Rutgers Automated Mass-mailing System

List Editor Manual

     The list editor is the primary interface for managing and maintaining your RAMS mailing list. Since the application is fairly small, the manual will be presented as a screen by screen explanation. Certain screens may not be available depending on the type of list or whether you are a list creator, owner, or moderator.

Login

     When you first log into the application, you will be presented with a login pop-up for radius. You should enter your username as <username>@rci. Replace <username> with your rci username. The password is your rci password. If you are on the newark or camden campus it should also work with the name of your local RCI machine as well as with @RCI.

Navigation

     Throughout the application, there will be two buttons at the bottom of the screen. One will be labeled select new list. Clicking this at any point will take you to the list selection screen described below. The other button will be the select new task button which will take you to the task selection screen described farther below.

List Selection Screen

     The list selection screen presents you with a list of RAMS lists that you have permission to manage and/or moderate. Highlight the list you wish to edit and click on the "edit list" button to proceed. If your list selection screen has no choices, it means that you are not permitted to perform any of the tasks list editor can perform on a list.

Task Selection Screen

    The task selection screen performs two main functions:

     First, it provides some basic information about a list. First there is the informational section. It tells you the list primetime, posting policy, type, and archive setting. The primetime is the hours between which mail can go out from the mailing list, and is based on a 24 hour clock. Some lists do not have a primetime restriction, in which case this information will not appear. Posting policy may be open, closed, or moderated. An open list means anyone can post to it, a closed list means only members of the list can post to it, and a moderated list means anyone can post to it but nothing will be sent to the list until approved by a moderator. All postings will be held until primetime if the list has one set. The list type is just a bit of text. If it says "CLASS" then the list is a class list. If it says anything other than "CLASS", it is not a class list. This data is provided to aid the user when using the online troubleshooting guide, and you only really care weather it says CLASS or not. The archive setting can be public archive, no archive, or private archive. Private archives are not yet supported in the RAMS software.

     Second, it has the task selection pulldown. The list consists of "Add/Remove User", "Change List Definition", "Set Errors Bounce Address", "Change List Configuration", "Moderation/Primetime", "Add/Remove Owner", "Add/Remove Moderator", "List membership" and "Update User". Each of these choices produce their own screen, and will be explained in individual sections below. "Change List Definition," and "List Membership" are tasks that only apply to class lists and will only appear if attempting to edit a class list.

Add/Remove User

     This screen allows you to add users to a list that may not be included in the addresses selected by the demographic criteria. It also allows you to remove users from a list that have been manually added. To add a user, enter their e-mail address in the field provided, and click the Add User button. To remove users from the list, check the boxes next to the addresses in the list you wish to remove and click the remove user button.

Change List Definition

     This option is only available for class lists. If you pick the year and term, you will be provided with all the sections of all the classes you are permitted to make a list for. It can be used to change the membership of a list without creating a new list. This lets you reuse a name from semester to semester, it also lets you juggle sections around if needed. Remember, this overwrites the previous membership definition. This means that if your list had sections one and two of a class, and you want to add three, you need to specify sections one, two, and three on this screen. It behaves very much like the equivalent portion of the class list creator.

Set Errors Bounce Address

     This screen allows you to define what happens to error e-mail generated by bad addresses in your list. If you choose owner, all the bounce messages will come to the owner/s of the list. If you choose ignore, all the bounce messages will not be received by anyone. By default all lists are set to OWNER. To set this, simply choose one of the options and click the update errors button.

Change List Configuration

     This screen allows you to alter the archive settings and posting priviledges for the list. You can choose to have no archive, or a public archive. At this time we do not support private archives, so if you feel that the content of the list should not be available to everyone, choose no archive. Even without an archive a certain ammount of statistical information will still be available on the list. You can also have a closed, open or moderated list. Simply pick your options and click the update list button.

Moderation/Primetime

     This screen shows you messages that are pending moderation or are awaiting primetime. The date the message was received, the subject of the message, and the address it was received from are displayed along with the options available. If it is pending moderation, you may view the message to see if it is appropriate for approval, you may choose to kill the message if you do not wish it to be posted, or you may approve the message for posting. Once it has been approved for posting (or if the list is not moderated), the message will move to the primetime section of the screen. At this point you can view the message if you wish, kill it, or release it. By releasing it, the message will be flushed to the mail queue immediately.

NOTE: By releasing a message outside of a lists designated primetime, you put an unexpected load on many RUCS resources that may degrade service. This feature is provided for emergency situations only or to release a stuck message during it's allotted primetime. Every time this feature is used, the RAMS administrators are notified. Abuse of this feature is impolite, and in the worst cases may be considered a violation of the acceptable use policy.

Add/Remove Owner

     This screen allows you to add or remove an owner from a list. The first section allows you to add an owner. You need to fill in a valid e-mail address for them, and their RCI username. Without a valid username, they will not be able to log into the web tools. Once you have filled in the fields, click the add owner button. The second section allows you to remove an owner. It presents a list of all current owners with checkboxes next to them

Add/Remove Moderator

     This screen behaves identically to the owner screen, except that it is for adding and removing moderators.

Update User

     This allows you to change settings for a user on a list. This includes people generated by the demographic as well as people explicitly added to a list. To make a change to a user, enter their e-mail address in the field provided. Then choose the appropriate post and receive settings. For receiving, you can choose yes or no. Yes means they receive mail normally. No menas that they will not receive mail from the list. For post, you can choose yes, or no. Yes means they may send mail to the list in the normal manner. No means they will be prevented from posting messages to the list. This means their submissions will not be seen by anyone including moderators of the list. Below the update user button there appears a list of updated user addresses, and what their current status is regarding the receive email setting and post email setting.

List Membership

     This option is only available for class lists. If you have roster privileges to all courses/sections that the list is composed of, this option will display for you a list of the demographically generated list members. Each will have a first name, last name, emaill address, and class info. It will also present a list of only the email addresses that have been manually added or removed from the list (as that is the only information we store in that case). Checking all the permissions and associating information the system normally doesn't care about with regards to a mailing list takes a fair ammount of communication to back end machines and a number of database queries. Do not expect it to take less than a a minute and a half and don't be surprised if it takes substantially longer. If you do not have sufficient roster privileges, it will return an error fairly quickly.