IST Home > CalMail Home

Quick Links

Creating and Maintaining Your bConnected Departmental Domain

  1. Introduction
  2. Domain Administrators
  3. Getting Started
  4. Preparing the Domain
  5. Going Live
  6. 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. Create Accounts

    Provide a list of accounts that you want us to create. 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 tied to both an individual and the department. A departmental account is never cancelled and so it is useful for role activities. When we provision a departmental account we will also provision the associated primary login-domain@berkeley.edu account.

    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, dept code, mso CalNet UID

    If you do not know the CalNet UID for a person, 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.

    A complete listing of campus dept codes, or "Org Nodes", can be found at http://hrweb.berkeley.edu/seads/plan/dptlista.htm

    These accounts will be created without passwords. CalNet authentication is used to access the accounts.

    Additionally, departmental accounts may have an "Application Password". Application passwords are appropriate for use with a custom application that relays mail through bConnected.

  4. Create Lists

    Lists can be created in your domain by authorizing people in the Eligibility Criteria section of "Manage Your Domain". Please note that only departmental lists can be created in a domain. Departmental lists will not be cancelled when the owner leaves the university. 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

  5. Create Redirects

    A redirect is like forwarding, but it does not require a bConnected account; it simply forwards any mail to the specified destination address. 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:

    owner CalNet UID, domain redirect address, destination address

Preparing the Domain

Once the domain and accounts are created, you and your users can log in to "Manage Your Account" and customize your accounts. 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.

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 your bConnected domain.

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. consult@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:

    • Change Quota
    • Change App. Passwd
    • Manage login@domain.berkeley.edu

    If you select " Manage login@domain.berkeley.edu", you will be logged in to "Manage Your Account" as the user, and have all the usual choices available, including setting up a forward and vacation message.

  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 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 the 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 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. There are three situations that will result in the cancellation of a departmental domain email account:

    • Account owner is no longer a current student, staff, faculty or affiliate
    • Account owner is removed from the domain eligibility list
    • HRMS department code changes to a non-authorized department code

    If the account owner is no longer a current student, staff, faculty or affiliate, their account is 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.

    The second situation is related to domain account eligibility. Domain account eligibility is specified on the "Edit Eligibility" page. If you remove a UID from the "Eligible CalNet UIDs" section, then the account will be slated for cancellation and enter its grace period.

    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.