Setting up @nyayahealth email for members Setting up email lists/business email addresses Flow of emails within our system

Google Apps is used to manage @nyaya email, intranet chat, and collaborative spreadsheets and google documents.  This is managed by the director of collaborative technology.  Nyaya use google's free educational edition for qualifying non-profits.

Setting up @nyayahealth email for members

It is critical for our organizational coherence and collaboration that members use their @nyayahealth email for all nyaya-related emails and that these emails are forwarded into the nyayahealth@gmail account. The user ID created also applies to other google applications such as chat and gdocs).  The director of collab tech will do the following steps; note step 14 then sends an email to the new google apps user that has been set up.

1. Sign in to https://www.google.com/a/cpanel/nyayahealth.org with your google apps ID and password.  

2. Click email icon.

3. Click "user accounts"

4. Click "create new user"

5. Add the name and desired username@nyayahealth.  

6. Under groups add list and enter team [@nyayahealth.org].  

7. Under email routing, keep "google apps email"  and "inherit routes from your domain" checked.  Then click "add another destination" and add "nyayateam@gmail.com".  Click "add another destination" again and add the personal email address of the individual.  

8.  Click "save changes."

9.  Back at the top of the page, click "email instructions".  Replace "you can sign in to domain services..." with:  

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Password: ***

This ID provides access to our collaborative google docs and spreadsheets within nyaya health's google apps domain as well as serving as your email account.  Please read carefully through all the instructions here: 

http://wiki.nyayahealth.org/collaboration#Email

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Email text to send to volunteer:

Nyaya email address:

• We ask that Nyaya volunteers use their Nyaya email address for all communications, as this is all archived in a larger gmail account (providing us a permanent record of all Nyaya communications). Additionally, it gives each of us a better professional appearance and is important for official organizational business and networking.
• You can login through the Nyaya Gmail portal at https://www.google.com/a/cpanel/nyayahealth.org
• I've set up XXXXX@nyayahealth.org for you, and the password is achhamdoti001. The first time you log in you'll be able to change your password. 
• While you can log-in to your nyaya mail at the above link, I have also set it so that your Nyaya email account will automatically forward to XXXX@gmail.com. If you would like me to change this please let me know.
• To respond from your Nyaya email address when using your normal Gmail account, please do the following: 
• In your normal Gmail inbox (XXXX@gmail.com), click settings>accounts, and then "Add another email address you own" and follow on-screen instructions. you will have to log back in to your nyaya account once more to verify that you own the account. if you also click "Reply from the same address..." directly below, any email coming to your nyaya account will automatically be replied to from your nyaya email address!

• Please note that copies of every email coming and going from all Nyaya addresses are also logged in our larger nyayagmail account. You can access this (it is publicly available to all Nyaya team members) at the above login with username: mailarchive, password: achhamdoti001

• All team members, including some staff in Nepal (those who use email) receive mailings sent to team@nyayahealth.org
• We encourage all team members to send emails to this list to ensure team collaboration on all projects. Sensitive topics should not be discussed over this listserv however as transparent team-based organization, such discussions are rare and full transparency over the team list is always encouraged! When in doubt, check with Ryan (ryan@nyayahealth.org).
• We encourage all members to read and respond to any and all emails sent to the team listserv to enhance collaboration on all projects.
• We require all team members to register a profile on the internal (i.e. not public) team page (http://www.nyayahealth.org/team/). This is critical for enhancing teamwork and getting to know each other better! 

Setting up email lists/business email addresses

For any emails such as billing@, press@, grants@ etc., they should be set up as groups.  To do this, login to google.com/a/nyayahealth.org... service settings... email... email addresses... create a list.  You can just add users by typing in the username (e.g., aditya, jason); then check "public" under permissions.  Individual users may then follow step #1 above to "send as" from their own gmail accounts.  Add mailarchive@nyaya to all groups.    You can view a list of current such groups at https://www.google.com/a/cpanel/nyayahealth.org/GroupList

Flow of emails within our system

All of our organizational emails are archived in mail.google.com/a/nyayahealth.org with ID: mailarchive and password found at: 

http://docs.google.com/a/nyayahealth.org/Doc?docid=df8rgpnb_15ctnjkthr&hl=en

To summarize, our flow is as follows: 

nyayahealth@gmail --> auto-forward to mailarchive@nyaya

(this email address was set up at an earlier date and we try to avoid using this one)

All Nyaya member e.g., duncan@nyaya-->auto-forward to nyayateam@gmail then retrieved by mailarchive@nyaya and auto-labeled as “members”.  Note in the last step it is not forwarded but retrieved by mailarchive checking nyayateam@gmail periodically, hence can be ~1 hour lag time in retrieving these.  This is simply used to get around a google apps restriction so that all member emails can be automatically labeled as “members” efficiently.

All generic nyaya email address (director@, sbclinic@, fax@, press@ etc.) are google apps groups that include mailarchive@nyayahealth.org as a member.

error@nyaya: anytime an email is sent mistakenly to a bad email address within the nyayahealth.org domain, this is sent here, forwarded to nyayahealth@gmail, and then archived in mailarchive@nyayahealth.org under the “wrong address” label

admin@nyaya: this user also has nickname of info@nyaya.  Both are forwarded to nyayahealth@gmail.com and arrive in inbox of the mailarchive; these should be the only emails in the mailarchive box.  Their use, like that of nyayahealth@gmail should be minimized/elminated, since they are general email addresses without an underlying flow/process.  

Members should be invited to the wiki and live sync with their personal accounts, not google apps accounts.