In preparation of T195736, I changed webmail.wikimedia.se to point to login page for Gsuite mail. It was pointing to Loopia's webmail.

Are all lists used? The wikimania list, for instance, looks like it's a leftover from an old Wikimania trip.

• Create accounts (and group) for board

Accounts have been created. No group yet, since I don't know how this will effect the current styrelse@wikimedia.se.

• Use this tool to request the pre-existing account for one of the board members be acquired by the organisational GSuite

Request has been sent.

• Check if the group "emails" are mailable from the outside. If so add a filter to make them bounce.

If you send an email to a group that you're not at member of, you get a mail like this:

Hello <email address that sent the email>,

We're writing to let you know that the group you tried to contact (test.group) may not exist, or you may not have permission to post messages to the group. A few more details on why you weren't able to post:

• You might have spelled or formatted the group name incorrectly.
• The owner of the group may have removed this group.
• You may need to join the group before receiving permission to post.
• This group may not be open to posting.

If you have questions related to this or any other Google Group, visit the Help Center at https://support.google.com/a/wikimedia.se/bin/topic.py?topic=25838.

Thanks,

wikimedia.se admins

In T195596#4234492, @Lokal_Profil wrote:

The potential capitalisation issue:
I had at least one case of the following:
*An e-mail to andre.costa@ gets caught by GSuite and not passed on to Loopia.

• An e-mail to Andre.Costa@ gets caught by GSuite but also passed on to Loopia.

In this case Loopia still had a match for that name (case insenaitive) but otherwise it would have sent a very confusing bounce.

Tested an email to Sebastian.Berlin@ (after deleting the Loopia redirect). Expecting it to be delivered but also to cause a bounce. @Sebastian_Berlin-WMSE can you confirm that it got delivered?

In T195596#4296817, @Lokal_Profil wrote:

[...]

Tested an email to Sebastian.Berlin@ (after deleting the Loopia redirect). Expecting it to be delivered but also to cause a bounce. @Sebastian_Berlin-WMSE can you confirm that it got delivered?

We did this, right? I got the mail titled "Versaltest".

In T195596#4297011, @Sebastian_Berlin-WMSE wrote:

In T195596#4296817, @Lokal_Profil wrote:

[...]

Tested an email to Sebastian.Berlin@ (after deleting the Loopia redirect). Expecting it to be delivered but also to cause a bounce. @Sebastian_Berlin-WMSE can you confirm that it got delivered?

We did this, right? I got the mail titled "Versaltest".

Thanks. I did not get a bounce so this might also have fixed the capitalisation issue.

I've removed all staff and board redirects from Loopia

In T195596#4241969, @Sebastian_Berlin-WMSE wrote:

In preparation of T195736, I changed webmail.wikimedia.se to point to login page for Gsuite mail. It was pointing to Loopia's webmail.

I've now also updated webbmail.wikimedia.se which was still redirecting to Loopia

• Remove redirects from Loopia that are now handled by GSuite

...

• Functional adresses

I've removed the one for info@wikimedia since this (for now) exists as a user account and the redirect was sending some e-mails to otrs.

After this anything ending up at OTRS is using the raw wm-se[at]wikimedia.org address

• Use this tool to request the pre-existing account for one of the board members be acquired by the organisational GSuite

A reminder was sent out to the affected member (to both private and public addresses). Note that this is the more convenient solution, as a backup we can simply add the member as a user which forces a renaming next time they log in.

• Change all e-mail lists so that recipients are @wikimedia.se addresses
  • Wikimania
  • Wikimedia-nordic
  • Wlm-se
  • Wmse-all
  • Wmse-kontor
  • Wmse-styrelse

Broken out as T198457: Look over usage of @styrelse.wiklimedia.se mailing lists which is slightly broader. The "change e-mails to @wikimedia.se" part of that task has been resolved

• Add the remaining domains for which there are info@ addresses to GSuite

This is needed only if we want to reply from those info@ addresses. Otherwise a simple Loopia redirect to the @wikimedia.se info address should suffice.

• Move "typo aliases" to GSuite (instructions)

Tested with Axel's typo address

In T195596#4324399, @Lokal_Profil wrote:

• Move "typo aliases" to GSuite (instructions)

Tested with Axel's typo address

This seems to work. =) Note the need to save both the setting then the changeset itself.

Axel is the only migrated person with a typo e-mail. The remaining ones are for group accounts or non-migrated accounts.

• Use this tool to request the pre-existing account for one of the board members be acquired by the organisational GSuite

Done. Since the migration seems to have not worked we went the co-opting way instead.

• Create group for board

The worry here is that creating a group with the name styrelse will capture the styrelse@ address which normally redirects to our mailman handled e-mail list. This could be solved by simply naming the group something like group-styrelse. In the long run we should consider switching those mailman lists into GSuite groups T198679: Investigate switching internal mailing list over to GSuite group

• Delete test redirects from Loopia (both have test in the name)

Has this been done? I couldn't find any e-mail addresses that contains "test" in Loopia.

• Delete test accounts from GSuite

Are these causing any harm? I think that they could be useful in the future too.

In T195596#4506698, @Sebastian_Berlin-WMSE wrote:

• Delete test redirects from Loopia (both have test in the name)

Has this been done? I couldn't find any e-mail addresses that contains "test" in Loopia.

I did this but forgot to mark as fixed

In T195596#4506702, @Sebastian_Berlin-WMSE wrote:

• Delete test accounts from GSuite

Are these causing any harm? I think that they could be useful in the future too.

Having random accounts/credentials floating around isn't ideal. Creating a new test account when needed doesn't require much extra work.

• Deprecate/remove the gsuite@ account after
  • Investigating how this affects signed contracts

Investigated this and deleting the account does not affect the signed contract. The account has been deleted

• Handle förtroendevalda
  • Send out info to "förtroendevalda" about what will happen
  • Create accounts for each for them
  • Create the corresponding group and add users (e.g. valberedning)

These are currently all in the recipient address map "Funktionsaddresser". Should be turned into a group which accepts e-mails from the outside but doesn't archive the messages (how to do this). Note that "Faddrar" should remain a recipient address map since we do not require these users to have @wikimedia.se accounts.

There are issues with exporting email from lists using Google Gropus (see: T309587#8071512 and the following comments). After being in contact with Google support there doesn't seem to be any solution to this at the moment. The possibility to export is not seen as a necessity so we will continue with moving over the lists and removing the old archives.

There are issues with the reply-to field in our current structure. To fix this the suggestion is to:

• Merge styrelse-lista + styrelse-medlemmar ensure ED is part of this
• Merge kansli-lista + kansli-medlemmar
• Add individuals from kansli and styrlese directly to the "styrelse och kansli" list.

A task for the future is to look into whether "styrelse och kansli" needs to be a list or could simply be a map to kansli+styrelse.

The main thing that is left to do here is T224992: Turn function email addresses into groups especially for functions where we already require @wikimedia.se addresses

• Delete test accounts from GSuite

There are 2 test accounts still active (test and tmp). @Sebastian_Berlin-WMSE are you using either of these? If not I'd suggest deleting tmp and de-activating test (so it can be re-enabled when there is a future need).

On a side note. Is videoconference still used?

• Add the remaining domains for which there are info@ addresses to GSuite

These should show up in Loopia if there are any left

In T195596#8996942, @Lokal_Profil wrote:

• Delete test accounts from GSuite

There are 2 test accounts still active (test and tmp). @Sebastian_Berlin-WMSE are you using either of these? If not I'd suggest deleting tmp and de-activating test (so it can be re-enabled when there is a future need).

I haven't used them in a while. I removed tmp and suspended test.

On a side note. Is videoconference still used?

I don't think so. I believe it was only ever used for video meetings. As for as I know personal computers are used for this now and I haven't heard a lot of complaining on the subject. It's probably safe to retire, but we should double check with the people at the office if it's something they'd like to keep.

In T195596#9005396, @Sebastian_Berlin-WMSE wrote:

In T195596#8996942, @Lokal_Profil wrote:

• Delete test accounts from GSuite

There are 2 test accounts still active (test and tmp). @Sebastian_Berlin-WMSE are you using either of these? If not I'd suggest deleting tmp and de-activating test (so it can be re-enabled when there is a future need).

I haven't used them in a while. I removed tmp and suspended test.

On a side note. Is videoconference still used?

I don't think so. I believe it was only ever used for video meetings. As for as I know personal computers are used for this now and I haven't heard a lot of complaining on the subject. It's probably safe to retire, but we should double check with the people at the office if it's something they'd like to keep.

videoconference is safe to suspend

In T195596#10148097, @Lokal_Profil wrote:

videoconference is safe to suspend

Apparently, it already was suspended some time ago🙂