Mailing Lists

Mailing lists are a popular tool for community collaboration among developers, and for facilitating public and private governance discussions and email-based voting.

What is Groups.io?

Groups.io is a platform for managing email lists, providing public and private discussions, voting, and archiving features.

Key Features:

• Supports both public and private lists

• A web-based archive of past email threads (topics) for easy reference

• Convenient option to host lists on groups.linuxfoundation.org for projects in the formation stage

• Customized, white-labeled list domain for established projects

• Integration with existing projects and customization options

• A popular choice for community collaboration and governance

Adding a Mailing List

Prerequisites

• You must have access to PCC and privileges to manage the mailing lists.

• Active project setup within the PCC environment.

To add a mailing list, follow these steps:

1. Click Collaboration > Mailing Lists from the left navigation on the main dashboard.

   This will redirect you to the mailing list management page.

2. Click on the Add Mailing List button to add a new mailing list.

1. Upon clicking Add Mailing List, you will encounter the following options to configure your mailing list:

   1. Set up a Formation List:

      • Choose to create a formation list if your project is in the early stages and you're not ready to configure Groups.io.

   2. Use Existing PCC-Connected Groups.io Domain:

      • This option is available if there is an existing Groups.io domain connected to your PCC project.

        • Action: If your project already shares a PCC-connected Groups.io domain, select this option to streamline the setup process

   3. Set up a New Groups.io Domain:

      • Choose this if you wish to establish a new Groups.io domain specifically for your project.

      • Action: Select "I would like to set up my own Groups.io email domain for this project."

   4. (Advanced) Set up Existing Groups.io Domain:

      • This is for advanced users who need to configure an existing Groups.io domain that is not yet connected to PCC.

        • Action: Contact support for assistance with this setup.

1. Detailed Configuration of the Mailing List

Enter List Name and Description

• List Name: Assign a unique name to the mailing list which will be used to identify it within the PCC.

• Description: Provide a detailed description of the mailing list’s purpose and intended use.

Select Permissions

• Choose from the dropdown menu the type of permission setting for the mailing list:

  • Announcement: Only selected members can post, suitable for newsletters or announcements.

  • Moderated Discussion: Posts by members are moderated before being published.

  • Open Discussion: All members can post without prior moderation, promoting free-flow discussions.

Set Privacy

• Check the “Private” box if the list should be private. This ensures that only invited members can view and participate. Note: Once set as private, the list cannot be made public later.

1. Final Steps and Saving the Configuration

• After configuring all settings, review them to ensure they align with the project’s communication needs.

• Click “Save” to finalize the creation of the mailing list.

Managing Members in the mailing list

Managing members in a mailing list can be a straightforward process when you know the right actions to take

1. Introduction

Following the outlined instructions, you can effectively add and organize members, ensuring your communication channels remain effective and up-to-date.

2. Click here

Initiate the process by accessing the designated area

3. Click "Manage Members"

Navigate to the member management section to proceed

4. Select the member type

From the drop-down, select if you want to add a committee member or a direct member.

5. Click Direct

Search and add a new member

6. Click "Add Member"

Begin the addition of a new member to your list

7. Click "Search user"

Utilize the search feature to find the specific user

8. Click and select the desired member from the search option

Select the desired user from the search results

9. Click "Add Member"

Confirm the addition of the selected individual

10. Click here

Proceed further to manage additional memberships

11. Click "Committee"

Access the committee section for more options

12. Click "Add Member"

Initiate the process to include another member

13. Type the committee member name

Enter "veeren" in the provided field

14. Select the member from the list

Choose the second user from the list provided

15. Click here

Move ahead to finalize the membership process