#2511: Mail accounts (no alias) for FOSS4G domain
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Reporter: Delawen | Owner: sac@…
Type: task | Status: new
Priority: normal | Milestone: Unplanned
Component: Systems Admin | Keywords:
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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: tickets@foss4g.org
* Email account: cfp@foss4g.org
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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#2511: Mail accounts (no alias) for FOSS4G domain
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Reporter: Delawen | Owner: sac@…
Type: task | Status: new
Priority: critical | Milestone: Unplanned
Component: Systems Admin | Resolution:
Keywords: |
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Changes (by Delawen):
* priority: normal => critical
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Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:1>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#2511: Mail accounts (no alias) for FOSS4G domain
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Reporter: Delawen | Owner: sac@…
Type: task | Status: new
Priority: critical | Milestone: Unplanned
Component: Systems Admin | Resolution:
Keywords: |
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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:
tickets@2020.foss4g.org
callforpapers@2020.foss4g.org
atendees@2020.foss4g.org
workshops@2020.foss4g.org
and for next year's LOC
tickets@2021.foss4g.org
callforpapers@2021.foss4g.org
atendees@2021.foss4g.org
workshops@2021.foss4g.org
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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#2511: Mail accounts (no alias) for FOSS4G domain
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Reporter: Delawen | Owner: sac@…
Type: task | Status: new
Priority: critical | Milestone: Unplanned
Component: Systems Admin | Resolution:
Keywords: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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Comment (by codrina):
Hi, Maria! For FOSS4G2019, we had the following email addresses:
foss4g2019@gmail.com - the general email address;\\
students.foss4g2019@gmail.com - for the interaction with students;\\
foss4g2019.volunteers@gmail.com - for the interaction with volunteers;\\
travelgrant.foss4g2019@gmail.com - TGP interactions; \\
visa.foss4g2019@gmail.com - all questions related to VISA issues; \\
bucharest.tours.foss4g2019@gmail.com - for the free tours of Bucharest we
organised;\\
register.foss4g2019@gmail.com - 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
foss4g2019@gmail.com 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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#2511: Mail accounts (no alias) for FOSS4G domain
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Reporter: Delawen | Owner: sac@…
Type: task | Status: new
Priority: critical | Milestone: Unplanned
Component: Systems Admin | Resolution:
Keywords: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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Comment (by Delawen):
In any case, not something current LOC has a problem to do. We can have
separated accounts.
--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:13>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#2511: Mail accounts (no alias) for FOSS4G domain
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Reporter: Delawen | Owner: sac@…
Type: task | Status: new
Priority: critical | Milestone: Unplanned
Component: Systems Admin | Resolution:
Keywords: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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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>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.
#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: |
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Comment (by Delawen):
I think plan A makes sense.
--
Ticket URL: <https://trac.osgeo.org/osgeo/ticket/2511#comment:19>
OSGeo <https://osgeo.org/>
OSGeo committee and general foundation issue tracker.