empowering campus communication: the university of texas at austin group e-mail system tim...
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Empowering Campus Communication:
The University of Texas at Austin
Group E-Mail System
Tim Chamberlain
Deanna Bearden
Introduction
• Ability to manage and distribute official university bulk e-mail
• Can contact any group on campus• Decentralized system designed for flexibility and growth
• Only faculty and staff may send messages
• Background• Web Interface• System Details• Strengths & Limitations• Q & A
Agenda
Background
• Late 1990’s UT Austin had need for: – Ability to reach large number of students & employees
– Ability to target specific groups– Up-to-date e-mail lists using data from Mainframe
– Centralized system with monitoring capabilities
• Group E-Mail went live in 1999• Flexible system design• Keeping up with campus needs
Web Interface
Main processes: • User requests authorization• Administrator grants or denies request
• User generates unique e-mail list• User sends e-mail through personal e-mail client within UT network
UT Direct Portal
Group E-Mail Home Page
Step 1: Select List
Step 2: Request Authorization
Step 2: Request Authorization, Cont.
Step 3: Await Authorization
E-mail to Administrator
Pending Requests Screen
Grant Authorization Request
Home Page - Authorized
Step 1: Generate E-Mail
Step 2: Generate E-Mail
Send E-Mail
Recipient’s E-Mail
System Details
Main processes: • User requests authorization• Administrator grants or denies request
• User generates unique e-mail list• User sends e-mail through personal e-mail client within UT network
Authorization Process
Main Natural ModuleTXNPBMOO TXTABLES
Secure E-mail Module
Gatekeeper
Requestor Web Interfac
e
Authorize? The End
Secure E-mail Module
APOLLO
Natural ModuleYes No
TX-TABLES screenshot
E-Mail List GenerationGroup E-mail module finds and calls
specific list creation module TXTABLES
OriginalE-mailDataset
List creation module creates dataset of e-mail addresses
Batch job runs to remove users that have unsubscribed from
Informational messages
FTP step transfers list and policy file to Bulk Mail Server. List name mapped to the unique e-mail
address generated for user.
Policy File
Revised E-mail Dataset
To Bulk Mail Server
E-Mail Delivery
• Must send from UT Network• Plain Text Only• No Attachments• Message Type must be specified in subject• Only one use per address generated• Reply all won’t spam list
Unique e-mail
address
User’s E-Mail Client
BMDS: unique address matched to recipient
list, audited, delivered
Strengths
– Only University-sanctioned messages
– Real-time list generation– Easily targets specific groups– Centralized interface/decentralized system
– Can accept custom lists– Ability to unsubscribe
Limitations
– Lack of formatting– Possibility of delays– Passive moderation – Must send from University e-mail account
– Lack of control over the decentralized generation modules
Q & A
• Questions? • Contact us:
– Tim Chamberlain [email protected]
– Deanna Bearden [email protected]