University of Wisconsin–Madison

WiscList Migration Project

FAQs


WiscList Main: Before You Migrate

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How do I decide whether to switch to Google Groups or O365 Groups?

We are recommending Google Groups or Office 365 Groups as a replacement for standard lists in the WiscList Main Service. 

We anticipate that most WiscList users will choose Google Groups, since many of the current administrative features are similar between the two services. The WiscList list migration button is available to most accounts (under 3000 members) and seamlessly migrates your list to Google Groups.

To help you choose which option will best meet your needs, please visit our KB, “Which distribution list should I pick?

Will I still be able to use my @lists.wisc.edu email address for my list?

Yes, with some limitations. For Google Groups users, will be able to use your groupname@lists.wisc.edu group as you always have. This original email address will point to the new groupname@g-groups.wisc.edu address and automatically forward those messages to your new Google Group.

O365 users will not be able to use the old email address to forward their emails to the new groups. You must administer your list completely in O365.

How do I migrate my existing WiscList into Google Groups?

The WiscList team developed a migration button to allow easy migration from WiscList to Google Groups. If your list is eligible, you will see this button when you access your list in the current WiscList admin interface. This process will take you about two minutes, and in ten minutes your new Google Group will be fully functional.

To migrate your list to Google Groups, click the button on your WiscList administrator page and follow the process. 

Larger lists (>3000 members) require additional assistance, so the migration button will not appear as an option. Contact us at wisclist-feedback@g-groups.wisc.edu to set up a time with us to migrate your list.

For detailed information on this process, please see “Migrate from WiscList Main to Google Groups.”

How do I migrate my existing WiscList into Office 365?

This is a manual process where you create the Office 365 group and then add members to it. For more information on how to complete this process, please see Office 365 – Getting Started with Groups.

I have a ton of email distribution lists. Can you help me?

Yes, please contact us and we will arrange a batch migration for people with multiple lists.

What happens behind the scenes during the WiscList-to-Google Groups Migration process?

The automated migration button for Google Groups will run through some verification steps and then will:

  1. Create a Google Group with the same name and security/moderation settings
  2. Copy all administrators and members to the Google Group excluding the ones who failed verification processes
  3. Set administrator to No Mail on the WiscList
  4. Remove all members from the WiscList
  5. Set the WiscList to forward to the Google Group by adding it as a list member. 

For detailed information on this process, please see “Migrate from WiscList Main to Google Groups.”


WiscList Main: After You Migrate

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I switched to Google Groups. Now what?

I switched to O365 groups. Now what?

How do I create a new Email List in Google Groups?

To create a new email list in Google Groups, please go to UW-Madison G Suite – Create a Google Group and follow the instructions.

How do I update/manage my Email List in Google Groups?

To access and configure all of your groups, visit your Google Groups Administration page. Click on the My Groups option and you will see the list of the groups where you are a member. Click on the group you wish to update or edit and you will be presented with options for updating in the bottom right of your screen. Select the appropriate options.

For additional information on managing your groups, please see Learn how to manage a Google Group.

Are there message limits on lists in Google Groups?

The message limits of Google Groups are documented here:

https://support.google.com/a/answer/6099642?hl=en

Can I still receive email sent to the @lists.wisc.edu address after the WiscList Admin site is removed?

The WiscList Admin site will be removed on January 2021.

The removal of the WiscList Admin site will not impact your ability to receive email from colleagues who continue to email your old @lists.wisc.edu address. Emails sent to the original @lists.wisc.edu address will continue to be redirected to your new Google Group. 

To ensure the best experience after your list migrates, please encourage your colleagues to update your group’s email address in their address book. 


WiscList Email Marketing, ClassLists, and CustomLists

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Where do I get information about Eloqua?

The UW–‍Madison Eloqua Service is provided by the Division of Continuing Studies. For information on this service and how to get started, please go to their Marketing Automation website

How will ClassLists work after the move to Google Groups?

There will be a new website. More info to follow.

How do I request a new Custom WiscList?

There will be a new website. More info to follow.

News

Team

David Pagenkopf, Deputy Chief Information Officer

  • Derrian Jones, Assistant Director – PCS
  • Cathy Riley, Portfolio Manager – User Services
  • Jesse Thompson, Solutions Architect – User Services
  • Josh Olson, WiscList Service Team
  • David Karnowski, GSuite Service Team Lead
  • Jacob Fortune, ECC Service Team
  • Christina Gomez, ECC Service Team

Timeline

High-Level Milestones

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Requirements elicitation

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Vendor research, peer benchmarking, RFI process

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Tool procurement, migration testing

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Tools in place, list migrations begin

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All lists migrated to new solution

WiscList service offerings

WiscList migration plan

WiscList Main

Migration plan

June 1 – December 21, 2020

Automatic migration button will be available for WiscList admins to migrate lists with 3,000 or less members.

June – September, 2020

Individual consulting provided to list admins of lists with greater than 3,000 members

 

Migration strategy

Current status

Lists are manually created and managed in the WiscList interface.

Future state

Option 1: Google Groups

The migration button will  automatically migrate main list settings and members into a new Google Group.

Available: June 2020

Option 2: Office 365

List admin will need to manually move members to Office 365 and reconfigure list settings.

 Available: June 2020, or now upon request

Managing new list

Current state

Lists are manually created and managed in the WiscList interface. Emails may be sent using the customer email client or can be sent in the WiscList interface.

After migration 

Option 1: Google Groups

Lists are manually created via new admin interface. All list settings will be managed in the Google interface. Emails can be sent to lists in Google and via email client.

Option 2: Office 365

Creation, management, and sending emails are all contained within Office 365 or using Outlook desktop client. 

WiscList Custom

Migration plan

June – August, 2020

Develop and implement a process for integration of data-driven lists and Google Groups.

Completed

Develop and implement a process for API access for delegated admin.

June, 2020

Update admin user interface for authorizations admin access to these lists.

Migration strategy

Current status

Created by request. Accessed in the WiscList interface.

Future state

Google Groups

Current active lists will be migrated for customers along with list settings.

Available: June – July 2020

Managing new list

Current state

Created upon requests. Accessed and managed in the WiscList interface. Emails can be sent using the customer email client or can be sent in the WiscList interface. 

After migration 

Google Groups

Created upon request. Customers will use the new admin interface for updating members. All list settings will be managed in Google. Emails can be sent to lists in Google or in customer’s email client. 

 

ClassLists

Migration plan

February 2020 – April 2020

Develop and implement a process for instructor/faculty requests.

February 2020 – April 2020

Develop and implement for data extraction.

July 2020

Creation of new class lists for Fall 2020 semester.

Migration strategy

Current status

Created automatically. Accessed in the WiscList interface.

Future state

Google Groups

No migration needed. Lists will be created on the new platform for Spring 2020 semester.

Available: July 2020

Managing new list

Current state

Instructor receives a notification email, then enables their lists in the WiscList interface. Emails can be sent using the customer email client.

After migration 

Google Groups

Instructor receives a notification email, then requests creation of their lists in the new admin interface. Emails can be sent to lists in Google or in customer’s email client.

 

Advisor Lists

Migration plan

June 2020 – August 2020

Develop and implement a process for advisor requests.

June 2020 – August 2020

Develop and implement for data extraction.

July 2020

Creation of new advisor lists for Fall 2020 semester.

Migration strategy

Current status

Created automatically. Accessed in the WiscList interface.

Future state

Google Groups

No migration needed. Lists will be created on the new platform for Spring 2020 semester.

Available: July – August 2020

Managing new list

Current state

Advisor receives a notification email, then creates their list which is accessed and managed in the WiscList interface. Emails can be sent using the customer email client.

After migration 

Google Groups

Advisor requests creation of their lists via the new admin interface. All list settings will be managed in the Google interface. Emails can be sent to lists in Google or in customer’s email client.

 

List Library

Migration plan

January 2020 – April 2020

Develop and implement a process for integration of manifest and Google.

August 2020

Update Portal App with new list names.

Migration strategy

Current status

Lists are automatically updated and made available through the Portal.

Future state

Google Groups

Lists will continue to be available through the My UW portal. No customer migration necessary.

Available: August 2020

Managing new list

Current state

Lists are automatically updated and made available through the Portal. Moderation is managed in the WiscList interface. Emails can be sent using the customer email client or can be sent in the WiscList interface.

After migration 

Google Groups

Lists are automatically updated and made available through the Portal. All list settings, including moderation, will be managed in the Google interface. Emails can be sent to lists in Google or in customer’s email client.

 

eMail Marketing

Migration plan

July 2020

DoIT and DCS to develop and implement process for migration of lists to Eloqua.

Migration strategy

Current status

Same as WiscList Main with the addition of using options for simple marketing functions and HTML content.

Future state

Eloqua – eMail Marketing tool

Available: Now

Managing new list

Current state

Lists are created and settings, including options for simple marketing functions, are managed in the WiscList Interface. HTML messages are sent in WiscList interface.

After migration 

Eloqua – eMail Marketing tool

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