This site requires JavaScript to be enabled
IT Knowledge Base > General > Google Apps > Bulk Add Members to VT Google Groups
Bulk Add Members to VT Google Groups
Article: KB0010842 Published: 04-11-2017 Last modified: 04-11-2017 Views: 58
Permalink: 

Bulk Add Members to VT Google Groups

Currently VT Google Groups will not allow owners of a VT Google Group to direct add more than a limited number of members / subscribers at a time. While we are developing an easy-to-use permanent solution to allow a large number of members to be added (often referred to as "bulk add"), currently our work around allows you access to a specifically formatted file in a Network-Attached Storage (NAS) folder which is automatically uploaded to your Google Group. To use this process, submit a request for the Google Group bulk add process to http://4help.vt.edu. To do this:

  1. Make sure you have a Hokies account, or go create one by following the instructions at Getting or Creating a Hokies Account.

  2. Submit an incident to 4Help by "asking a question" at http://4help.vt.edu requesting access to the Google Groups Bulk Add process.

  3. Include in the 4Help incident your exact Google Group name(s) and Hokies ID, and state you want to use the bulk add process with your Google Group(s).

    Note: You must have a Hokies ID, or else a NAS share cannot be created for you.

  4. You will receive an email from the 4Help incident stating that your Hokies ID has been given access to a NAS located at: \\storage.vt.edu\GGbulkadd\<yourhokiesid>.

  5. Connect to your new NAS share folder at: \\storage.vt.edu\GGbulkadd\<yourhokiesid> by referencing the instructions at Accessing Your Virginia Tech Network-Attached Storage (NAS) in Mac OS or Windows, but use the \\storage.vt.edu\GGbulkadd\<yourhokiesid> URL instead of the URL on the linked page.

    Make sure to use backslashes ( \ ) in the location.

  6. Once connected to your NAS folder named <yourhokiesid> you will see folders(s) with the name of your Google Group(s). Inside those folders will be two files: one for members and one for owners.

    Note: The names of these folders will be <googlegroup-g>.member-listserv.txt and <googlegroup-g>.owner-listserv.txt.

    The names are in this format:
    googlegroup-g.owner-listserv.txt
    googlegroup-g.member-listserv.txt

  7. On your computer, create a .txt file containing the complete list of email addresses members (not owners) you want to be in the Google Group.

    Each email address has to be on a separate line and look like:

    johnsmith@vt.edu
    xyz123@vt.edu
    abcd2012@vt.edu

  8. Save the file to your computer with the name: <groupname-g>.member.txt

    Example: mylist-g.member.txt

    Save, and then close the file.

  9. Similarly create a separate file called <groupname-g>.owner.txt containing a list of email addresses that you want to be owners of the Google Group.

    Each email address has to be on a separate line and look like:

    johnsmith@vt.edu
    xyz123@vt.edu
    abcd2012@vt.edu

    Save, and then close the file.

    Note: This bulk add process needs to have both the member and owner files updated for each Google Group folder or the process will fail.

  10. Copy the contents of your member and owner files into the corresponding named member and owner files in your NAS share folder.

    Be sure to remove the "-listserv" portion of each file name in your NAS folder but leave the ".txt" on it and save the file.

    For example, after the rename, the filenames will look like:

    googlegroup-g.owner.txt
    googlegroup-g.member.txt

  11. Once the files are renamed, an automatic process runs every six hours (starts at midnight) and will automatically load your members and owners into the VT Google Group(s). You will see the suffix ".OLD" at the end of your NAS file names which means the automatic process has run or is running.

    Note: For files that contain a large number of member email addresses (thousands), please allow more than six hours for the member/owners to be uploaded to your VT Google Group before checking your VT Google Group.

  12. Verify your VT Google Group addresses have updated. Go to VT Google Groups and verify that the members and owners have been updated. You should see the date the member moved to the Google Groups to the right of their email address.

    See the following Knowledge article for How to Log On and View Your VT Google Group: Using VT Google Groups.

  13. Continue to use the NAS share to manage "BulkAdds" to replace the members and owners of your VT Google Group as needed. Update the two .txt files in your NAS folders, one for members and one for owners. Be sure to include your email address in the list of owners files.

    When you are ready for the automatic process to run again, remove the old email addresses, insert the new email addresses, save the changes and rename your member and owner files - removing the ".OLD" and saving the change. The automatic process should run on your folders and update your Google Groups. Verify the change.

    If you have any problems at all, reply to your 4Help incident in which the NAS share was created or open a new 4Help incident detailing exactly what part of the process had a problem.

Note: To obtain a member list from Banner, "student lists", have your departmental Banner Representative submit a request for the list by doing the following:

  1. Go to the Enterprise Systems Service Catalog page.

  2. Click the Academic Services heading.

  3. Click the Academic Analysis & Reporting link.

  4. Click the Request Support button.

  5. If prompted, type your PID and PID password.

    1. In the Username text box, type your PID, which is the first part of your @vt.edu email address. (If you do not know your PID, follow the instructions at Forgot PID.)

    2. In the Password text box, type your PID password. (If you forgot your password, follow the instructions at Forgot PID Password.)

    3. Click the Login button.

      Image of the Login service prompt for username and password.

    4. Follow the on-screen instructions to either:

  6. Complete and submit the Web form.

The reports will be sent to you. Once you receive the report, copy ONLY the email addresses into your NAS text file (.txt) with a text editor program such as Notepad and save the file. Each email address has to be on a separate line and look like:

johnsmith@vt.edu

xyz123@vt.edu

abcd2012@vt.edu

 


Was this helpful?
YesNo
Rate this article