MCommunity Group Synchronization to U-M Google and Box

MCommunity Directory groups are synchronized to U-M Google and U-M Box so you can use them when sending email, sharing resources, and collaborating. This document lists what parts of MCommunity groups are sent to U-M Google and Box.

For details about using MCommunity groups within U-M Google and Box, see Google: Working with MCommunity Groups and Box: Working with MCommunity Groups.

What Goes to U-M Google

These parts of an MCommunity Directory group are synchronized to U-M Google Groups:

  • Group email address
  • Group name
  • U-M group members (in the form of uniqname@umich.edu). The group member list is sent to U-M Google, but it is not visible in U-M Google. The only part of your group you can see in U-M Google is the email address (it auto-completes as you type it when sharing a resource).
  • Member visibility (privacy) setting. This setting is sent to U-M Google so that U-M Google knows whether it can show the member list of a group that has been invited to a U-M Google calendar event.
  • Subgroups (nested groups).

These parts are not synchronized:

  • Group Also Known As names, or aliases, are not sent to U-M Google.
  • External members of MCommunity groups are not synchronized to U-M Google. You will need to share resources with them individually.

What Goes to U-M Box

These parts of an MCommunity Directory group are synchronized to U-M Box:

  • Group email address
  • U-M group members (in the form of uniqname@umich.edu). The group member list is sent to U-M Box, but it is not visible.
  • Member visibility (privacy) setting. This setting is sent to U-M Box so that U-M Box knows whether it can show the member list of a group.

These parts are not synchronized:

  • Group name
  • Group Also Known As names, or aliases.
  • Subgroups (nested groups).
  • External members

Expired/Disabled Groups Are Synchronized

Expired groups are synchronized to U-M Google and Box. When a group in the MCommunity Directory expires, it remains in the directory in a disabled state (mail cannot be sent to it) for one year before it is deleted (see expiry policy). During that year, group owners can renew the group. If an expired group were to be removed from U-M Google or Box and then renewed, any previous sharing settings would break. For this reason, synchronized groups are not removed from U-M Google and Box until they are removed from the directory.

Expired groups can be used for resource sharing, but notification email sent to them will be undeliverable. 

After an expired group has been disabled for a year, it is removed from the MCommunity Directory. When a group is removed from the directory, it is also removed from U-M Google and Box

Group Settings

Important! For your group to work as expected when sharing U-M Google and Box resources, choose these settings in MCommunity:

  • Messages can be sent to the group by anyone: If your group settings dictate that only members can send mail to it, notifications from U-M Google and Box will not be delivered to the members. This is because the address used to send the notices is not a member of any groups. If your group is set so only members can send mail to it, the notification will not get through.

  • Not moderated: Moderated groups do not work properly for sharing U-M Google and Box resources.

Last Updated: 
Tuesday, March 28, 2017