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Discussion List
Administrators
Staff Liaison
Jeff Leach
Director, Marketing
jleach@sla.org
+1.703.647.4922
Session Objectives
• Discussion list basics
• Brief you on your roles and responsibilities
• Provide an overview of the Lyris ListManager
• Introduce you to useful tips and resources
The Basics
• SLA offers hosting services for discussion lists for all SLA units.
• Each unit may have up to two lists. (One for unit members and one for the
unit‟s board)
• All SLA lists are categorized as “private” lists. Anyone can join the list, the
“private” designation means that a subscription request must be approved
by the list administrator before the member is active. This practice was
instituted to cut down on the amount of spam received by each list.
• Units may also choose to limit subscribers to members of SLA or members
of their unit.
• List administrators will receive subscription requests via e-mail from the
Lyris ListManager when someone wants to subscribe to the list. Simply
reply back to the e-mail with the approval or rejection information listed in
the e-mail.
Responsibilities
• Provide general support to subscribers.
• List administrators are responsible for list administration via e-mail requests
(commands) or the Lyris ListManager web interface. Each discussion list
has must have at least one primary list administrator and may have two
secondary ones. The primary list administrator will be the recipient of all
error messages and may set more preferences by contacting the system's
manager; these preferences include requests to be copied on certain user
requests. For example, an owner may wish to be notified when someone
subscribes to his list, or when someone unsubscribes.
• List administrators can change system files such as subscribers and
welcome messages.
• All administrative commands are author authenticated and password
protected. These commands must be sent from the owner(s) e-mail
address with the appropriate list password. Whenever a message cannot
be author authenticated, the list administrator is notified.
Responsibilities
• The list administrator is responsible for removing any subscriber who posts
defamatory, abusive, threatening, or illegal material to the list. In the case
that a list administrator fails to remove a subscriber posting the
aforementioned material to a list, SLA headquarters will remove that
subscriber and list administrator from the list. The unit will be given one
week to choose another list administrator for the discussion list.
• Report any errors or problems to the SLA Staff Liaison.
Lyris ListManager
Overview
• The ListManager menu lets you control many of the functions for a single
mailing list. You can change the mailing list settings, add, remove, and edit
members.
• You can manage the members of your discussion list. You can add, delete
or edit members of your list. This is also where you define who are the List
Administrators for your discussion list.
• You can send a message to your list. You can create a message that's in
plain text, HTML, or combined so that those who can receive HTML see it,
but those who can't read HTML can see the plain text message. You can
also purge recipients of previous messages from receiving the current
message, or specify how many recipients out of the total possible the
message should be sent to.
• If you made your discussion list moderated (submissions require approval),
you would approve or reject those moderated messages.
• You can look at incoming or outgoing mail.
Lyris ListManager
Menu
• To login to the Lyris ListManager, you must go to http://sla.lyris.net
Lyris ListManager
Menu
The List Admin Menu has the following elements
• Home
• Members
• Content
• Segments
• Mailings
• Reports
• Utilities
Lyris ListManager
Menu
• Home – View recent messages posted to the list
• Members – Add, edit, delete, ban addresses, and view subscribers on your
list
• Content – n/a
• Segments – n/a
• Mailings – Send a mailing to the list
• Reports – check on certain reports for the list
• Utilities – change or update certain settings for the list
Lyris ListManager
Menu
Add Members – You have four options under this section
to add members to the list
* Add a single email address.
* Add many email addresses.
* Import email addresses from a plain-text file. (i.e. Word Pad)
* Import email addresses and optionally update existing members from a CSV file.
Membership Status
Click „View Members‟ and find the e-mail address of the
subscriber you are trying to look up.
Click on the e-mail address, then click the “Settings” tab
Lyris ListManager
Menu
The different statuses are:
Normal
• An active member who may receive mail from the list.
Confirm
• The person has requested to join this mailing list, but has not confirmed the subscription request by replying or
clicking on a confirmation message.
Once the member has confirmed membership, the person's status will change to normal. Note that if the
confirmation message is undeliverable, the member will be deleted.
Confirm-Failed
• The person has requested to join this mailing list, but the confirmation message sent failed with a permanent,
500-level error. These errors are generally returned when the email address does not exist, but may also occur
when the receiving mail server believes the confirmation message is spam and thus rejects it with a permanent
error. To see which is the case, view the sending record for the confirmation message in Member: Edit Member:
Information: View Mailings Attempted.
Private
• The person has requested to join this mailing list, but because this is a private mailing list, the request to join is
pending list administrator approval. When a mailing list is set to private, mailing list administrators who have
Admin Mail set to Yes receive a short email notification message for each request to join the private mailing list.
Expired
• The member had their membership set to expire on a certain date, and that date has passed, so this person's
membership has expired and is no longer active.
continued
Lyris ListManager
Menu
Held
• An undeliverable member. ListManager failed to deliver mail to this address the number of times specified in
Utilities: List Settings: Automatic Maintenance: Error Mail: Bounce Limit. A user may become "unheld" by replying
to a held notification.
Unsubscribed
• The member has opted out of the list. The member will not receive email, but is retained in the database for
statistical reasons or in case the member decides to resubscribe.
Referred
• The member was invited to join using a referral, but has not yet formally joined the list.
Needs-Confirm
• The member will receive a message asking them to confirm membership, and then their status will be set to
Confirm. Administrators may use this status when creating members to allow them to confirm their memberships.
Needs-Hello
• The member will receive a message welcoming them to the list, and then their status will be Normal.
Administrators may use this status when creating members to notify them they have been added.
Needs-Goodbye
• The member will receive a message informing them they have left the list, and their status will be Unsubscribed.
Administrators may use this status when unsubscribing members to notify them they have been removed.
Lyris ListManager
Menu
Membership Kind - This choice defines how the member wants to receive
messages from the mailing list. Click „View Members‟ and find the e-mail
address of the subscriber you are trying to look up.
Click on the e-mail address, then click the “Settings” tab
The choices are:
Mail
• As soon as someone contributes a message to the mailing list, the user will receive a copy of that message.
Digest
• Each night, the user will receive a single email message containing all the messages contributed to the mailing
list that day in plain-text; all HTML and attachments will be stripped. At the top of the message will be a
numbered list of the subjects in that digest, followed by the complete messages themselves. Digest recipients will
not receive messages sent to segments. Note that the server administrator may specify a different schedule to
release digests in Utilities: Administration: Server: Server Settings: Scheduled Tasks.
MIME Digest
• The same as a digest, but in MIME format so that the individual messages' formatting is preserved. Digest
recipients will not receive messages sent to segments.
continued
Lyris ListManager
Menu
Index
• Each night, the user will receive a single email message containing all the subject lines of all the messages
contributed to the mailing list that day. If any of the messages interest the user, the bottom of the index gives the
email command that will retrieve the bodies of the messages.
Nomail
• No email is sent to the user. The user is free to go the web interface whenever they want, and read the full text of
the messages there. This setting is useful for when members go on vacation and want to stop receiving mail.
Useful Tips
Approving/Rejecting Members via e-mail
If someone tries to join your list via e-mail or the Web you will receive an e
mail from the Lyris ListManager. Simply reply back to the e-mail with the
approval or rejection information listed in the e-mail.
List: sla-list
Email: your_email@yahoo.com
A request from 'your_email@yahoo.com' to join the private list 'sla-dche' has been received.
Their subscription request will not be activated until an administrator approves it.
---
To approve this member, send the following two line message to lyris@sla.lyris.net
login (enter your password here)
member approve 57176
---
To reject (delete) this member, send the following two line message to lyris@sla.lyris.net
login (enter your password here)
member reject 57176
Useful Tips
Approving/Rejecting Members via e-mail
To approve: The body of your reply back to lyris@sla.lyris.net should look as
follows (Let‟s assume your password is sla0rg)
login sla0rg
member approve 57176
To reject: The body of your reply back to lyris@sla.lyris.net should look as
follows
login sla0rg
member reject 57176
*Be sure not to include the parenthesis () with your password. The system will read the characters as part of
your password and reject your e-mail command.
Useful Tips
E-mail Commands
Members and administrators may use email commands to subscribe and
unsubscribe, change member settings, and retrieve list and member
information.
The ListManager web interface allows members and administrators to interact
with ListManager without email commands, but email commands are still
useful in situations where the web interface is not available. The email commands may
also be used by scripts to add, edit or delete members.
continued
Useful Tips
How Email Commands Work
Email commands may be sent in one of two formats:
1. Commands may be sent to the listmanager@ server command address:
lyris@sla.lyris.net. The commands the sender wishes to perform are part of
the body of the message, e.g., join listname. Many commands may be
included in one message. This method is generally used by list
administrators adding, editing or unsubscribing members, but may also be
used by members who wish to edit their settings.
2. Commands may be sent in the e-mail address itself, so a sender may send
a message to joinlistname@theserverhostname and be added to the
specified list name without a message body.
3. When ListManager receives a command via e-mail, it looks at the email
address the message was sent From: and performs the request if its list
and server rules permit. It then sends a response to the requestor unless
the quiet command is used to suppress the response.
continued
Useful Tips
Invalid Commands
When ListManager sees an invalid command, it takes note, and moves to the next line.
If more than ten lines in an email message are invalid, the message processing stops.
For example, consider an administrator who sends a series of commands to
ListManager, but the administrator misspells one of the commands. In such a case, the
correctly spelled commands will be executed, and an email message will be sent to the
person indicating which commands were successfully processed and which lines in the
email message did not appear to be ListManager commands.
If you are having problems sending email commands to ListManager, try sending the
message in plain text. HTML formatting may add extra lines to the beginning of the
message, and may change the commands so they are illegible to ListManager.
continued
Useful Tips
Adding Members via e-mail
add
The add command lets a list administrator add a member to their list. The syntax
of the add command in its simplest form is:
add listname emailaddress [name] [quiet]
The user name and quiet modifiers are optional. Here is an example:
add sla-list bob@example.com Bob Smith
The add command without modifiers subscribes the member as a normal member and
sends them the default hello message. The administrator sending the command
receives email notification if the command succeeded or failed. To suppress this
notification message, the admin may end the message with end quiet.
If you do not specify a user name, the user will be created with no name in their member
record.
continued
Useful Tips
add (continued)
If the list you are adding the user to is set to require passwords, one will be created
automatically for that member. It is useful if you include the %%url.resetpassword%%
tag in your hello message allowing the recipient to reset the password.
ListManager will not resubscribe existing members, or change a membership status
from unsub to normal unless the subform modifier is used.
quiet
The quiet modifier suppresses sending the new member the default hello message.
Example:
add sla-list bob@example.com Bob Smith quiet
continued
Useful Tips
quiet (continued)
This command adds the member without sending the member notification. The
administrator sending the add command will still receive notification of the success or
failure of the add command unless the message ends with the end quiet command.
subform
Unless the subform modifer is used, the add command will not change the subscription
status of current members. The subform modifier adds members so their membership
status will be normal, even if they were previously in the list in an inactive status.
For example:
add sla-list subform user1@example.com
would change the status of user1@example.com from unsubscribed to normal.
continued
Useful Tips
Adding Many Members
The add command requires all the information for the command to be on one line. To
add multiple members with one add command, line continuation characters may be
used. The same modifiers for adding single members may be used for adding many
members.
The syntax below uses the „<<‟ and „>>‟ operators to delimit a list of names to be added.
The syntax to add many members is:
add listname [quiet] [subform] <<
User Name1 emailaddress1@example.com
User Name2 emailaddress2@example.com
>>
If you want to add members with user names, the user name must be before the email
address.
continued
Useful Tips
Adding Many Members (continued)
Example:
add sla-list quiet <<
User Name1 user1@example.com
User Name2 user2@example.com
>>
Any text that is not a legal email address is assumed to be a name. For example, if you
attempted to add user1@example@com, the address would not be added or shown as
part of the list of email addresses successfully added, nor would there be an error
message. It would be considered part of the name for the next address to be added if
there is one, or ignored.
quiet and subform
The quiet and subform modifiers are optional, and work exactly as they do
when adding a single member.
continued
Useful Tips
Delete (Unsubscribe)
The Delete command lets an administrator unsubscribe a member. You must issue the
admin login command before using the Delete command.
The syntax of the Delete command is:
delete listname emailaddress [quiet]
The quiet modifier is optional. For example:
delete sla-list bob@example.com
By default, the member unsubscribed will receive the goodbye message for the list. To
suppress this message, use the quiet modifier:
delete sla-list bob@example.com quiet
However, if the Delete command does not succeed, such as if the email address is not a
member, you (the person submitting the Delete command) will be notified unless the
message ends with end quiet.
continued
Useful Tips
Delete (Unsubscribe) continued
The delete command does not actually delete the member from the database. The
member is still part of the list, but is unsubscribed. They will not receive normal postings
from the list.
Useful Resources
SLA Discussion List Web Section:
http://www.sla.org/content/community/lists/index.cfm
List Administrators Discussion List
How to join list: The list e-mail address is sla-list@lists.sla.org.
• Send message to the Subscription Address lyris@sla.lyris.net in the
following format:
Subject line: leave blank.
Body of Message: Subscribe sla-list Your e-mail_address “Your_Name”
(e.g. Subscribe sla-list jdoe@xyz.com “John Doe”)
List Administrator Manual:
http://www.sla.org/PDFs/9.0_Getting_Started_Manual.pdf
Useful Resources
Lyris ListManager Login:
http://sla.lyris.net
Read List Messages Online:
http://sla.lyris.net/read/login
(List administrators will need to enter their same admin password to login. If a
list member does not have a password, they will just need to enter their e-mail
address).
Subscribe to a List Via the Web:
http://www.sla.org/content/community/lists/joinlists.cfm
