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Creating and Maintaining Your bConnected Departmental Domain

  1. Introduction
  2. Domain Administrators
  3. Getting Started
  4. Preparing the Domain
  5. Data Migration for Accounts
  6. Going Live
  7. Maintaining the Domain

Introduction

The Departmental Domain Email Service is a service on the bConnected email system. This service is available to academic departments and administrative units that want to use the bConnected system but retain their own unique domain name (e.g. user@comedy.berkeley.edu instead of user@berkeley.edu).

These domains are maintained on the bConnected system, which has 24x7 support from IST. The domains enjoy the same features as the berkeley.edu domain, which include spam and server side filtering, virus protection, mailing list software, and a web mail interface.

If you need more information or have questions, please send mail to deptdomains@lists.berkeley.edu

Domain Administrators

A departmental domain can be maintained by one or more designated domain administrators from your department, or by the bConnected team. Within the domain, a domain administrator has the ability to: Once the domain is created, the domain administrator will see a new menu item on the left navigation bar, "Manage Your Domain" when they log in to "Manage Your Account" on the bConnected homepage. See Maintaining the Domain for more details.

All departmental domains are also fully supported by the bConnected Consulting staff who can answer questions relating to email clients as well as other account issues. You and your clients can contact bConnected Consulting by sending e-mail to bconnected@berkeley.edu or calling 664-9000 option 1.

Getting Started

  1. Submit Paperwork

    Submit the completed Departmental Domain Service Application, available at:

    http://ist.berkeley.edu/support/service-desk

    to the IST Service Desk.

  2. Designate Domain Administrator(s)

    Designate one or more domain administrators:

    fully qualified bConnected or domain email address
    Or, ask the bConnected team to be the domain administrator.

  3. Decide whether to use accounts or redirects

    When you set up your domain you will need to decide if you want to create accounts or redirects or some of each. Here are some definitions to help you with that decision.

    Domain accounts
    Every user must have a primary @berkeley.edu account. When a domain goes live, the domain address is added as nickname to the primary @berkeley.edu account. A domain account looks like a regular @berkeley.edu account but it is not backed by a separate mail store. All mail addressed to login@domain is delivered to the primary account. The end-user can create up to 3 additional nicknames.

    Domain accounts go through an automatic expiration process. The domain administrator can specify that domain accounts be be converted to redirects upon expiration if forwarding has been set via "Manage Your Account" (this is distinct from any forwarding set directly at google). A user can easily configure their account to send mail using the domain address and to file all mail addressed to the domain account into a special domain label.

    The full domain address can be used on calendar and drive invitations - although it will be expanded to the primary@berkeley.edu address. The domain address is not included in the contacts list.

    Domain Redirects
    Only forwards email to a specified destination address; no presence at google. User can manually set up a 'send to' after verification. The domain name cannot be used on calender and drive invitations. Redirects do not go through the expiration process. Redirects are equivalent to sendmail aliases, i.e., /etc/aliases.

    Forwarding
    Both accounts and redirects can forward email. Account forwarding is optional and can be set at gmail or via "Manage Your Account". If the forward is set at google the user can specify whether to keep a copy in their bConnected account. If forwarding is set via "Manage Your Account" mail will continue to also be delivered to the primary @berkeley.edu account.

    The forwarding for redirects is mandatory and is set when the redirect is created and can be modified subsequently via "Manage Your Account" or by the domain administrator.

    Nicknames
    An alternate name for an email account. Both the primary @berkeley.edu and the domain account can have up to 3 nicknames each.

  4. Create Accounts

    A domain account is a google 'nickname' associated with the user's primary @berkeley.edu account. Before an individual domain account can be created, the user must have already created an @berkeley.edu account by going to http://bconnected.berkeley.edu and clicking on "Create New Account" found at the upper left in the "Account Management" section.

    Provide a list of accounts that you want us to create in the domain. You can request individual and departmental accounts. An individual account is tied directly to an individual and when they leave the university the account will enter the automatic cancellation process. Each individual must have already created an @berkeley.edu account before we can provision the domain account.

    A departmental account is owned by a Special Purpose Account (SPA). A departmental account is useful for role and shared activities. When we provision a departmental account we will also provision the associated primary berkeley account using naming scheme of login-domain@berkeley.edu. For example, if you request that we provision an account named 'laugh@comedy.berkeley.edu' a SPA named spa-laugh-comedy will need to exist. We will then create an account named laugh-comedy@berkeley.edu and create a nickname of 'laugh@comedy.berkeley.edu' for that account. Before we can provision departmental accounts, a SPA CalNet ID will need to be provisioned.

    For individual accounts we need:

    login,CalNet UID

    We will also need a mapping file

    login@berkeley.edu,login@domain.berkeley.edu,CalNet UID

    For departmental accounts we need, one record per line:

    login, CalNet UID

    If you do not know the CalNet UID for an individual, you can look them up in the Campus Directory, http://directory.berkeley.edu. Do a directory search by name, and then click on the person's name. The CalNet "UID" will be listed in parentheses on the first line of the results. The directory also lists the 'Home Department'; the 5 character string that maps to their dept code.

    A complete listing of campus dept codes, or "Org Nodes", can be found at http://www.bai.berkeley.edu/BFS/BudgetGL/treeReports.htm

    These accounts will be created without passwords. CalNet authentication via Single Sign On (SSO) is used to accounts.

    You can log in to a Departmental account as described at How do I login in to a Special Purpose Account

    Departmental accounts can be accessed using email clients and programmatically by setting a Google Key at Manage My Keys. See How to access a departmental account in bMail for more details. Additionally, departmental accounts can set an "Application Password". Application passwords are appropriate for use with a custom application that relays mail through bConnected.

  5. Create Mailing Lists

    Mailing lists can be created in your domain by authorizing people in the Eligibility section of "Manage Your Domain" and checking the List box. Please note that only departmental mailing lists can be created in a domain. Departmental mailing lists will not be cancelled when the owner leaves the university. Note: departmental mailing lists can be owned by a SPA or an individual. Personal lists can be created by selecting lists.berkeley.edu when creating a list, for all but billable domains.

    If you have more than a few lists, we can create the lists for you. We will need this information, one record per line:

    owner CalNet UID,listname,domain,owner email address,dept code, MSO CalNet UID
    We will also need a file that contains the subscriber list for each mailing list, one record per line:
    login@host.domain

  6. Create Redirects

    A redirect is like forwarding, but it does not require a bConnected account i.e., mailstore, it simply forwards any mail to the specified destination address. Redirects have no presence at google. Redirects are equivalent to sendmail aliases, i.e., /etc/aliases. Redirects can be created via the "Create a Redirect" section of "Manage Your Domain".

    If you have more than a few redirects, we can create the redirects for you. We will need this information, one record per line for individual redirects:

    owner CalNet UID,domain redirect locapart,destination address

    For departmental redirects we need, one record per line:

    owner CalNet UID,domain redirect localpart,destination address,mso CalNet UID,dept_code
    Note: departmental redirects can be owned by a SPA or an individual.

Preparing the Domain

Once the domain and accounts are created, you and your users can log in to "Manage Your Account". "Manage Your Account" allows your user to log in and set aliases and Application passwords for departmental accounts.

We recommend against setting forwards for domain accounts at this time since all forwarding will be removed when the domain goes live. If the primary @berkeley.edu account is forwarding to the domain account, the forwarding will be removed to avoid looping during data migration. Aliases and Departmental Application passwords will be preserved.

No mail will be delivered to these accounts until you are ready to go live with the domain.

Use a web browser to connect to https://bconnected.berkeley.edu and select "Manage Your Account" from the menu.

See Maintaining the Domain, for details on the domain administrator interface.

We will request a DNS change so that bConnected acts as an MX for your existing server. bConnected will forward all mail to your existing server until you are ready to go live.

Data Migration for Accounts

For information about data migration, please contact the bConnected Team.

Going Live

Let us know the date that you want to go live and we will make the necessary changes. At this time, bConnected will stop forwarding mail to your server and deliver mail to the domain 'nickname' associated with the primary @berkeley.edu account.

At this time, your users can re-set their forwarding. They can choose to forward all the mail for both their @berkeley.edu and their domain account using the gmail web client. If they just want to forward only their domain email, they can do this by using "Manage Your Account". Note that this will continue to forward all email to the @berkeley.edu account as well as to the supplied forwarding address.

We recommend that you keep your mail server up for a while so that your users can transfer stored mail from your mail server to their new bConnected domain accounts. Transferring mail can be easily done via drag and drop with an IMAP client. bconnected@berkeley.edu can provide detailed instructions for specific mail clients.

Maintaining the Domain

If you are a domain administrator, then when you log in to "Manage Your Account" on the bConnected homepage you will see "Manage Your Domain" on the left navigation bar menu, under "Manage your Account". All of the domain management tasks reside in this menu. You can: To get started, click on "Manage Your Domain" and select a domain.
  1. Managing Accounts
  2. To manage an account, search for the account using the Search box (click on the domain name in the menu) or, examine the list of all domain accounts in "List All". Once you have found the account, just click on the account name. When you view the detailed account information, you will be given these options on the menu. bar:

    • Forwarding
    • Convert to Redirect
    • Change App. Passwd (Dept account only)

    Convert to Redirect is used to automatically convert an account to a redirect upon cancellation. If this option is chosen, then the domain account must have forwarding set via "Manage Your Account" or "Manage Your Domain" prior to cancellation otherwise the account will not be converted. Note that forwarding set at google via the gmail client will not be used for this purpose.

  3. Managing Mailing Lists
  4. To manage a list, search for the list in the Search box (click on the domain name in the menu) or examine the list of all domain lists in "List All". Then click on the list name. You are then placed in the standard "Manage Your Mailing Lists" page for that mailing list and you have full access to all the mailing list management features.

  5. Managing Redirects
  6. You can create a redirect by selecting "Create Redirect".

    To manage a redirect, search for the redirect in search box (click on the domain name in the menu), or examine the list of all domain redirects in "List All". Then click on the redirect name. When you view the detailed redirect information, you will be given these options on the menu.

    • Update Targets
    • Delete Redirect

  7. Edit Eligiblity Criteria
  8. Select "Edit Eligibility" from the left menu. There are two ways that you can specify eligibility for a domain account or mailing list.

    You can specify eligibility for each individual in your domain, by adding their CalNet UID to the list of "Eligible CalNet UIDs". With this method, if you subsequently remove a UID, then the account(s) will be slated for cancellation.

    Or, you can specify eligibility based upon department code, such that anyone with that department code is eligible to create an account and/or list in your domain. Just add the department code to "Eligible Departments". If you select this method, you will not be able to prohibit specific individuals or groups from account and/or list creation. Also, there is no way to cancel an individual account, although an account will be cancelled if the owner is no longer a current student, staff, faculty or affiliate or if their HRMS department code changes to a non-authorized department code.

    Once you have added a person or a department code to the eligibility list, your domain name will be presented as a choice in the selection box when the person creates an account and/or list.

  9. Account Cancellation
  10. These situations that will result in the cancellation of an individual domain email account:

    • Account owner is no longer a current student, staff, faculty or affiliate
    • Removing the account owner's CalNet UID from the domain eligibility list, if eligibility is set via individual UIDs.
    • HRMS dept code changes to a non-authorized value, if eligibility is set via dept code.
    • HRMS affiliate code changes to a non-authorized for email code.

    If any of the above happens the account will be slated for cancellation. Before an account is cancelled, there is a grace period, which is the same as the CalNet grace period. Eligibility grace periods are provided as a courtesy where circumstances permit. Currently the grace periods are:

    Students: 274 days
    Faculty and Staff: 90 days
    Affiliates: 30 days

    Three weeks prior to the end of the grace period a cancellation notice is sent to the account. At the end of the grace period the account is cancelled. One month later, the mail files owned by the account are removed and are not retrievable.

    Please note that if you specified eligibility via department code, there is no way to cancel an individual account, although an account will be cancelled if the owner is no longer a current student, staff, faculty or affiliate or if their HRMS department code changes to a non-authorized department code.