It’s been a while (but not that long a while), that I migrated all of our neos.io email infrastructure to Google. We needed actual IMAP accounts for each of the team members and the old solution, based on Mailgun SMTP forwards, didn’t fit our needs anymore.
Now, while Google Mail works fine, there were a few things which nagged me rather quickly:
- the solution is, for an Open Source project, rather costly, as we pay for a G Suite account for each Neos Team member
- the solution to handle common email addresses like firstname.lastname@example.org, conference@… etc. via Google Groups was very annoying and I think we didn’t really have an overview over who was tackling which request
So, I was looking for a new solution throughout the last months. I maybe should have gone through a more open discussion process with you folks, but in the end I thought, I’d take the risk to prepare a new solution already and give you a chance to veto if you don’t really like it.
Here’s what I did:
I asked @daniellienert from punkt.de if they would provide email hosting for the Neos Team. And Daniel was so kind to say yes! That means, we can move our @neos.io email accounts to punkt.de and they sponsor email hosting to the Neos project.
We haven’t taken any concrete steps with this yet, and I guess – considering the workload Daniel currently has – may start the migration after Christmas.
We currently use Google Drive for the Neos project’s private files. And I also asked Daniel if punkt.de could provide a Nextcloud instance for us instead. They do!
Daniel already set up an instance for us (https://vpro0704.proserver.punkt.de) which we’ll configure during the next weeks (with a custom domain etc) and then, at some point, can use for files we need to store for the Neos Foundation and Neos Team.
Zammad is an Open Source Project (https://zammad.org) but also backed by a company which offers a Zammad SaaS (https://zammad.com). It’s a nice help desk solution, hosted in a data center in Germany, provided by a German company, which we also use internally at Flownative.
I made a deal with the folks at Zammad: Since we are an open source project, they offer the Zammad SaaS “Professional Plan” to us for the price of “Starter” (which means a 66 % discount – https://zammad.com/en/pricing). In return, they asked us they could mention Neos in a future “customer success story”.
I tested Zammad with the folks in the Neos Foundation Board, because I guess that it will help them most (for example, incoming invoices would be routed to Zammad).
I also created a Zammad user for everyone in the Neos Team. Please go to https://neos.zammad.com (the domain will change at some point) and request a new password for your user (use your neos.io email address).
New emails which are directed to the mentioned email addresses will already end up in Zammad. I downloaded all data of the original Google Groups for later reference.
Important: Please start monitoring (and answering) tickets in Zammad – emails directed to the Security Team, Conference Team and general emails to hello will now end up there!
I know, it it’s a bit late in the process, but my gut feeling said that you wouldn’t mind a proper help desk and less costs for email hosting. However, please do give me your feedback. If it turns out that the majority of the team does not like the change, I will of course revert all the decisions I took without asking.