linking each officer to the member who currently holds that position
so that the correct name and phone numbers are displayed on the
contacts page,
keeping the forwarding addresses of the ICU's mail relays
in sync with the personal emails of the current office holders.
The former is managed on this website while relays are managed partly
on this website and partly on the website of our email service provider,
Mailgun.
Each relay has a
ICU
address (ending in
@icu.ie)
and one or more
forwarding
addresses (personal emails).
There are 3 relevant database tables:
officers,
players,
and
relays.
If an officer is linked to:
no player — then no name or phone numbers are listed for that position (it's unfilled),
a player — then that player's name and phone numbers will be listed for that officer on the contacts page.
If an officer is linked to:
no relays (rare, if ever) — then no email address will appear on the contacts page for that officer,
one relay (the usual case) — then the ICU address of the relay will be listed for that officer,
more than one relay (rare, but see the
FIDE & ECU Delegate
example below) — then the ICU addresses of the relays will all be listed for that officer.
Who can Manage Officers and Relays?
At the moment only the webmaster can do this, so to complete any of the tasks below the
webmaster must first login to this or the service provider's website.
How to Change an Incumbent Officer
This is a type of task which will often need to be done when a new executive is voted in.
To link an officer with a new member:
click
Officers
from the top navigation bar
find and click the officer you want to change,
do one of two things:
if you know the new incumbent's ICU ID, enter it in the box provided, or
if you don't know their ID, search for it using
Select Incumbent
and click their ID when you've found it,
click
Save.
To update the email relay:
click
Mail Relays
from the top navigation bar
find the relay corresponding to the officer and click the ICU email (the
From
address),
click
Edit,
enter the new incumbent's personal email address in the
To
box,
click
Save.
Alternatively, the changes can be made via the service provider and synced back to the ICU database:
login to the ICU's
Mailgun
control panel,
click
Routes,
find and click the
filter expression
corresponding to the officer's ICU email address,
update the
forwarding address
for the new incumbent's personal email address,
click
Save,
click
Mail Relays
from the top navigation bar, scroll to the bottom and click
Refresh from Provider
which ensures all ICU relays are up-to-date with any changes made via the service provider.
When an Role is Unfilled
It sometimes happens that a position is unfilled. In this case we want:
the officer still to be displayed on the
contacts page
but with blanks where the incumbents's name and telephone numbers would normally go,
emails sent to the officer's standard ICU email address to
be relayed to someone else (usually the secretary).
To achieve this, follow the instructions above for changing an incumbent
but with the following modifications:
enter a blank ICU ID when editing the officer,
use the secretary's personal email for the forwarding address when editing the relay.
Creating, Deleting and Updating Officers
Officers change so rarely that there is no website function to create new positions or delete positions no longer required
(a small amount of programming effort would be required to achieve either of these).
However, officers can be edited in the following ways:
as already discussed, they can be linked to different players,
their
rank
can be altered to change the order in which they are listed (the lower the rank the higher up they appear),
their status can be set to inactive, in which case they won't be listed at all (soft delete).
Creating, Deleting and Updating Relays
Relays can only be created or destroyed via
Mailgun.
Relay forwarding addresses can be edited on
Mailgun
or, for convenience and because it's so common, on
this website as well (see above).
One aspect of relays which is managed exclusively on this website is which officer (if any) each links to.
It's fairly rare that one would need to change the links between officers and relays because, for the
most part, one relay has been created for each officer and the links will already have been established.
The
FIDE & ECU Delegate
example below describes a scenario where some relinking of officers and relays would be required.
Disabling Relays
In normal circumstances
all relays should be enabled.
However, in exceptional circumstances, such as the provider's service being down or
a problem with our account, then some or all relays can be disabled.
There are two consequences of a relay being disabled:
if the relay is linked to an officer, the incumbent's personal email will be listed on the contacts page instead of the generic ICU address,
any emails sent to the ICU address will be stopped by the service provider and not be delivered.
As mentioned in the
Privacy Policy,
this is the only circumstance where persoanl emails would be publically available on the site.
In order to:
disable a single relay: edit the relay, untick the
Enabled
checkbox and click
Save,
enable a single relay: edit the relay, tick the
Enabled
checkbox and click
Save,
disable all relays: click the
Disable All
button if it's present (it will be if there's at least one enabled route),
enable all relays: click the
Enable All
button if it's present (it will be if there's at least one disabled route).
Not all Relays will be Linked to an Officer
There are more relays than officers and in most cases each officer has only one relay
which means there must be some relays not linked to any officer. This is normal and
there are good reasons why some ICU addresses should not appear on the contacts page.
For example, some, which forward to the webmaster's personal address, are for emails
registered with our internet providers (for hosting, domains or payment services) and
which members don't need to be informed of. Others, forwarding to the secretary, are
for officers that no longer exist (e.g. ICJ editor, IUCA delegate).
Adjusting the Phone Numbers Displayed for an Officer
By default, the
contacts page
lists all the telephone numbers of each officer,
but some officers may not want this.
Configuring which numbers are displayed and which remain hidden is something each
officer can manage for themselves, it doesn't require the webmaster. See
Privacy Policy.
