Create a Guide/Template: Forwarding Emails to Team Members Wiki

[shmonks]

Overview

We need to create a guide to using size labels so teams can accurately assess how long tasks should take to complete.

Action Items

The phases in the guide-making process are listed below. Each phase displayed in blue is linked to a wiki page with instructions on how to complete that phase. Open the wiki page in a new tab, copy the instructions for each part into the section labelled 'Tasks' at the bottom of this issue, and complete each task listed.

• Create a Guide Draft
  • If needed, create a template
• Have your guide peer reviewed
• Present your guide for leadership review

Resources/Instructions

Google Drive Folder for this Guide’s documents and shortcuts (to documents in other locations) 0116 [DRAFT] Forwarding Emails to Team Members Wiki

• This guide has some [helpful information about creating a trauma informed workplace]

Projects to Check

Tasks

• This is where you will copy instructions from the wiki page for the step you are currently on.

[fchan218]

Assignee, Labels, Project Board Placement, and Milestones for this issue in the Product Repo:

[ExperimentsInHonesty]

Content updates that @shmonks provided

Suggested changes to the wiki about forwarding emails to team members

Summary

• All relating to the section https://github.com/hackforla/product-management/wiki/Forward-emails-to-team-members#forward-emails-from-the-projects-email-account-to-a-person-on-the-team
• The Gmail forwarding process now has several 2FA stages that need to be added to the wiki
• I.e., instructions to have 1Password.com open throughout are also needed
• More clarity about initial access to project email accounts probably also helpful for anyone not using Chrome

Action Items

• Add the following 2 lines before 'Log in project email address (use 1password)':

• 'Go to 1Password.com and sign in'

• 'Go to the 1Password vault for the project you're working on and click on the project's Gmail account. Keep this browser window open'

• Move the sub bullet point 'If you don't know how to use 1Password to login, use this help file...' to immediately after 'Go to 1Password.com and sign in'

• Replace 'Log in project email address (use 1password)' with the following 2 lines:

• 'Open a new browser window (and if you're not using Chrome, go to Google.com)'

• 'Click on the link to 'Gmail' at the upper right-hand corner'

• Add the following 3 lines below 'Add the person's personal email address (one by one for multiple team members)':

• 'You will then be asked to verify that you have access to the project's email account using Google Authenticator. Do not use Google Authenticator'

• 'Instead, go to the 1Password browser window and copy the project email account's one-time password code'

• 'Paste that code into the verification code box in the Google browser window'

• After 'Go to Filters and Blocked Addresses', change 'Choose "Create filter"' to:

• 'Choose "Create a New Filter"'

• Finally, after 'Choose Create Filter (create a new filter for each team member)' at the end, add the following lines:

• 'You will again be asked to verify that you have access to the project's email account using Google Authenticator. As before, go to the 1Password browser window and copy the project email account's current one-time password code'

• 'Paste that code into the verification code box in the Google browser window to complete the process'