Deadline:** The current submission deadline is **June 30, 2025**. Update the deadline in `config.yml` at the root of the repository to change it. The workflow reads the deadline from this YAML config file.
+- **Late Submissions:** PRs submitted after the deadline will be marked with `[LATE]` in the title and the `late-submission` label. Reviewers can still approve and merge late submissions, but they will be clearly marked.
+- **Template Format:** The workflows require the issue template format to remain unchanged. If you modify the template, update the extraction logic in the workflow accordingly.
+- **Repository Cloning:** Only public repositories under 100MB will be cloned. Private or oversized repositories will be skipped, and maintainers will be notified of any failures.
+
+---
+
 ## 🔧 Configuration
-- **Add Labels:** Add labels `project-submission` and `late-submission`
-- **Deadline Date:** Update the `DEADLINE` in `.github/workflows/submission-validation.yml`
+- **Add Labels:** Add labels `project-submission` and `late-submission` to your repository.
+- **Deadline Date:** Update the `deadline` in `config.yml` at the root of the repository.
 - **Required Fields in `submissions.json`**:
     ```json
     [

config.yml

@@ -0,0 +1 @@
+deadline: "2025-06-30T23:59:59Z"