Discussion groups

Discussion groups are managed through Groups in Google. Substantive groups are managed by the respective content manager.

Note

Group urls are formatted as https://groups.google.com/a/illinoislegalaid.org/g/[group name]

Setting up a Google group

• Enter the group info:

  • Enter the group name; by default this gets appended to @illinoislegalaid.org to become the group email list name. This can be overridden in the Group email address field; Review and edit if needed the group email address. This email address must be unique to the IllinoisLegalAid.org domain.

  • Enter an optional description

• Set the privacy settings. Privacy settings should be set to:

  • Anyone on the web can search for the group

  • Anyone can ask to join

  • Who can view should be set to organization.

  • Who can post should be set to organization

• Add initial members

  • At least one staff member should have the Group owners role.

  • The facilitator should have the group member role

  • All other members should have the group member role

• Add a welcome message

• Click create group

Configuring a Google group

Once a group is created, there are other settings that should be configured. Go to the group and go to Group Settings and then to Email Options. Under email options:

• Set the subject prefix. This should be formatted as [group name]. For example [HousingLaw] or [Foreclosure]

• Ensure a footer is selected. You should always include the default footer but may also add a custom footer.

Managing Members

Group managers and owners will be notified when someone uses the Google group to request to join. To approve or deny:

• Go to the group page on Google Groups

• Click on the People section (if collapsed)

• Click on Pending members

• Approve or deny the request

Warning

Users should be approved only if they are employees of a legal aid organization. An exception exists on some lists for grantees of particular funders. Check with Gwen or Teri if you are unsure if someone should be approved.

Users without a Google account will create a Zendesk support ticket from the Contact US page to join a listserv. These will be added to the content team Jira board to be resolved by a content team member. To add a member:

• Go to the group page on Google Groups

• Click on the People section (if collapsed)

• Click on Add member

• Add the email address of any new member(s) in the group section

On Our Website

Information for discussion groups should be added to the Discussion Groups page linked to under For Legal Professionals. For each group, it should contain:

• The email address to send messages to in the “How discussion groups work” section

• The name of the group (for example Foreclosure discussion group), linked to the landing page on Google groups

• The name, job title, organization and email address of the facilitator