Recurring task: Check for shared email accounts that aren't blocked every week.

amazingphilippe commented 12 months ago

Instructions

For the latest instructions on the shared emails verification, please refer to the first page of the shared email spreadsheet: shared-inboxes-login-counts

Reassess if weekly is the right cadence. If we see many weeks with 0 shared inboxes in a row?

Acceptance criteria

[x] Query showing new users this week (no regex) http://localhost:1338/queries/258-on-call-task-new-users-this-week
[x] Weekly slack notification team channel (IC lead)

set up a reminder “Oncall Task: Check the new users that have signed up: http://localhost:1338/queries/258-on-call-task-new-users-this-week and flag shared inboxes to the notify-team channel and post here: https://docs.google.com/document/d/1ohvaZ9H4VL2eMx_7DulvkYsW8mQfXRh2c7ru88_l2aw/edit” in this channel at 9:30AM Thursday, November 30th, Eastern Standard Time.

[ ] Follow up story to automate this. Will need refinement, and metrics
[x] Keep metrics in a spreadsheet
[x] Add update in the on-call hand off document

Goals

Not front loading friction onto good users. Friction is okay when a user needs to migrate a shared inbox, after onboarding.
Security: no exceptions for shared inboxes
First impressions matter

Non-goals

Design a process for our convenience
Automate a process before knowing how much effort it would take in reality, now + as we scale

yaelberger-commits commented 12 months ago

We could include the email content we've sent to users previously to use as a template in case we need to get in touch with clients in the future to let them know they cannot use shared inboxes

jimleroyer commented 10 months ago

Updated the spreadsheet with latest discovered mailboxes.

amazingphilippe commented 9 months ago

Updated the spreadsheet and instructions here.

yaelberger-commits commented 9 months ago

No new shared mailboxes discovered this week

yaelberger-commits commented 8 months ago

Started sending messages to old account holders in the spreadsheet. Will keep the spreadsheet updated as accounts get archived

mtoutloff commented 8 months ago

Few responses from shared inbox account, confirmed that they can be archived Some accounts set to inactive and couldn't archive them, they were reactivated and then archived still one CDS service that can't be archived, may have to do something manually Still have a batch of emails to send

yaelberger-commits commented 7 months ago

All emails have now been sent to existing shared inbox account holders and dates for when we can archive them are in the spreadsheet. Yael will follow up on the approrpriate days and archive old shared inbox accounts so we can bring the spreadsheet all up to date.

yaelberger-commits commented 7 months ago

I also handled the account that was a CDS one that I had to handle manually.

cds-snc / notification-planning