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SYM PA

SYM PA. Mailing List Manager Information Services Collaboration Support August 2011. Why Replace Alias Manger?. Approximately 15 years in use at Cal Poly UNIX based system Knowledge of UNIX required Command based Alias Manager being replaced by a web-based application called Sympa.

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SYM PA

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  1. SYMPA Mailing List Manager Information Services Collaboration Support August 2011

  2. Why Replace Alias Manger? • Approximately 15 years in use at Cal Poly • UNIX based system • Knowledge of UNIX required • Command based Alias Manager being replaced by a web-based application called Sympa

  3. What is Sympa? • Web-based, open-source mailing list management software • Developed in France • Initial release was in 1997 • French translation is “Automatic Mailing System” • Sympa in use at numerous Universities

  4. Sympa Features • Single Web interface providing subscriber and admin access • Powerful tool with a multitude of options • Data can be provisioned using LDAP, SQL or other sources • Sympa is WAI compliant • WAI is regarded as the international standard for Web accessibility

  5. List Migration • What was migrated? • Class lists: Current quarter and 2 prior quarters • Department and Unit Account lists • Student and Club lists • Migrated lists retained: • Public or Private setting • Membership • Ownership

  6. Private Lists andPolymail Addressing • Polymail address will no longer be valid! • Migration process will include renaming listname@POLYMAIL.calpoly.edu tolistname@calpoly.edu • Private lists containing polymail in the address: • Will not be listed in Cal Poly directory or theZimbra Global Address List (GAL) • Retain privacy setting

  7. Polymail Addressing • Any Address Book entry, Device, Printer or System Jobs referencing listname@POLYMAIL.calpoly.edu will need to be changed to listname@calpoly.edu • Service Desk web site has info on removing AB entry • Post SYMPA migration • Email sent to a Polymail address will be delivered to recipients through December 2011 • Automatic message will be sent to Sender notifying them of the new list name • Polymail delivery will be disabled January 2012

  8. Access to Sympa • Single-click access via the Cal Poly Portal • Department and Club Accounts • Staff • All Faculty and Instructors • Indirect Access via a link on the Service Desk website at http://servicedesk.calpoly.edu/ • Students

  9. Department and Club Accounts • Single-click access via the Cal Poly Portal • List owner capabilities • Create and modify lists • Set list Privacy setting • Specify manner in which mail can be Sent to list • Specify how Subscription/Unsubscription requests handled • Add or Remove list Members • Embed a List within a List • Customize List Welcome message • View List Log File (for troubleshooting purposes)

  10. Faculty and Instructors who are Teaching • Single-click access via the Cal Poly Portal • Class List owner capabilities • Add T.A. or Grader to the Class List • Check class membership which is updated daily • Can not add students to the Class List • Current quarter and 2 prior quarters of Class Lists will be available in Sympa

  11. Staff and Faculty who are not Teaching • Single-click access via the Cal Poly Portal • List subscriber capability • View Lists they are a Member of • View List Contact Information • Unsubscribe from a List • Temporarily suspend subscription to a List • Re-subscribe to a List

  12. Students • Sympa Access via link on Service Desk Website • List subscriber capability • View Lists they are a Member of • View List Contact Information • For lists that are not Class Lists • Unsubscribe from a Student or Club List • Temporarily suspend subscription to a List • Re-subscribe to a List

  13. Getting Started- Creating a New List • Creating a New List • Create a List by Copying an Existing List • List Membership is not copied • Create a List using Templates • List must be approved prior to use by Listmaster • Approval can take up to 48 hrs • List options can be modified prior to approval • Owner not automatically added to List subscribers

  14. Naming the List • List name should be descriptive of the members • Do not include @calpoly.eduwhen creating list • Letters, numbers and hyphens can be included in the name • Do not include spaces, underscores, accents, or special characters in the name • Listmaster approval will include: • Verifying list name is appropriate • Verifying list name has not been used

  15. Configuring the List • List Visibility • Conceal • List Hidden in Cal Poly Directory and Zimbra GAL • Intranet • List Visible in Cal Poly Directory and Zimbra GAL • Identification of Owner/s • Setting the Send Option Public • Specifying Subscriber Delivery Options Mail • Setting the Reply Option Sender

  16. Setting List Privileges • Viewing List Info Restricted to Subscribers • Specifying how Subscription/Unsubscription Requests Handled Owner’s Approval • Viewing List Subscribers Owner only

  17. Adding or Deleting List Members • Migrated Lists retained existing membership • List can handle up to 700,000 entries • Large mailings still require approval • Manage Subscribers tab • Add individual addresses • Add bulk addresses using Copy/Paste • Full Cal Poly username must be entered • Data Sources Setup button can be used to embed a list within a list

  18. In Conclusion… • Documentation on Service Desk web site • Sympa Online Help is available in application • Questions or Feedback??? • Michael Green – mcgreen@calpoly.edu • Beth Cordova – bcordova@calpoly.edu • Tim Ross – tross@calpoly.edu • Amy Stets – astets@calpoly.edu

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