TOPIC:

Tom Colling
Omaha Toastmasters Club 281
281.toastmastersclubs.org/

Our incoming executive committee has decided to create a gmail account that would be configured to use a filter to forward to each of the club officer email accounts (i.e. This email address is being protected from spambots. You need JavaScript enabled to view it.). Each validation/confirmation email that was sent to gmail did route to the desired club officer and each has been able to accept the forwarding.

When attempting to send a test message from a different gmail account, it didn't work and there was no bounce back message.

When attempting to send a test message from a corporate email account, it didn't work and there was a "[FreeToastHost] Message Not Delivered" message that was returned to the original sender.

How can we get this setup so that the forwarding will work? Ideally we would like This email address is being protected from spambots. You need JavaScript enabled to view it. listed as the club administrator email address. With it forwarding to each club officer, this will allow the team to be informed about new members, meeting role changes, and agenda replies to the administrator. (Our club has a "presiding officer" philosophy, so a different club officer is running the meeting each week.)

Details from the not delivered message:

An email security check failed during email processing.

(DKIM Signature Verification: fail (body has been altered))

Emails failing security checks may be blocked in the future.
If you have any questions about this, please visit support.toastmastersclubs.org.

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Subject: Test Message: New club officer email account
Thread-Topic: Test Message: New club officer email account
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rial=20from=20your=20system.=20=20The=20sender=20may=20archive=20e-mails,=
=20which=20may=20be=20accessed=20by=20authorized=20persons=20and=20may=20=
be=20produced=20to=20other=20parties,=20including=20public=20authorities,=
=20in=20compliance=20with=20applicable=20laws.

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Tom Colling
Omaha Toastmasters Club 281
281.toastmastersclubs.org/

This seems unnecessarily complicated and likely to have problems.

If you are just trying to capture all the emails going to your club officers, then you should just use the gmail account as your club archive email account.

Thank you. Let me provide additional context.

Today when a member cancels a meeting role at the last minute, the email goes to the VPE and the admin. Let's say that this week the VPM is the person running the meeting and that the VPE and the admin won't be present.

The desire is for the meeting role cancellation to go to the new admin email of This email address is being protected from spambots. You need JavaScript enabled to view it. which is setup to route to This email address is being protected from spambots. You need JavaScript enabled to view it. and the other six officers. This would allow Rick (our current VPM) to know that action is needed to help fill the roll at the meeting.

The benefit to having it sent to This email address is being protected from spambots. You need JavaScript enabled to view it. is that next year, when Brenda is the VPM that she would receive similar notifications.

We are seeking to make it possible for all club officers to be equally informed as the club admin (who may or may not be an officer at any given time.)

Is there a reason that the email resulted in a "message not delivered" and is there any workaround available to make it work?

Because of some technical reasons that I do not want to dwell on, you will run into issues with this approach.

You should expect forwarding to be a dicey proposition... it looks like blind carbon copy, and the keywords I use to try to figure out whether it is actually forwarding are subject to change by email providers. Additionally, forwarding as we tend to think of it is actually re-sending which means stuff gets added along the way that can cause security flags to get triggered. Lastly, what happens if an officer in the future decides to turn off their officer email address?

Bottom line: You got flagged for email body being different than what was sent... a DKIM security issue. Your email got checked for this because it came from a non-member email address. (If you added the email address as a dummy member, the DKIM check would not occur.) DKIM is complex and I put an inordinate amount of time into it in the past to get it to work to the level it does now... I am not going down that rabbit hole again for a long time.

A better approach: I just added "All Officers" to the meeting notification options. Try that out... Less headaches for both of us. No new email account needed... No forwarding rules to deal with... etc. etc.

Steve:
That sounds like an excellent work around.

To test, I changed the admin email to my work account.

I updated the agenda properties (see attached screenshot). System should email all club officers, the Toastmaster and the admin.

I added and removed myself from a meeting role.

The email I received for the admin at my work account, shows the correct new admin email address, and the VPPR only. It did not include the Toastmaster (Elias) or the secretary (my normal email account) or the other officers. (See attached screenshot)

This was for the linked agenda
281.toastmastersclubs.org/agenda-1025200.html

Tom, I am going to throw this back in your lap...

You *almost* had me thinking there was a problem with the system notification logic, but there is not. I verified that all the correct people were getting selected, but then I was surprised to see that only a couple of email addresses were the result. Of course, that list of email addresses gets filtered by which of those people have Role Change Notifications enabled in their member profiles... That filtering is where this gets interesting.

From what I see, a *lot* of your people (not everyone) have specifically shut off Role Change Notifications in their member profiles... Even you have them shut off. Regardless of what you set up for the overall notifications scheme, my rule is that the member has the final say on notifications. If people in your club do not want to be notified, then good luck to you.

This is another aspect of privacy... people want their personal information to be kept private and secure, but they also want final say in how many notifications and emails they get.

Regardless of whatever scheme you use for role change notifications, it looks to me like you *first* have to deal with why so many members seem like they do not want to get them. Even if you set up some sort of forwarding scheme, you still might have people that send those notifications to their spam filter without you knowing it.

Steve:
Thank you so much for digging into this and helping me better understand how the system works.

As with many things in life, this is entirely my fault. Most of our members never go beyond the agenda on the website. When the member notification was first implemented, it sometimes resulted in confusing messages when I would remove an experienced member from Speaker 1 and then add that person as Speaker 3. This was to allow less experienced members to be able to speak before the experienced one. With newer functionality on the website, I notice that I can now simply drag Mr. DTM down and that the roles automatically renumber.

As such, I am the fool that removed the role change notifications from these folks to begin with.

I have tested again. I can confirm that your new change works perfectly. All seven officers and the admin received the notification when I removed myself from a role. (Attached screenshot)