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Process Overview 

List owners occasionally request their lists to be renamed.  The Listserv user interface does not offer a "rename" function.  "Renaming" typically involves creating (i.e. cloning) a new list based on the existing list configuration, copying the subscriber information from the existing list to the new list, then deleting the old list.  Additional tasks are required if the existing list has associated archives, or the requester wants to implement message forwarding from the old list to the new list.

Staging

The requester must be the owner of the existing list.

Determine if the new name requested is available. If a list exists that has the same name as the one requested, advise the requester to select another name.

Determine if the requester would like the old list address to forward messages to the new list address for an agreed upon period of time (usually 30 days).

Advise the requester that it is her/his responsibility to communicate the change to the list subscribers.

Advise the requester that if the list has custom templates defined, it is her/his responsibility to apply the customizations to the new list.

Determine if the existing list to see if it has archives, i.e. look for the Notebook= Yes... in the list configuration.

Schedule the date and time of the change with the requester.

List "renames" can be categorized in the following manner:

  • Simple renames (no archives, no forwarding)
  • Rename with forwarding requested
  • Rename with archives

Procedures addressing these categories are addressed below.

Implementation

In the instructions below, "oldlistname" represents the list that the requester wants to changed, and "newlistname" represents the name that the requester wants the list to become.  The procedures are conducted using the listmgr login.

Simple Rename

  1. Capture Subscriber information.
    • Obtain a list of subscribers for the oldlistname list.  Use the command "review oldlistname" from the Web UI command line.  The subscriber addresses will be sent to the listmgr@syr,.edu mailbox.
    • Open the review message. 
    • Copy the subscriber address information only. 
    • Open the Notepad text editor. 
    • Paste the subscriber information into the Notepad window. 
    • Maintain the format: one address per line, optionally followed by a space, then full name information. 
    • If the subscriber record contains "No Name Available", remove the "No Name Available" text, leave the email address.
    • Save the subscriber list as a .txt file.
  2. Create the newlistname list.
    • In the Listserv Web UI navigate to Server Administration > Mailing Lists > List Creation.
    • Enter the newlistname and the list title (usually, the description from oldlistname), then select "Clone List" from the List Creation Method. 
    • Enter oldlistname in the "List to be Cloned" field, then click "Next".
    • On the next screen make any adjustments to the list configuration, then click "Create".
  3. Add the subscribers to newlistname.
    1. In the Listserv Web UI navigate to List Management > List Dashboard, enter newlistname in the "Narrow" search field, then click Update.
    2. With newlistname appearing int he List Name field, navigate to List Management > Subscriber Management, then click the Bulk Operations tab.
    3. Select the function "Add the imported addresses to NEWLISTNAME; do not remove any subscribers."
    4. Click Browse, navigate and select the .txt file created in Step 1, then click Import.
  4. Delete the oldlistname list.
    1. In the Listserv Web UI navigate to Server Administration > Mailing Lists > List Deletion
    2. Enter oldlistname in the "Narrow" search field, then click Update. The oldlistname confoguration will appear in the List Header window.
    3. Click the Delete List button on the lower right of the browser window.
    4. Click the Confirm button on the upper right of the Confirm List Deletion screen.
    5. Send email from ticket to David Hoalcraft: "Listserv Namechange - Please complete the deletion of Old Listname - (oldlistname) by deleting files off of D:\Listserv\Main folder on the listserv.syr.edu server.
    6. Advise the requester that the operation has been completed, and that she/he should notify the list subscribers and other list owners, editors, and moderators.

 

Rename with Forwarding Requested

In this scenario, the old list is preserved for an agreed-upon period, and fitted with the New-List= keyword.  This causes messages sent to the old list address to be forwarded to the new list.  Senders receive a notification advising them of the new list address.

  1. Follow the instructions in Steps 1 - 3 from the Simple Rename process shown above.
  2. Remove all subscribers from oldlistname.  Use the command quiet delete oldlistname * or employ the Bulk Operations option 2, but omit the input file.
  3. Add the keyword Owner= listmgr@syr.edu to the configuration for oldlistname, then remove all other owners.
  4. Remove all other keywords from the oldlistname configuration. Leave the list description.
  5. Add the keyword New-List= newlistname@listserv.syr.edu then save the configuration.  A sample of the list configuration is shown below this block of instructions.
  6. After the end of the agreed-upon time, delete oldlistname.  Follow the instructions a through e on Step 4 of the Simple Rename process shown above.

Sample List Configuration using New-List Keyword

 

Oldlistname description - delete after yyyy-mm-dd

New-List= newlistname@listserv.syr.edu
Owner= listmgr@syr.edu

Rename with archives

In this scenario, the existing old list has list archives.  The requester would like the existing archives to be migrated to the new list.

  1. Follow the instructions in Steps 1 from the Simple Rename process shown above.
  2. Create the newlistname list.
    • In the Listserv Web UI navigate to Server Administration > Mailing Lists > List Creation.
    • Enter the newlistname and the list title (usually, the description from oldlistname), then select "Clone List" from the List Creation Method. 
    • Enter oldlistname in the "List to be Cloned" field, then click "Next".
    • On the next screen, change the list name shown on the Notebook= keyword from oldlistname to newlistname,  then click "Create".
  3. Add the subscribers to newlistname.
    1. In the Listserv Web UI navigate to List Management > List Dashboard, enter newlistname in the "Narrow" search field, then click Update.
    2. With newlistname appearing int he List Name field, navigate to List Management > Subscriber Management, then click the Bulk Operations tab.
    3. Select the function "Add the imported addresses to NEWLISTNAME; do not remove any subscribers."
    4. Click Browse, navigate and select the .txt file created in Step 1, then click Import.
  4. Remove all other keywords from the oldlistname configuration. Leave the list description.
  5. Add the keyword New-List= newlistname@listserv.syr.edu then save the configuration.
  6. Hold the oldlistname list:  use thecommand HOLD oldlistname
  7. On the Listserv.syr.edu server, open Windows Explorer and navigate to E:
  8. Rename the folder oldlistname to newlistname.
  9. Issue the command Free oldlistname.
  10. After the end of the agreed-upon time, delete oldlistname.  Follow the instructions a through e on Step 4 of the Simple Rename process shown above.