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Structure AEGEE GSuite (Users, Groups, Shared Drives)

Owned by Rik Smale
Last updated: 23/Nov/2020
3 min read

This document is meant to explain the structure behind the AEGEE GSuite. This document will explain the wanted structure for users, groups, Shared Drives and the link of these with MyAEGEE.

It is a work in progress, so feel free to leave any comments you might have.

Users

Name

Information stored with user in GSuite

Information synchronized with GSuite and MyAEGEE

Remarks

Name

Information stored with user in GSuite

Information synchronized with GSuite and MyAEGEE

Remarks

firstname.lastname (AEGEE members)

  • Name

  • Profile picture

  • Password

  • Recovery information (email + phone?)

  • Google Group membership

  • Shared Drives membership

  • Name = name

  • Profile picture = profile picture

  • Password = password

  • Recovery email = email

  • Recovery phone = phone

  • Google Group membership + Shared Drives membership = circles membership

 

aegee-city (AEGEE locals)

  • Name

  • Profile picture

  • Recovery information (email)

  • Google Group membership

  • Shared Drives membership

  • Name = name

  • Profile picture = profile picture

  • Recovery email = email

 

president, secretary, treasurer etc. (CD functions)

 

 

How do we link these accounts to Google Groups and Shared Drives? Do we give these people a second MyAEGEE account? Or do we something fancy like if they are member of the CD circle that they can choose which email address they want to use when they join another circle/body

Groups and Shared Drives

All* circles in MyAEGEE will in the end have Google Groups and Shared Drives, so when creating a circle we should also input a field where people can fill in the wanted email address for the Google Group.

The asterisk for ‘All’ is there since probably there will be a few exceptions, but the aim is to keep them at a minimal level.

To ensure that not too many Groups and Shared Drives are made, all manually made circles (so not the ones generated from MyAEGEE) will have to be accepted by ???. This includes free, but also bound circles. This prevents that both AEGEE-City1 and AEGEE-City2 have a circle for their own PR committee with the same name. Another option is that bound circles are pre-/suffixed by the name/abbreviation of the body. So you will have pr-committee-city1 and pr-committee-city2.

Name

Email address

Members

Link with MyAEGEE

Remarks

Name

Email address

Members

Link with MyAEGEE

Remarks

Members of AEGEE-Europe

members

  • All AEGEE members with active membership fee

  • Members fetched from General members circle

 

Boards of AEGEE-Europe

boards

  • All AEGEE locals own email

  • All AEGEE locals GSuite account

  • Fetched from MyAEGEE

This currently does not include the GSuite for board members, do we need that?

AEGEE-City

city

  • Locals own email

  • Locals GSuite account

  • Board members GSuite account

  • Locals own email is fetched from body

  • Locals GSuite account is fetched from body

  • Board members are fetched from body

Many locals have special emails for not only the board in general but also specific functions, do we want to use these instead of the personal GSuite account of the board members?

AEGEE-City members

city-members

  • Locals GSuite account

  • Members with active membership fee of body

  • Locals GSuite account is fetched from body

  • Members fetched from members circle

 

TODO: Add things on European Bodies (and other bodies in general), speaker team/board and members (also subcommissioners)

TODO: Add things on (statutory) event organizers

TODO: Add things from Network Areas

TODO: Add things on free circles

What remains to be done through Helpdesk

  • Password reset of the users of CD functions and AEGEE locals.

  • Google Groups and Shared Drives that are requested, but are not circles. So if different bodies/circles in their entirety need to work together and request separate Google Groups and Shared Drives for. The question is how much of these we’ll have and if they are really needed. They can always just send emails to all involved Google Groups and share folders within one of the Shared Drives.

What does the GSuiteWrapper need to support?

  • CRUD of users

    • Username

    • Password

    • Display name

    • Profile picture

    • Recovery email

    • Recovery phone?

    • Admin roles and privileges? (can also be done at a later stage)

  • CRUD of Google Groups

    • Display name

    • Email address

    • Members

      • Privileges

    • Permissions (who can send emails to the Google Group)

  • CRUD of Shared Drives

    • Display name

    • Members

      • Privileges

  • CRUD of Calendar events

    • (So MyAEGEE events are automatically stored in a Google Calendar)

 

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