Sagamore email

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Revision as of 01:33, 6 May 2015 by Dave (talk | contribs) (Make "Historic" sectoin for "Collaborative inboxes")
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Notes on how Sagamore (and it's Sagamore Hills online efforts) does email.

Addresses

Conventional

Currently (2014-08), Sagamore uses the following email addresses (individual/personal accounts)

sagamoreelementarypta@gmail.com Exclusive email address for the PTA. Often "From" address for Wildcat Updates.
sagamorephotos@gmail.com Submit photos for school use (yearbook)

Colaborative inboxes

Collaborative inboxes are a way permanent email addresses for the PTA (and their collected messages) can be used easily utilized across years as volunteers rotate in and out of the PTA.

  • treasurer@sagamorehillspta.org
  • communications@sagamorehillspta.org

Discussion Groups

There are also Sagamore PTA discussion groups email addresses (e.g. garden@groups.sagamorehillspta.org) that facilitate many-to-many communication.

Historic

Collaborative inboxes

2015-05-05 It was decided by Dave that collaborative inboxes be replaced by regular email accounts

Collaborative inboxes are actually specially configured (and used) Google Groups. See, Use a group as a collaborative inbox - Google Apps Administrator Help, for details.

Setup

When establishing a new email address @sagamorehillspta.org , setup this Google Groups collaborative inbox.

  2. Create group (red button at top)
  3. Be sure of the following:
    Group name
    No commas because they don't get escaped and munge email addresses (Google Groups bug!)
    Something like, "Treasurer of PTA at Sagamore Hills Elementary School"
    Group email address
    @sagamorehillspta.org (not groups.sagamorehillspta.org)
    Group description
    Something like, "Collaborative email inbox for PTA Treasurer at Sagamore Hills Elementary School"
    Select a group type
    Collaborative inbox
    Post
    Public
    Join the group
    Only invited users
  4. Then, in the group's settings:
    Don't force using Google Accounts
    Settings → Identity → Required forms of identity → Display names only
    Allow anyone to manage
    Permissions → Basic permissions → Allow members external to this organization (select)
    Don't advertise
    Information → Directory → List this group in the directory (de-select)
  5. Add and configure (at least) a couple members
    1. Group settings → Members → Direct add members
      Enter email addresses to add as members (comma separated)
      Write a welcome message
      Something like, "The Sagamore Hills Elementary School PTA has connected you to treasurer@sagamorehillspta.org . Messages sent there will now forward to you and/or you can manage messages at https://groups.google.com/a/sagamorehillspta.org/d/forum/treasurer ."
    2. admin@sagamorehillspta.org should not get email or be able to post
      1. Group settings → Members → All members
      2. Click on the entry for sagamorehillspta@sagamorehillspta.org , do not select the checkbox
        Email delivery
        No delivery
        Posting permission
        Override: member is not allowed to post
      3. Save
    3. sagamorehillspta@sagamorehillspta.org should be a manager (so they can modify members), but not get email or be able to post (individual memebers can do that)
      1. Group settings → Members → All members
      2. Click on the entry for sagamorehillspta@sagamorehillspta.org , do not select the checkbox
        Role
        Manager
        Email delivery
        No delivery
        Posting permission
        Override: member is not allowed to post
      3. Save
    4. Primary user(s) (the personal address(es) added earlier) should be a manager (so they can send out messages as @sagamorehillspta.org)
      1. Using the checkboxes, select the primary users (users other than admin and sagamorehillspta @sagamorehillspta.org)
      2. Actions → Add to role → Manager
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