Automated Rackspace Group List Audit
Every Monday, WebRun opens Rackspace Email, walks each domain's group lists and aliases, compares the members against the mailboxes that still exist, posts Slack a list of shared addresses pointing at leavers or at nobody, and opens a Trello card per fix.
How do I check my shared email lists still reach the right people?
WebRun audits your Rackspace Email routing every Monday. It walks each domain's group lists and aliases, compares the members against the mailboxes that still exist, posts Slack the addresses delivering to leavers or to nobody, and opens a Trello card per fix, so enquiries stop landing in dead lists.
- Sales and support addresses stop delivering to people who left
- Empty group lists are caught before an enquiry disappears into one
- Every routing fix arrives as a Trello card, not a memory
Built for IT admins · office managers · small business owners · managed service providers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
apps.rackspace.comin a real browser with your saved login - no setup, no API keys. -
1
Rackspace Email - audit lists and aliases
rackspace.com
WebRun opens Rackspace Email to audit lists and aliases. - Open Rackspace Email and list the mailboxes on each domain you manage
- Open every group list and note its members
- Open every alias and note where it delivers
- Mark any member or target that no longer matches a live mailbox, and any list with no members at all
Done when Every group list and alias has been compared against the live mailbox roster.
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2
Slack - report the mismatches
slack.com
WebRun opens Slack to report the mismatches. - Post the shared addresses that still deliver to a departed mailbox
- List the group lists that now have nobody on them
- Put the customer-facing addresses such as sales and support at the top
- Note the count of lists checked so the audit is auditable
Done when The admin channel has this week's routing mismatches.
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3
Trello - open a card per fix
trello.com
WebRun opens Trello to open a card per fix. - Create a card for each address that needs its membership changed
- Write the current members and the mailbox that has gone into the card
- Leave every change for an admin to make. WebRun never edits a list or deletes a mailbox
Done when Each mismatch has a Trello card an admin can action.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it remove people from a list itself?
No. WebRun only reports and cards the mismatch. Editing a group list, changing an alias, and deleting a mailbox all stay with your admin.
How does it know who still works here?
It compares list and alias members against the mailboxes that still exist on your Rackspace domains, and you can point it at an HR roster if you keep one.
What if a list is meant to be empty?
Tell WebRun which addresses are parked and it leaves them out of the report, so the weekly list stays down to real routing problems.
Related templates
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