User Saved eMails - How to handle?

Objectives

  1. Migrate from EIMS to Google Workspace as seamlessly as possible for users - out the window because of power outage and forced move

  2. Allow users to take advantage of Google Workspace either in a browser, or in apps that are local on computer or mobile device.

  3. Provide users with access to all ‘existing’ emails (inbox, stored in folders) from EIMS in Workspace.

  4. The process should be simple for users.

Current Situation

Clients

Computer Client App

  1. Most run on Mac: Mail as app

  2. Some run on Windows: Outlook as app

  3. Most use POP and SMTP: emails stored locally in folders (most probable) or on a network drive (unlikely). Manual process to move, many steps

  4. A few use IMAP and SMTP: Folders stored on server, easy to move

  5. No web browser access from other computers.

Mobile Client App

  1. Runs on either iOS or Android: Probably IMAP, folders stored on server

Server

EIMS - Original Server

  1. Most users are POP, a very few are IMAP

  2. Supports multiple domains

  3. All users are aliases for every domain, i.e. if there is a julia@thesalmonlodge.com, there julia then can pickup email with campbonaventure.com, crookberg.com, newfoundout.com and all other domains on the server.

  4. Reasons to migrate (Issues with being tagged as ransomware or spam because of coming from a small server, limited spam detection, no web browser access, no ability to change passwords for users, issues with hosting stability, issues with remote support for host).

Google Workspace

  1. Almost all users are IMAP, hard to do POP

  2. Supports primary domain, with aliases; and secondary domains without aliases

Statement of the problem

  1. The emergency migration has resulted in ‘existing’ emails being saved in a computer app, while ‘new’ emails are being handled in a browser.

  2. We need a series of steps that would combine ‘existing’ emails and ‘new’ emails in a way that they can be accessed by the current computer app as well as from a browser. This would include all emails in folders, as well as anything in the InBox.

Work break down for next steps

  1. Have all ‘new’ emails continue to be handled by Google Workspace during the migration.

  2. Keep EIMS offline until ready for migration.

  3. EIMS - remove unused domains. This will maintain the users and their emails.

  4. EIMS - select a domain that is not being used by any of the current clients (theSalmonLodge.ca or gaspeSalmon.ca) as a temporary domain to connect to.

  5. EasyDNS - setup URL for mail.gaspesalmon.ca which uses one of the reserved IPs. Should probably be an unused IP address to avoid confusion.

  6. EIMS - Add the domain and IP to the server preferences.

  7. Provide users instructions/assistance on how to change the POP and SMTP for existing mail.campbonaventure.com etc. over to mail.gaspesalmon.ca. This will allow access to anything still on the server, however since no emails are coming in to EIMS any longer, all new emails will be in Google Workspace. Assistance with this could come from Benoit locally. It will probably need local asssistance.

  8. Once all clients have been changes, turn EIMS back on.

  9. On each user, create a Google Workspace account.

  10. Provide users instructions/assistance on how to move ‘existing’ emails over to Google. In the ‘new’ Google account, create folders that match what exists in the ‘existing’ client. Move all stored emails into the Google Workspace account. This will allow all emails and folders will not be accessible from the client app and the web browser. This is a time consuming and repetitive process that could benefit from local support.

  11. Take the EIMS server off line when all files have been moved.

  12. Archive for legal requirements.

  13. Keep the server available for a period of time (to the end of the season?) in case emails need to be recovered and have been missed.

Posted
AuthorJamie Johnson