Recording and Corresponding Secretary Email
Anne Davenport
It seems like there should be some kind of reporting for the Recording and Corresponding Secretaries email since this is where the input/output action is. Just to keep people in the loop. So, I’m going to start doing a monthly at the beginning of the month about email communications.
Here is a little background – and probably more than you want to know about google workspace – but hey, why should I have all the fun?)
The following email is forwarded to my thedoc...@silweb.costume.org email:
And …..
Thanks to Andrew Trembly’s administrative wizardry with google workspace (or maybe Phil did it?) these two email boxes are also delegated to my google workspace address ---- thedoc...@siweb.costume.org.
When I am logged into thedoc...@siweb.costume.org gmail, these two delegated email boxes show up, along with other google workspace email choices (I am on multiple google workspaces that are not ICG). I can click on those choices and a new tab shows up with the selected email.
Why is a delegated email box important, inquiring sentients want to know???
Because in a delegated email, I can reply to an email and the reply will be from rec-se...@costume.org or corr-se...@costume.org, depending on which delegated email box I am replying from.
If I reply from the forwarded email, then the reply comes from thedoc...@siweb.costume.org. And the person I’m replying to can wonder, “Who’s that?”
Note: I don’t have the passwords for logging into either secr...@costume.org or corr-se...@costume.org. Do I need them? If all I need is the email, then, no. And this means that the password does not need to be shared, which can lead to badness – it stays with the admin. It’s a security thing.
Do we have anything written down for how we manage our google workspace? I wonder.
Anne Davenport --- ICG Rec. Secretary, Corr. Secretary
Anne Davenport
Byron Connell
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ICG Board of Directors Online Meeting
To post via email, send a message to mee...@board.costume.org
To access as a webforum, visit https://groups.google.com/u/6/a/board.costume.org/g/meeting
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Monthly check-in form: https://forms.gle/rjtikyjTmCrtxUN16
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Philip Gust - International Costumers' Guild
Hi Anne,
Thanks for your interest in how role-based accounts (e.g. rec-se...@costume.org) work behind the scenes. Those who are not interested in the details can skip the rest of this message.
A delegated email address enables someone besides the account owner to send and receive emails as the owner without having to log in to the account. For example, it allows an assistant or designee to act for the owner. When that is no longer required, the delegation can simply be cancelled, instead of having to change the owner password.
The main benefit of delegation for a role-based email address is that the person in that role can send email from that address by simply switching to that organizational account from their own account, without having to log in to it. When a new person takes over the role, I simply remove the delegation for the previous person and add a delegation for the new person.
Typically, the only time someone in an organizational role (e.g. you) would need to send email in that role is for external communications, and I imagine that does not happen often.
Email to a role-based account is also forwarded to a Google Group associated with that role. This makes it easy for the person in that role to add others to the group who should be CCd on incoming email, and for the person in the role to discuss messages with others in the group. When a new person takes over the role, the previous person can be removed from the group and the new person can be added as an owner without IT assistance.
Andy Trembly, who is a professional Google Workspace admin, initially set up this framework (thanks, Andy!) and I have continued to administer it following his recommendations.
If you have questions, please feel free to contact me directly at phil...@siweb.costume.org.
--
ICG Board of Directors Online Meeting
To post via email, send a message to mee...@board.costume.org
To access as a webforum, visit https://groups.google.com/u/6/a/board.costume.org/g/meeting
(You will need to need to log in with your subscribed account)
Monthly check-in form: https://forms.gle/rjtikyjTmCrtxUN16
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To unsubscribe from this group and stop receiving emails from it, send an email to meeting+u...@board.costume.org.
To view this discussion visit https://groups.google.com/a/board.costume.org/d/msgid/meeting/71bb51a4-0a6e-4193-b446-03fa182c024cn%40board.costume.org.
-- Philip Gust International Costumers' Guild Silicon Web Costumers' Guild (650) 367-7652 phil...@siweb.costume.org