Fix and improve example workflow (#36384)

Co-authored-by: Sunbrye Ly <56200261+sunbrye@users.noreply.github.com>

Author: rufer7

content/copilot/rolling-out-github-copilot-at-scale/reminding-inactive-users.md

@@ -58,7 +58,7 @@ If you no longer need access to {% data variables.product.prodname_copilot_short
 
 ## Automating the reminder with {% data variables.product.prodname_actions %}
 
-The following example workflow uses the API to identify users in an organization who haven't used their license for 30 days, then creates an issue assigned to each user. This is a simple example that you can adapt to meet your needs.
+The following example workflow uses the API to identify users in an organization who haven't used their license for 30 days or haven't used it at all since the seat was assigned, then creates an issue assigned to each user. This is a simple example that you can adapt to meet your needs.
 
 To use this workflow:
 
@@ -79,7 +79,7 @@ To use this workflow:
 1. Using the example below, create the workflow in the repository where you want the reminder issues to be created.
 
    If you're new to {% data variables.product.prodname_actions %}, see [AUTOTITLE](/actions/writing-workflows/quickstart).
-1. In the workflow, replace the `ORG/REPO` placeholders in the `gh` commands with the name of the repository where you want the reminder issues to be created. For example: `octo-org/octo-repo`.
+1. If you want to create the issues in a repository other than the one in which the workflow is located, replace `${{ github.repository }}` in the `gh` commands with the name of the repository where you want the reminder issues to be created. For example: `octo-org/octo-repo`.
 
 ### Example workflow
 
@@ -89,55 +89,67 @@ To use this workflow:
 
 ``` yaml annotate
 # Name your workflow
-name: Remind inactive users about Copilot license
+name: Remind inactive users about GitHub Copilot license
 
-# Run the workflow every day at 8am UTC
 on:
+  # Run on demand (enables `Run workflow` button on the Actions tab to easily trigger a run manually)
+  workflow_dispatch:
+  # Run the workflow every day at 8am UTC
   schedule:
     - cron: '0 8 * * *'
 
 jobs:
   context-log:
     runs-on: ubuntu-latest
+
+    # Modify the default permissions granted to GITHUB_TOKEN
+    permissions:
+      contents: read
+      issues: write
+
     steps:
-      - name: Check Copilot Last Activity
+      - name: Check last GitHub Copilot activity
         id: check-last-activity
         run: |
-          # Call the user management API
+          # List all GitHub Copilot seat assignments for an organization
           RESPONSE=$(gh api \
             -H "Accept: application/vnd.github+json" \
             -H "X-GitHub-Api-Version: 2022-11-28" \
             -H "Authorization: Bearer {% raw %}${{ secrets.COPILOT_LICENSE_READ }}{% endraw %}" \
-            /orgs/$ORGANIZATION_VAR/copilot/billing/seats)
+            /orgs/{% raw %}${{ github.repository_owner }}{% endraw %}/copilot/billing/seats)
           echo "Raw Response from gh api:"
           echo "$RESPONSE"
 
-          # Parse and check each user's `last_activity_at`
+          # Parse and check each user's `last_activity_at` and `created_at`
           echo "$RESPONSE" | jq -c '.seats[]' | while read -r seat; do
             LOGIN=$(echo "$seat" | jq -r '.assignee.login')
             LAST_ACTIVITY=$(echo "$seat" | jq -r '.last_activity_at')
+            CREATED_AT=$(echo "$seat" | jq -r '.created_at')
 
-            # Replace ORG/REPO with the repository name
-            EXISTING_ISSUES=$(gh issue list --repo ORG/REPO --assignee $LOGIN --label 'copilot-reminder' --json id)
+            # List all open issues with label `copilot-reminder`
+            EXISTING_ISSUES=$(gh issue list --repo {% raw %}${{ github.repository }}{% endraw %} --assignee $LOGIN --label 'copilot-reminder' --json id)
 
-            # Convert dates to seconds since epoch for comparison
-            LAST_ACTIVITY_DATE=$(date -d "$LAST_ACTIVITY" +%s)
+            # Get last activity date and convert dates to seconds since epoch for comparison
+            if [ "$LAST_ACTIVITY" = "null" ]; then
+              LAST_ACTIVITY_DATE=$(date -d "$CREATED_AT" +%s)
+            else
+              LAST_ACTIVITY_DATE=$(date -d "$LAST_ACTIVITY" +%s)
+            fi
             THIRTY_DAYS_AGO=$(date -d "30 days ago" +%s)
 
             # Create issues for inactive users who don't have an existing open issue
             if [ "$LAST_ACTIVITY_DATE" -lt "$THIRTY_DAYS_AGO" ] && [ "$EXISTING_ISSUES" = "[]" ]; then
               echo "User $LOGIN has not been active in the last 30 days. Last activity: $LAST_ACTIVITY"
 
-              # Replace ORG/REPO with the repository name
-              NEW_ISSUE_URL="$(gh issue create --title "Reminder about your GitHub Copilot license" --body "{% raw %}${{ vars.COPILOT_REMINDER_MESSAGE }}{% endraw %}" --repo ORG/REPO --assignee $LOGIN --label 'copilot-reminder')"
+              NEW_ISSUE_URL="$(gh issue create --title "Reminder about your GitHub Copilot license" --body "{% raw %}${{ vars.COPILOT_REMINDER_MESSAGE }}{% endraw %}" --repo {% raw %}${{ github.repository }}{% endraw %} --assignee $LOGIN --label 'copilot-reminder')"
             else
               echo "User $LOGIN is active or already has an assigned reminder issue. Last activity: $LAST_ACTIVITY"
             fi
           done
 
-        # Set the GITHUB_TOKEN, required for the `gh issue` commands
+        # Set the GH_TOKEN, required for the 'gh issue' commands
         env:
-          GITHUB_TOKEN: {% raw %}${{ github.token }}{% endraw %}
+          GH_TOKEN: ${{ secrets.GITHUB_TOKEN }}
 ```
 
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