List Administration
If you have List Administrator permissions, you can create, modify, and delete list-server mailing lists for your mail host.
To Create a list:
- In the drop down menu, under ADMIN OPTIONS, select List Administration. The List Administration window will open.
- If necessary, select a mail host.
- In the Name box enter a name for the list server mailing list; this name is the e-mail address that people who want to post to the list will send mail to. For example, if you enter the name "Birdinfo" users will send mail to the list by specifying the To address: Birdinfo@companyX.com. The name must be from 3 to 23 characters in length, with no spaces between characters.
In the Description box, enter a description of the list.
In the Administrator box, enter the user ID of the person who will be the list administrator. The user ID is the first part of their email address, example, Susan Lawrence with the email address of slawrence@company.com - the username is slawrence.
- Click Create. The Modify List page appears. Instructions on modifying a list are below.
To Delete a list:
- Click the Delete button next to the list.
To Modify a List:
- Click Modify, or click on the list name from the List Administration page.
- The Modify List page appears.
Editing Users Emails
Using this page, you can add, modify, delete or search for your list user's e-mail addresses.
Note: This list of addresses is automatically updated by the list server: when a user subscribes to the list, their e-mail address is added; when a user unsubscribes, their e-mail address is delete.
Editing List Options
This page also allows you to set and modify the parameters for the selected list-server mailing list. You can modify:
List Files
Click the Help.txt button to view or edit the help text that is sent to anyone who requests help or sends an invalid command to this list.
Click the Subscrib.txt button to view or edit the confirmation text that will be sent to each person who submits a successful subscribe request to this list.
List Options
Select the security options you want to use located at the top of List Options, and then click Set List Options.
Anyone can post. Lets anyone on the Internet post mail to the list. This is the default selection.
Only Subscribers can post. Lets only the subscribers post mail.
Only Moderator can post. Lets only the list owner post mail. Moderator is used when you want the list owner to review all messages before they are posted to the list.
Set the remaining List Options:
Reply to List. Make replies (from subscribers) go to the list, rather than the sender.
Disable List Command. A user can obtain a list of the users subscribed to a list by addressing a message to the list server (for example, WebMail@domain.com) and issuing the list listname command in the body of the message. Select this option if you do not want users to receive a list of the subscribers to your list-server mailing list. If the list is set to "Only Subscribers can post" or "Only Moderater can post", subscribers can still send the Help or List command to obtain a list of subscribers.
Disable Subscriptions (Private List). When selected, a Subscribe request will be rejected. The List Administrator must add new users manually (see below).
Enable Digest Mode Groups the messages sent to this list into a digest, then sends the digest periodically. See Digest Options (below) for more information.
Enable Posters List. Enables the e-mail addresses that are listed in the poster's list.
Enable Subject Modification. To prepend a text string to the subject line of every message sent to the list. For example, if you enter [Discussion List] as the prepended text, a message with the subject, Parrot, will appear on the list server with the subject line: Subject: re:[Discussion List] Parrot. The default text is the name of this list.
Enable Password. Enables the password.
Enable Header. Displays a text message at the beginning of every message sent to the list. Click the Header button to view or modify the message.
Enable Trailer. Displays a text message at the beginning of every message sent to the list. Click the Trailer button to view or modify the message.
Allow Unsubscribe based on subject line. When a user wants to unsubscribe from the list-server mailing list, most list servers expect the Unsubscribe command to be specified in the body of mail message. If you want the list-server mailing list to also accept an Unsubscribe command specified in the Subject line of the message, select this option. When selected, the list-server mailing list will accept the following commands in the Subject line to unsubscribe: unsubscribe, remove, signoff.
Maximum message size. Enter the Maximum message size in bytes of a message that can be sent to this list. Enter 0 if you want the size to be unlimited.
Number of Recipients per Message. You must calculate this number; it determines the number of recipients each SMTP process will send to. If you expect under 2000 users subscribing to the list, enter 25. If you expect over 2000 users subscribing to the list, divide the expected number of subscribers by 25, and enter the result as the Number of recipients per message.
Mailing List Digest Options
You can offer subscribers a digest of messages sent to the list-server mailing list. The list server will "archive" messages sent to the list to a digest mailbox. The accumulated messages are then sent periodically to digest subscribers as a single message. You schedule the digest to be sent on a time-basis (for example daily or weekly) or when the digest reaches a certain size. When subscribers receive a digest, it contains all the messages sent to the list since the last digest was sent.
To Set Up a Digest Feature:
If you are not already there, select List Administration from the Account Options. Click on a list name and then on the Modify List page scroll down to Digest Options.
Note: To set up a list-server mail digest, you must first enable digest mode (see Modify List, above), and then you set the options you want to use.
List Digest Options
Digest Mailbox. Enter the name of the mailbox where postings get stored before the digest mailing is sent out. A copy of all postings will be sent to: list_administrator-mailboxname@yourhost.com. This mailbox has the following characteristics:
After a posting is sent to the digest list, the Digest Mailbox is emptied and a copy is made in the format: digestmailbox MMDD.mbx where digestmailbox is the name of the Digest Mailbox, MM is the month, and DD is the day of the posting.
The list administrator can view the mailbox by using the Web, and can delete or add messages before the posting is sent. The list administrator can also view posted digests by the MMDD format described in the previous paragraph.
Subject Line for Digest Postings. Enter the text that you want to appear as the subject line of the digest.
Strip Non-Text Attachments. Turn on this option to strip non-text attachments from messages when the digest posting is sent.
Enable Digest Separator. Turn on this option to specify lines or characters that will automatically separate messages in the digest posting. Then, click Digest Separator.txt and then enter the lines or characters that you want to use as a separator.
Enable Digest Header. Turn on this option to display text at the beginning of each digest posting. For example, you can enter the subscribe/unsubscribe information for the digest and have it appear at the beginning of every message. Then, click Digest Header.txt and enter the text. This information is saved in the digest_header.txt file.
Enable Digest Trailer. Turn on this option to display text at the beginning of each digest posting. For example, you can enter the subscribe/unsubscribe information for the digest and have it appear at the end of every message. Then, click Digest Trailer.txt and enter the text. This information is saved in the digest_trailer.txt file.
Include Headers/Trailers When Posting to Digest Mailbox. Turn on this option to have the posted digest messages include the header and or trailer messages. We recommend turning off this option as it will make the digest larger and the digest has its own header and trailer.
Digest Scheduling
From the Periodicity list, select how often you want to post the digest. For example, if you select Daily and set the Next Processing Date/Time to 12/10/2005 3:00 AM, then the digest will initially be posted on 12/10/1999, and then every day thereafter at the same time.
Daily. If you want to post the digest daily, select this and set the date and time to post the digest.
Weekly. If you want to post the digest weekly, select this and set the date and time to post the digest.
Bi-Weekly. If you want to post the digest every two weeks, select this and set the date and time to post the digest.
Monthly. If you want to post the digest monthly, select this and set the date and time to post the digest.
User-defined. If you want to post the digest every nn days, select this and enter the number of days. This affects both how often the digest is posted and how it is rescheduled for the next posting.
Size-Exceeds. To specify a size that causes the digest to be published, select this and enter the number of Kilobytes. This affects both how often the digest is posted and how it is rescheduled for the next posting.
Manual. If you want the digest to be posted only when you click the Process/Send Now button, select this.
Next Processing Date/Time. If the next digest has been scheduled, the next date and time is shown. If date and time are blank, then set the next processing date and time and these values will be updated after the next processing date.
Last Processing Time. The last time that the list was sent out to the subscribed users.
Click the Set Digest Options button to save your changes.
Click the Process/Send Now button to post the digest now.
