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Centralized, Shared Project E-mail

Novell Cool Solutions: Tip
By D.J. Howell

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Posted: 27 Feb 2007
 

Problem

A Forum reader recently asked:

"I work for an engineering firm, and most of our e-mails are project-related. We want to centralize the storage of project emails and share that storage to our users for ease of use.

We have tried setting up a "PROJECT" e-mail account and sharing the account through proxy access to all the users. Users "blind-copy" the account whenever they send project e-mails. They forward e-mails they receive to this account.

This works, but it's clumsy and has its drawbacks. I was hoping someone could make some suggestions on how to accomplish this with Groupwise, without the need to introduce third- party applications."

And here's the response from D.J. Howell ...

Solution

We have very similar circumstances here. I also work for an engineering firm, and we had been looking for a solution to this problem and came up with something very similar.

What I ended up doing was this:

1. Create a Project resource, assigned to the admin account in GroupWise.

2. Share proxy access out to all of our project support team.

3. Have the team set up a folder system in the cabinets that is similar to the file structure on our project fileserver.

4. The team members share that folder back to their primary e-mail account and drag files into the share.

If someone leaves the company or someone gets re-assigned to another area, it's just a matter of removing the project-specific folder share from one account and re-sharing it out to another person from the resource account. The setup of the folder structure is kind of a pain, but they do something similar on the fileserver every time a new project is begun, anyhow.

Our solution is far from perfect but it is working from what I can tell.

Editor's Note:

If you have a sharing solution that works well for you, we'd like to hear about it ...


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