Setup Shared Request Autoresponse

[ExperimentsInHonesty]

Overview

We need a way to communicate to people who request a document directly to get people to stop requesting documents directly

Details

Now that all the project email accounts are forwarding to hfla-email-all@hackforla.org we can use that account to send autoresponses for all the projects based on specific triggers

Action Items

• [x] Find tutorials for gmail autresponders
• [x] Write wiki that we will be directing them to
• [ ] test
• [ ] write announcement
• [ ] deploy
• [ ] Announce

Resources/Instructions

• tutorial

[ExperimentsInHonesty]

Hi!

You are receiving this email because you clicked "Request Access" on a document that belongs to Hack for LA.

If you are outside of Hack for LA, please communicate with the Product Manager for the project, so that they can officially permission you on the appropriate drive or make the document viewable by everyone (if appropriate).

If you are a member of Hack for LA, please read our WIKI page that will tell you how to obtain access

[ExperimentsInHonesty]

WIKI page text

We do not allow the use of Request Access. Every time you click the button, you will be sent a response email that directs you to this page. We have thousands of files at Hack for LA, and are working hard to make sure that permissions are given to team members during the team onboarding.

Drive and File Permission Guidelines

After you attend a Hack for LA onboarding, you should have access to the community of practice drive(s) you selected during the onboarding process.

After Hack for LA onboarding, you can join a project that has an open role by contacting the project lead listed in the role details via the project's Slack channel. Joining a project will get you access to its project files.

Getting Access to Project's Drive and files

1. Do you have access to your project's drive? If not, send a Slack message to your PM. Getting access to the project drive is a normal part of project onboarding.
2. There are files still stored in the project's legacy folders. Only a few people have access to these folders (to stop people putting new items in them while we transition out of them.) If you have already onboarded to your team and have access to the current drive, and you think the file you want might be in the project's old drive, ask the PM if they can access it and if they cannot, see below for additional steps.

Getting Access to a Guide

If you are trying to get access to a guide. All guides should be set to anyone can view. If the one you want is not, reach out to the guides team by messaging them on the #guides Slack channel with the following info:

• Your Name (if different from your slack handle)- URL of the doc, sheet or presentation
• The type of access you want (view or edit)
• Where you got the link (give us a URL to the wiki or issue if applicable)
• Any other thing that might help

Other methods

If after the above methods are tried and you still don't have access to the document, please leave a message in the #admin Slack channel with the following details:

• Your Name (if different from your slack handle)
• URL of document
• What you think is in the doc, sheet or presentation
• Where you got the link (give us a URL to the wiki or issue if applicable)
• The type of access you want (view or edit)
• Why you need access to the doc, sheet or presentation
• Project you are on, or task you are doing (possibly guide making)
• Any other thing that might help

[ExperimentsInHonesty]

autoresponder message test

You are receiving this email because you clicked "Request Access" on a document that belongs to Hack for LA.

If you are outside of Hack for LA, please communicate with the Product Manager for the project, so that they can officially permission you on the appropriate drive or make the document viewable by everyone (if appropriate).

If you are a member of Hack for LA, please read our WIKI page that will tell you how to obtain access