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Forward emails to team members

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Rabia Shaikh edited this page Feb 11, 2025 · 29 revisions

Forwarding project account's Gmail

It's important to forward your project's email accounts correctly so that you don't miss any messages coming in for your project, and to disincentivize people from sending emails from their personal email addresses in order to be able to monitor incoming project messages.

Who should get forwarded the emails?

  • The organization gets a copy of all mail
  • The PMs get a copy of all mail
  • Any leads who need copies of mail can be added
  • You can also temporarily add members who need to see incoming messages. Usually that is a UX member on a project specific UX email account (e.g., internship-ux@hackforla.org)

Base forwarding to the organization

This should already be setup, which will look like this

*Special note: the email might change names, but will still be a role hackforla.org email account

If it is not setup this way, please follow the instructions on Forward-all-Incoming-Emails-to-Organization

Forward emails from the project's email account to a person on the team

  • How to add someone to the email account for the project
    • Go to 1Password.com and sign in
    • Go to the 1Password vault for the project you're working on and click on the project's Gmail account. Keep this browser window open
    • Open a new browser window (and if you're not using Chrome, go to Google.com)
      • Click on the link to 'Gmail' at the upper right-hand corner
    • Go to settings (it's the gear icon)
    • Go to See all settings
    • Go to Forwarding POP/IMAP: https://mail.google.com/mail/u/0/#settings/fwdandpop
    • Choose "Add a forwarding address" button
    • Add the person's personal email address (one by one for multiple team members)
      • You will then be asked to verify that you have access to the project's email account.
        • If it provides any other method besides asking you to submit a code, choose the link Another Method (or it might say Another Way`).
          • Select a one time password or Google Authenticator
        • Copy the one-time password code in the 1Password browser window
        • Paste that code into the verification code box in the Google browser window
    • Have person accept invitation in their personal email
    • after all the people you want to add have confirmed that they have accepted, reload Gmail
    • Go to settings (it's the gear icon)
    • Go to See all settings
    • Go to Filters and Blocked Addresses: https://mail.google.com/mail/u/0/#settings/filters
    • Choose "Create a New Filter"
    • In the "To" field, add the name of the project's email account you are in
    • Choose Create Filter
    • Choose Forward it to: Choose an address and select their personal email address from the drop-down
    • Choose Create Filter (create a new filter for each team member)
    • You will again be asked to verify that you have access to the project's email account using Google Authenticator. As before, go to the 1Password browser window and copy the project email account's current one-time password code
    • Paste that code into the verification code box in the Google browser window to complete the process

Remove team members from forwarding

This will be turned into a Guide in the future. See issue: https://github.com/hackforla/knowledgebase-content/issues/116

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