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Update mailing-list-guidelines for clarity, new UI
Signed-off-by: Celeste Horgan <[email protected]>
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‎communication/mailing-list-guidelines.md

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## Mailing list creation
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Create a Google Group at https://groups.google.com/forum/#!creategroup,
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following the below procedure:
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- Each SIG must have two discussion groups with the following settings.
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- `kubernetes-sig-<foo>` (the discussion group):
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- Group type: Email list
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- Group visibility: Anyone on the web
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- View topics: Anyone on the web
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- Post: Owners of the group, Managers of the group, All members of the group. Ensure that "Anyone on the web" is NOT selected here.
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- Join the group: Anyone on the web
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- `kubernetes-sig-<foo>-leads` (list for the leads, to be used with Zoom and
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Calendars)
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- Group type: Email list
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- Group visibility: All members of the group
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- View topics: All members of the group
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- Post: Owners of the group, Managers of the group, All members of the group. Ensure that "Anyone on the web" is NOT selected here.
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- Join the group: Only invited users
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- Groups should be created as e-mail lists with at least three owners and must
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include the [Mailing list owners](#mailing-list-owners).
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- To add the owners, visit the **Group Settings** (drop-down menu on the right
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side), select **Members**, then **Direct Add Members** on the left side and add them via their email address (with a suitable welcome message). Do NOT forget to invite [email protected] in addition to your leads.
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- In **Members/All Members** select the [Mailing list owners] and assign them
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to the **owner role**.
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- Set the following permissions to **Public**:
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- **View topics**
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- **Post**
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- **Join the Group**
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All SIGs and WGs need two discussion groups: one for leads/chairs, and one for members.
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### Prerequisites
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- An email account that can create google groups and add members external to your organization to a google group mailing list. **This might not be possible with your employer's email account**. You might need to use a personal email account.
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- At least 3 mailing list owners (leads), in addition to [email protected]
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- Familiarity with the [moderation guidelines] for the project and [moderation queue]s. Chairs should be cognizant that a new group will require
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an initial time investment moderation-wise as the group establishes itself.
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### Create the leads and members mailing lists
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> **Note:** You will need follow these steps twice! Once for the leads mailing list, and again for the members mailing list.
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1. Navigate to https://groups.google.com/forum/#!creategroup and fill out the **Enter group info** form as follows:
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Group name** | `kubernetes-sig-<foo>-leads` | `kubernetes-sig-<foo>` |
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| **Group email address** | Leave as-is | Leave as-is
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| **Group description** | Leads ML for Kubernetes SIG Foo | Members ML for Kubernetes SIG Foo |
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Click **Next**.
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2. Fill out the the **Choose privacy settings** with these options:
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Who can see the group** | Group members | Anyone on the web |
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| **Who can join group** | Invited users only | Anyone on the web |
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| **Who can view conversations** | Group members | Anyone on the web |
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| **Who can post** | Anyone on the web | Anyone on the web |
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| **Who can view members** | Group members | Group members |
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Click **Next**.
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3. Fill out the **Add members** form as follows:
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Group owners** | All SIG/WG leads and [email protected] | All SIG/WG leads and [email protected] |
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> **Note:** You can add new owners to a mailing list at any time in the **People > Members** screen.
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Leave all other fields as-is. Click **Next.**
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4. Once the group is created, navigate to your group in the Google Groups UI and go to **Group settings** to continue setting up permissions. Set the following settings:
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**Member Privacy**
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Identification required for new members** | Either display name or Google profile | Either display name or Google profile |
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| **Who can view the member's email addresses?** | Group managers | Group managers |
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**Posting policies**
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Conversation history** | On | On |
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| **Who can moderate content** | Group managers | Group managers |
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| **Who can moderate metadata** | Group members | Group members |
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| **Who can post as the group** | Group owners | Group owners |
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| **Message moderation** | No moderation | Moderate messages from non-members |
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| **New member restrictions** | No posting restriction for new members | New member posts are moderated |
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**Email options**
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Subject prefix** | `[k8s-sig-<foo>-leads]` | `[k8s-sig-<foo>]` |
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| **Email footer** | Include the standard Groups footer | Include the standard Groups footer |
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| **Group email language** | English (or your group's default language) | English (or your group's default language) |
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**Member moderation**
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| Field | Leads ML value | Members ML value |
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| --- | --- | --- |
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| **Who can manage members** | Group managers | Group managers |
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| **Who can adjust roles** | Group managers | Group managers
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5. Click **Save changes**.
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## Set up shared calendars and meeting with a mailing list
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Once you've set up your SIG/WG mailing list, you'll need to:
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- Share a calendar with meeting invites on it with the mailing list
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- Share a meeting notes google doc with the mailing list
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### Prerequisites
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- A member's google group.
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- A shared calendar.
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> **Note:** Like with mailing lists, your organization's permissions might not let you share calendars with the correct permissions. You might need to use a personal email address.
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### Sharing the calendar with the google group
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You must share the meeting calendar with the following people:
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- All leads (individually)
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- The kubernetes-sig-foo-leads mailing list
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- [email protected]
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- The kubernetes-sig-foo (members) mailing list
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1. In Google Calendar, click on the calendar's **...** menu and select **Settings and sharing**.
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2. In **Access permissions**, check **Make available to public**.
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3. Under **Share with specific people, do the following:**
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- For each lead, [email protected], and [email protected]:
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1. Add their email
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2. Give them the permission **Make changes and manage sharing**.
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- For [email protected], add them and give them the permission **See all event details**.
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> **Note:** You need to add the member's mailing list as a guest to any meeting invites on the shared calendar for an invite to be sent to members of the group.
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## Sharing the meeting notes with the google group
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- Create and share your _"meeting notes"_ Google doc with the following
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permissions settings:
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- **Can edit** for members of the newly created Mailing List.
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document should be copied over to an account without the restriction and
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include the owner reference at the top of the document.
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Familiarize yourself with the [moderation guidelines] for the project and create
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a [moderation queue]. Chairs should be cognizant that a new group will require
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an initial time investment moderation-wise as the group establishes itself.
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### Visibility
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If you need to ensure that an existing group is visible to the internet.
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Near the top right, click **Manage group**.
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- **Information** -> **Group Visibility** -> **Edit the setting to set the desired visibility for your group.** -> **Save**.
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### Create moderation queue
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The moderation queue will direct all new user messages to the a moderation
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queue before being posted to the Mailing List.
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- From the Google Groups management page goto **Settings** -> **Moderation**.
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- Configure the following settings:
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- Leave "Moderate all messages to the group" off
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- New member restrictions: New member posts are moderated
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- Rejected author notification: Checked, use this text:
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```
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Since you're a new subscriber you're in a moderation queue, sorry for the inconvenience, a moderator will check your message shortly.
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```
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- Spam messages: Send them to moderation queue and send notification to moderators.
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### Archive a mailing list
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To archive a mailing list, use the below procedure.

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