Migrating project email addresses to NumFOCUS Google Workspace

[ellisonbg]

(This came up in the private Steering Council group and we wanted to open this here for public discussion and eventual voting)

Previously, we have been creating individual Gmail addresses for project use. This includes things like a main jupyter email address, a code of conduct email, etc. We have been having a tough time tracking all of these, managing forwarding, managing access, resetting passwords, etc.

NumFOCUS, the parent non-profit of Jupyter, has an organizational Google Workspaces account, with Gmail addresses available under the numfocus.org. This would allow for centralized management of these email addresses and make it easy for us to have email addresses under a single domain (numfocus.org).

I propose that we use the NumFOCUS Gmail Workspace for all of our Gmail accounts. If approved, there would be some follow on actions:

• Catalogue the existing email addresses we have today.
• Generate a list of the new email addresses we would replace them by.
• Create the new email addreses and document who should have access to each of them, where they should be forwarded, etc.
• Identify other downstream services (hosting, domains, etc.) that use those existing email addreses.
• Change those downstream services to use the new addresses.
• Change websites and documentation to point to the new addresses.
• Deprecate (how exactly?) the old addresses.

I am willing to help with this work, but would love a few other folks to help out. Probably makes sense to eventually have a working group for this type of thing.

[lresende]

Any reason we couldn't still use this infrastructure but use a "jupyter.org" email domain? We could probably also extend this email domain for folks doing business around Jupyter (e.g. board of directors, distinguished contributors, etc)

[westurner]

You can add up to 30 aliases for each user, at no extra cost.

https://support.google.com/a/answer/33327?hl=en

Add a domain alias or secondary domain

https://support.google.com/a/answer/7502379?visit_id=637629555533580448-504385471&rd=1

How a group can be used
A group you create as shown here can be used in any of the following ways.

Communication or collaboration (includes email lists)
With a group, your users can:

• Send email to all group members with a single address
• Invite group members to a meeting
• Share content with members, including documents, sites, videos, and calendars
• Participate in discussions or a Collaborative Inbox at Google Groups (requires turning on Groups for Business)

Feature or service configuration

• Group must be created in the Admin console, not using Google Groups.

In addition, Admins can use a group to:

• Turn a service on for a group
• Configure service settings for a group

https://support.google.com/a/answer/9400082?hl=en

[westurner]

(Keeping as much of the collaborative work on e.g. GitHub avoids email and documents that aren't in git.)

but use a "jupyter.org" email domain?

👍 Jupyter.org on all the things from the start.

[ellisonbg]

I will ask NumFOCUS if their Google Workspaces accounts supports multiple domains.

…

On Mon, Jul 26, 2021 at 7:20 PM Luciano Resende ***@***.***> wrote: Any reason we couldn't still use this infrastructure but use a " jupyter.org" email domain? We could probably also extend this email domain for folks doing business around Jupyter (e.g. board of directors, distinguished contributors, etc) — You are receiving this because you authored the thread. Reply to this email directly, view it on GitHub <#107 (comment)>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/AAAGXUEKEXSBOYWPKMVLIT3TZYJXZANCNFSM5BBCYW6Q> .

-- Brian E. Granger Principal Technical Program Manager, AWS AI Platform ***@***.***) On Leave - Professor of Physics and Data Science, Cal Poly @ellisonbg on GitHub

[Carreau]

Any reason we couldn't still use this infrastructure but use a "jupyter.org" email domain?

I don't think there is any reasons not to beyond cost.

How the Jupyter domain is managed is relatively complex due to historical reasons, there is a mix of cloudlfare, rackspace and mailgun involved.

There might also be the fact that migrating a domain out of it's current provider would have a cost.

I also don't want to have the extra burden for the numfocus org to have to mange both jupyter and numfocus related accounts is all goes to one.

I agree that the @jupyter.org would be a nice touch, but in particular for administrative purposes, I think that @numfocus.org is sufficient; the main goal being to not get locked out of an account.

[westurner]

What will be the switching costs later? Is tying our boat to this vendor ideal if they don't have some kind of deal for Open Source projects such as Jupyter, which Google AI Platform and CoCalc are built atop? IIRC, There used to be a free plan for like <25 users that was probably an excellent use of a tenant id field.

…

On Tue, Jul 27, 2021, 10:49 Matthias Bussonnier ***@***.***> wrote: Any reason we couldn't still use this infrastructure but use a " jupyter.org" email domain? I don't think there is any reasons not to beyond cost. How the Jupyter domain is managed is relatively complex due to historical reasons, there is a mix of cloudlfare, rackspace and mailgun involved. There might also be the fact that migrating a domain out of it's current provider would have a cost. I also don't want to have the extra burden for the numfocus org to have to mange both jupyter and numfocus related accounts is all goes to one. I agree that the @jupyter.org would be a nice touch, but in particular for administrative purposes, I think that @numfocus.org is sufficient; the main goal being to not get locked out of an account. — You are receiving this because you commented. Reply to this email directly, view it on GitHub <#107 (comment)>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/AAAMNSY5OBRNQVJMMQI4O6TTZ3BPPANCNFSM5BBCYW6Q> .

[lresende]

What will be the switching costs later? Is tying our boat to this vendor ideal if they don't have some kind of deal for Open Source projects such as Jupyter, which Google AI Platform and CoCalc are built atop? IIRC, There used to be a free plan for like <25 users that was probably an excellent use of a tenant id field.

Exactly, we are an org that produces software used by this vendor in multiple instances, they should be able to give some sort of "sponsorship" to use their product. As for helping manage it, if that's the issue I can volunteer to help with that.

[ellisonbg]

We have talked to both Microsoft and Google about this in the past. They generally offer a single free account to each 501c3. Because our 501c3 is NumFOCUS, NumFOCUS can have one single account for these services. They are doing that, and then working with individual OSS projects to provide access/resources from that account as needed.

…

On Fri, Jul 30, 2021 at 5:13 AM Luciano Resende ***@***.***> wrote: What will be the switching costs later? Is tying our boat to this vendor ideal if they don't have some kind of deal for Open Source projects such as Jupyter, which Google AI Platform and CoCalc are built atop? IIRC, There used to be a free plan for like <25 users that was probably an excellent use of a tenant id field. Exactly, we are an org that produces software used by this vendor in multiple instances, they should be able to give some sort of "sponsorship" to use their product. As for helping manage it, if that's the issue I can volunteer to help with that. — You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub <#107 (comment)>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/AAAGXUHF4WHD7BKWL2IQJW3T2KJM7ANCNFSM5BBCYW6Q> .

-- Brian E. Granger Principal Technical Program Manager, AWS AI Platform ***@***.***) On Leave - Professor of Physics and Data Science, Cal Poly @ellisonbg on GitHub

[westurner]

Would the domain alias or secondary domain features solve? Can the Jupyter admin admin NumFOCUS users as well in either scenario?