SYM PA

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