Responsibilities

• Maintain a 1-1 correspondence between active team members and active <user>@nyayahealth gmail accounts.
• Adjust group list (e.g. team@, energy@, leadership@, ...) membership as requested by the individuals who want to receive/stop receiving the emails.  (Restricted groups, such as leadership,  ... may require additional approval.)
• Maintain the email forwarding and POP pulling configuration necessary to have all internal emails archived.
• Monthly:
• Check that we're not close to exceeding our quota of users and/or groups.  (nyayateam@gmail.com and mailarchive@nyayahealth.org especially need watching.)
• Check storage utilization for all user and group accounts (especially mailarchive@nyayahealth.org) and take preventative action before any reaches 95% of its quota.
• How do we ensure that archiving is working as expected when we're not supposed to be logging in to the mailarchive account?
• Prepare a user/group status report and send it to the website@ group.
• Assist users with their accounts as needed.
• Support group account owners in banning spammers.
• Keep this page up to date.

Authority required

• Google Super Administrative rights. (Email routing is an example of something that can't be set by an account with only User Administrative rights.)

Delegated by

     Director of Technology

Current Responsible Team Member

     Minoo

Process Documentation

Creating a New User Account

1. Get an existing email address for the new user.  Ask the new user if they want all mail sent to their Nyaya account to be forwarded also to this address.
2. Go to https://www.google.com/a/cpanel/nyayahealth.org/ServiceSettings#Organization and log in with an account that has Administration rights within Organizations and Users.
3. Click on the New User button.
4. Fill in the users first and last names and the name for their email account. Account names are usually just a first a name, with a last name initial added where necessary.  Click on Create New User.
5. Choose email instructions on the following screen, and send it to the existing email address for the new user.  Click on Done to finish..
6. Locate the new user in the list of users at https://www.google.com/a/cpanel/nyayahealth.org/ServiceSettings#Organization and click on the name to edit their user information.
7. In the email routing section, click on Add another destination and add team@nyayahealth.gmail.  (This will ensure that this user's messages will be archived.)
8. If the user indicated they wanted their email forwarded to a second email account (see step 1), add this as another destination.

Resetting a User Password

1. Go to https://www.google.com/a/cpanel/nyayahealth.org/ServiceSettings#ServiceSettings/service=Email and log in as admin@nyayahealth.org.
2. Use the Search Accounts control to search on the account name, e.g. ryan.
3. Click on the recipients link.
4. In the Password section click on Change Password.

Creating a New Group (aka Listserve)

1. Determine whether the group will be public, restricted or private (see Note on Listserves ), one or more members who will act as owners of the group (they will be able to delete any inappropriate message from the group's archive), and a one sentence statement of the group's scope (for the footer on each group message.)
2. Go to https://www.google.com/a/cpanel/nyayahealth.org/GroupList and log in as admin@nyayahealth.org.
3. Click on Create a New Group and fill out the form.  For "Access Level", choose Public for a public group or Team for a restricted group.  Press Create New Group when done.
4. On the Members Tab of the next screen, add group members, either as normal members or owners.
5. On the Access Settings tab, change the settings  to those below.  Press Save Changes when done.
6. ? On the Email Delivery tab, add a prefix ?
7. Also on the Email Delivery tab, for a public group create a custom message footer, e.g.

          listservname(AT)nyayahealth(DOT)org is an internal listserve over which Nyaya Health members communicate.

Guidelines: http://wiki.nyayahealth.org/collaboration#TeamListserve
Note about all Nyaya listservs: http://wiki.nyayahealth.org/w/page/35369836/Transparency#NoteonListserves

As a point of transparency, all emails on this listserve are available to the public via: [Insert link to specific google groups discussion here]

     8. Press  Press Save Change to complete the task.

     9. Add the owner(s) of the group to the group as an owner.

     10. Add any other group members as members.

          Access settings for a public group

          Access settings for a restricted group

           Access settings for a private group

Banning Spammers from a Group Listserve

For the most part, Google's spam filters do a good job of filtering out most spam.  It is also possible to configure groups to require moderation by the group owner.  But because many legitimate messages come from non-nyayahealth accounts, this generally requires too much moderation.  So the general practice is to disable moderation. 

If an account is sending inappropriate messages that are getting though the spam filter, the account can be banned from posting to the group with the following procedure:

1. Go to http://groups.google.com/a/nyayahealth.org/group/<groupname>/members_invite where <groupname> is the name of the group (without the @), i.e. blog.
2. Click on the Add members directly tab.
3. Enter the email address(es) to be banned.
4. Un-check  the Send email to new members notifying them they have been added box.
5. Click on Add Members.
6. Go to http://groups.google.com/a/nyayahealth.org/group/<groupname>/manage_members and select the account you just added.
7. Select  Ban from the Set membership type dropdown box and click the OK button next to the dropdown box.