[OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

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[OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+-----------------------
 Reporter:  Delawen        |      Owner:  sac@…
     Type:  task           |     Status:  new
 Priority:  normal         |  Milestone:  Unplanned
Component:  Systems Admin  |   Keywords:
---------------------------+-----------------------
 Hi!

 Coming from
 https://lists.osgeo.org/pipermail/sac/2020-September/012618.html

 The current FOSS4G LOC wants to have FOSS4G.org emails for official
 communications as the ones from buying tickets and sending proposals to
 the Call for Papers. This means being able to send up to 2000 emails on
 one day (high limit just in case).

 Can OSGeo SAC configure the FOSS4G domain on a mail server with SMTP (no
 alias) so we can send emails?

 We will need:
  * SMTP configuration
  * Email account: [hidden email]
  * Email account: [hidden email]

 Also, it would be good to have an estimated time for this, to plan the
 ticket sales start and, if needed, setting up ourselves a temporary mail
 server to work in the meantime.

 Thank you very much for your work!

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------
Changes (by Delawen):

 * priority:  normal => critical


--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:1>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by cvvergara):

 This are my thoughts
 I find the idea interesting, not only for the 2020 FOSS4G but for future
 FOSS4Gs
 I've never been part of a LOC but
 maybe something like this:
 [hidden email]
 [hidden email]
 [hidden email]
 [hidden email]
 and for next year's LOC
 [hidden email]
 [hidden email]
 [hidden email]
 [hidden email]

 Then having the "know how" a step would be simpler for the years to come
 of FOSS4G

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:2>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 That would be awesome.

 Even... not using the subdomain, just pass the access from one LOC to the
 next (so there are no emails lost from people writing to an old foss4g
 email).

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:3>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 Aaand I forgot to add a mail to use for the marketing. Updating the
 description.

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:4>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 Can't update the description :)

  *  tickets at 2021.foss4g.org
  *  callforpapers at 2021.foss4g.org
  *  sponsors at 2021.foss4g.org
  *  info at 2021.foss4g.org
  *  news at 2021.foss4g.org

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:5>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by codrina):

 Hi, Maria! For FOSS4G2019, we had the following email addresses:

 [hidden email] - the general email address;\\
 [hidden email] - for the interaction with students;\\
 [hidden email] - for the interaction with volunteers;\\
 [hidden email] - TGP interactions; \\
 [hidden email] - all questions related to VISA issues; \\
 [hidden email] - for the free tours of Bucharest we
 organised;\\
 [hidden email] - for all questions regarding registration,
 tickets, invoices, discounts etc.\\

 We had no sponsors@ email address. The communication was handled by people
 from the Sponsorship committee, using their own email addresses and I
 think that is better.
 For CfP, we used pretalx for communication, through the
 [hidden email] address.

 A good idea is to have one person from the LOC responsable for one
 specific email address. It doesn't have be the one that answers, but the
 one that redirects the email to someone who can, the one that makes sure
 no email goes unanswered.

 Hope this helps!

 Codrina

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:6>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 The idea of the sponsors email is more to have a centralized point of
 contact they can use.

 Updating the list then :)

  * register@...
  * callforpapers@...
  * sponsors@...
  * info@...
  * news@...
  * students@...
  * volunteers@...
  * travelgrant@...
  * visa@...

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:7>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by cvvergara):

 What I think can be done:

 Basically this structure:
 e-mail at foss4g.org

 For example:

 *    register.2021 at foss4g.org
 *    callforpapers.2021 at foss4g.org
 *    sponsors.2021 at foss4g.org
 *    info.2021 at foss4g.org
 * etc

 other example:

 *    register.foss4g2021 at foss4g.org
 *    callforpapers.foss4g2021 at foss4g.org
 *    sponsors.foss4g2021 at foss4g.org
 *    info.foss4g2021 at foss4g.org
 * etc

 Note: these would not be mailing lists like the ones on
 https://lists.osgeo.org/mailman/listinfo

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:8>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 The more we talk about these, the more I think that adding the year
 doesn't make sense.

 Once we "close" each FOSS4G, the LOC is not going to reuse those emails.
 And the new LOC need the same (or similar) set of emails. So, why have a
 new one and confuse people's contact list with a new email every year?

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:9>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by cvvergara):

 That would simplify administration a lot, I like the idea

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:10>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by codrina):

 I don't think that transferring FOSS4G email addresses from one LOC to the
 next is a good idea. It could be considered a breach of confidentiality
 and I doubt that it would be inline with European privacy regulations.

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:11>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 I guess it depends if you see the sharing of data between OSGeo and OSGeo
 or LOCs as independent organizations.

 Private details and inboxes should be cleaned up anyway, right?

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:12>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 In any case, not something current LOC has a problem to do. We can have
 separated accounts.

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Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:13>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by codrina):

 Replying to [comment:12 Delawen]:
 > I guess it depends if you see the sharing of data between OSGeo and
 OSGeo or LOCs as independent organizations.
 >
 > Private details and inboxes should be cleaned up anyway, right?

 It's not only about OSGeo and LOCs, it's about private conversations with
 individuals and even companies, maybe even sponsorship negotiations - who
 knows?

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:14>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 But still, according to privacy laws, you have to remove all data once you
 finish needing it. So the inbox will be empty for the new LOC.

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:15>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by robe):

 Some questions

 1) Do you need to keep the emails you sent? -- if you do I think you need
 a POP account which is what GMAIL provides along side with the SMTP.

 2) If you are already using GMAL have you considered just queuing your
 mail (that is what I have done before to stay under GMAIL limits - like
 send 50 every minute.

 3) I presume since you are using GmAil you already have script to send
 these emails? or are you using gmail mailbox and putting lots in the TO/CC

 3) If someone replies to email then makes sense all designated will get
 it. - this Vicky has already started doing -- setting up Group accounts on
 our Pairs DNS so that way the mail when replied to will be sent to people
 on mailer.

 I'm assuming
 1) No
 2) you have not tried doing that
 3) Yes
 4) Yes

 So my proposal is the following

 Plan A (assumes you don't need to keep track of the actual email sent)

 1) Use mail.osgeo.org for smtp and will put in an SPF record on foss4g so
 that mail.osgeo.org can send on behalf of foss4g domain

 2) Set up mail groups in foss4g pairs -- that Vicky has started doing but
 she doesn't want to do any more if that is not going to be used.

 3) Have some script to send via SMTP that has from: and reply-to go back
 to the group email
  - a simple php script would work for this.

 Plan B:

 1) Use Gmail continue to.
 2) Add SPF for foss4g to allow mail to be sent by GMAIL
 3) Set up mail groups in foss4g pairs -- that Vicky has started doing but
 she doesn't want to do any more if that is not going to be used.
 4) PHP script and job scheduler like cronjob to send emails only X mails
 per minute.  This will keep your mailings under Gmail limit.  The PHP
 script would set the reply-to to the foss4g group email so if someone
 replies it gets sent to designated person

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:16>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 I'm worried that sending through GMail has a limit of 500 per day:
 https://support.google.com/mail/answer/22839?hl=en

 I hope we don't reach that except on peak days. But there will be days in
 which we reach that.

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:17>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 The emails are mostly going to be sent through Pretix and Pretalx.

 If we have the sponsors, travelgrant,etc... too, those will be "manual".
 But the callforpapers and tickets are going to be triggered by events.

--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:18>
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Re: [OSGeo] #2511: Mail accounts (no alias) for FOSS4G domain

OSGeo
In reply to this post by OSGeo
#2511: Mail accounts (no alias) for FOSS4G domain
---------------------------+------------------------
 Reporter:  Delawen        |       Owner:  sac@…
     Type:  task           |      Status:  new
 Priority:  critical       |   Milestone:  Unplanned
Component:  Systems Admin  |  Resolution:
 Keywords:                 |
---------------------------+------------------------

Comment (by Delawen):

 I think plan A makes sense.

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Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:19>
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