Group Mail Lists. Group Mailing Lists. Populating a Global Mail Lists 4. The Problem 6. The Solution 8. Scheduling Regular Updates 17

Transcription

1 Group Mail Lists

2 Group Mail Lists 1 Group Mailing Lists Populating a Global Mail Lists 4 The Problem 6 The Solution 8 Scheduling Regular Updates 17

3 Group Mailing Lists Group Mail Lists - 3

4 Populating a Global Mail Lists Use FirstClass Scripting to Populate a Global Mail List The Script Command The new POPULATE GLOBALMAILLIST command will populate a global mail list with all members of the specified groups. For example, to populate the global mail list named All Members with the members of the Staff and Students groups, the command is POPULATE GLOBALMAILLIST "All Members" 2 Staff Students NOTE: The Global Mail list must first exist within the Mail Lists folder on the Admin Desktop NOTE: Each time the command is issued, the entire list is replaced. Group Mail Lists - 4

5 An Example In this example, we will populate a mail list named "Staff Mailing List" with the members of the single group named Staff. An is sent to the Batch Admin processor with the following commands. REPLY POPULATE GLOBALMAILLIST "Staff Mailing List" 1 Staff Group Mail Lists - 5

6 The Problem The is a potential issue if you use Organizational Units Conferences and Communities get added to the list Upon opening the newly populated Global Mail List, we see that there is a problem. The list also includes conferences that belong to this group. Group Mail Lists - 6

7 The reason The reason for this is because the group "Staff" has been designated as an Organizational Unit and any conference or community that is created and published in the directory by any member of this group will also be added to this group. Group Mail Lists - 7

8 The Solution The solution to the problem is to add your users to a group that does not have an Organizational Unit designation. Create a new Group In your Groups folder, create a new Group that you can assign all existing members to. Make sure that you do not designate the group as an Organizational Unit Group Mail Lists - 8

9 Find all existing users of the group To find all existing users of the group, you can use the Admin > List Directory menu command. 1. Enter the group name (full and exact spelling) in the Patter field 2. Choose to search By Group 3. Select only Regular and Remote Users Group Mail Lists - 9

10 Save the Listing Click in the list area and choose Save As.. and save the file that you will now open in Excel or some other spreadsheet that we will use to build the new script. Group Mail Lists - 10

11 Open In Excel You can now open this text file in Excel or some other spreadsheet and start at Line 13 to bypass the headers Group Mail Lists - 11

12 Remove all extra columns Remove all Columns except for the UserID column and place it in Column 2 Group Mail Lists - 12

13 Build your Script Add the text "PGADD" to column 1, and the name of your new group to Column 3 and fill down the list Group Mail Lists - 13

14 Create a new Batch Admin script using the columns 1. Copy all of the columns from the spreadsheet. 2. Create a New message and address it to Batch Admin 3. Use Paste Plain Text to add the text after the word REPLY in the body of the message 4. Send the message to add all users to the new group. Group Mail Lists - 14

15 POPULATE the new Global Mail List Send a new command to Populate the Staff Mailing List with the new group name REPLY POPULATE GLOBALMAILLIST "Staff Mailing List" 1 StaffML Group Mail Lists - 15

16 Verify Verify that the mailing list has been cleared and populated now only with users. NOTE regarding New Accounts NOTE: You must make sure that when you create new users who are members of your key group or add users to this group, you must also add them to the Mailing list group. Group Mail Lists - 16

17 Scheduling Regular Updates Once you have your global mail list populated with the initial set of members, you will want to schedule regular updates. You can do this using the System Events Calendar. Create a new event in the System Events Calendar Create a new event in the System Events Calendar (found in the Core Services folder on the Admin desktop). Group Mail Lists - 17

18 Complete the Sequence of Events Complete the header and Sequence of Events tab as follows: 1. Give the event a descriptive name 2. Set the time for the next update. (If only once daily, this should be AFTER the audit has completed) 3. Choose FC script command as the action 4. Enter the POPULATE script command in the Parameter field. Group Mail Lists - 18

19 Set a Repeat Interval Choose your repeat interval and schedule as desired and save. Group Mail Lists - 19