Sagamore email

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Revision as of 15:22, 6 August 2014 by Dave (talk | contribs) (→‎Setup: Have primary users be managers)
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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, powered by individual/independent Google 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

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

Collaborative 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.

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.

  1. Create group (red button at top)
  2. Be sure of the following:
    Group name
    Something like, "Treasurer, PTA, 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
  3. 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)
  4. 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

Discussion Groups

See Sagamore PTA discussion groups