Posts in "ShuttleCloud"

The design behind ShuttleCloud’s migration portals

We are proud of our portals. They allow the end-user to migrate their emails and contacts from one provider to another quickly and efficiently.

On the outside they seem simple and pain-free. And Ultimately, that’s our goal. But there’s a lot of work that goes on behind the scenes to make this possible.

Why do we need a migration portal?

ShuttleCloud works with the world’s biggest email providers. Our migration platform makes it possible to migrate 30 million emails and more than 3 million contacts each day.

It works by integrating our clients’ technology with their user interface, However, integrations are long and tedious, they require customization and massive workforce from engineering.

So, our goal was to design a migration portal that would allow adaptation to each client’s aesthetic brand guidelines avoiding customization, as well as maintaining a controlled user journey.

We also wanted to create a straightforward prototype that would help our prospective leads understand how to use our tool.

Low fidelity wireframes

Before setting any design decisions in stone, we tested the portal’s flow through wireframes. After reiterating a few times, we delivered two versions that were ready for early usability testing.

Here we were testing the user experience with Ryan, who had never seen the portal before.

Analytics data

​Qualitative research, i.e. usability testing sessions, allowed us to identify potential usability issues early, which made it quick to fix them before a single line of code was written. 

High fidelity wireframes

After validating our design assumptions, it was time to proceed with the high fidelity wireframes and refine and polish the designs until their completion. This process involved both designing for mobile and desktop devices.

The ​​​Design system

We first created a design system with ShuttleCloud branding: components, palette color, font, buttons, etc. Then, we went through a thorough examination of font readability and color contrast. Finally, we delivered a coding-ready design that standardizes the graphical interface of the service. It was documented in a User Interface style guide.

Design Versatility

To achieve design versatility we created a design guide of easily modifiable components and styles. This system allowed experimenting with color schemes, typography, and styles to see what looked best. Making changes to the design was fast and efficient. But most importantly, it helped us quickly adapt to a different brand aesthetic, so that we could reach new leads with a migration portal that was ready to implement.

If you would like to put our portal to the test, get in touch and we’ll be happy to help.

Three user scenarios for easy email migration into G Suite

If you are interested in using our G Suite email migration tool, there are three primary use cases for your consideration:

  • End-user driven (online)
  1. Firstly, create all the user accounts within your new G Suite domain. Follow the steps located here for bulk or individual user creation.
  2. Go to the Marketplace website and install our tool following this link.
  3. Click on “Domain install” to allow your users to migrate their email by themselves.
  4. Send them an email including these steps on how to begin migrating. Your users will be able to migrate their email by themselves at https://gsuite.shuttlecloud.com
  • Admin-driven (online)

As a G Suite Admin, you can migrate all the email accounts of your organization by yourself. You have to follow similar steps to the ones detailed above:

  1. Once you create all the user accounts within your new domain, go the Marketplace website and install our tool following this link.
  2. Then, click on “Domain install.”
  3. After launching the app, you will be taken directly to https://gsuite.shuttlecloud.com. From here, as an administrator, you will be able to migrate messages from the old email accounts into the new user accounts one by one.
  • Admin-driven (offline)

You can provide us with a CSV, and we will load all those migrations for you. You will have to follow the steps below:

  1. Write to project@shuttlecloud.com asking for our bulk migration option, and we will provide you with the cost, instructions and a template for the CSV.
    • (The template requires the old user email address, old user password, and mapping from old email to the new G Suite email address).
  2. Create all the user accounts within your new domain. Follow the steps located here for bulk or individual user creation.
  3. Go to the Marketplace website and install our tool following this link. Then, click on “Domain install.”
  4. Provide the CSV template filled-in to your ShuttleCloud customer representative.
  5. We will begin your email migration. As soon as the migrations are complete, we will let you know.

How the GDPR and data portability impacts email providers

2018, now underway, will be marked at the corporate level by the incipient application of the General Data Protection Regulation, or GDPR. May 25th is the deadline by which all EU Member States, institutions and companies must comply with this new and demanding piece of legislation, binding on any European citizen having control over personal digital information.

To this end, the regulation requires that all companies operating in the European Union establish security controls in order to protect the storage of their customers’ data. The law also recognises users’ right to have their data erased, and a new right to data portability.

In essence, the latter will allow users to receive the personal information that they have provided a service if they so wish and, in addition, dispose of them in a format apt for their transmission to a different service.

Logically, email providers are among the companies that are to send this information to users so that it can be easily transferred to a third party. We explain in detail what this right to portability consists of, and how ShuttleCloud can help any email provider meet its obligation.

What is the right to portability?

The right to portability that companies responsible for data processing must guarantee before mid 2018 is set down in Article 20 of the GDPR as follows:

The data subject shall have the right to receive the personal data concerning him or her, which he or she has provided to a controller, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where (…) the processing is carried out by automated means.

In exercising his or her right to data portability (…), the data subject shall have the right to have the personal data transmitted directly from one controller to another, where technically feasible. 

In essence, the right to portability provides users with the ability to obtain and reuse their data in different services, such that they can move, copy or transfer personal information unimpeded.

This right encompasses, therefore, two different aspects that companies have to take into account. Firstly, users have the right to receive that information in a “structured, of common use and in mechanical reading” format so that they can store it on their device and manage it in a simple way. Second, they must be able to transmit their personal information from one company to another “without impediment”.

Now, what companies have to comply with the requirements of the GDPR and, in particular, manage the personal data of an individual in a usable and transferable way? A report published in the European Journal of Law and Technology states that the right to portability will apply to social networks, search engines, and online stores, in addition to photo storage and email services; everything from large companies (such as banks, pharmaceutical firms and airlines) to the smallest enterprises must meet these requirements.

In fact, violating the requirements of the GDPR can cost organisations dearly, as one of the major developments in the new regulation is the toughening of sanctions.

They will be divided into two ranges. Fines could reach up to 20 million euros, or the equivalent of 4% of corporate turnover the previous year (whichever is larger) for the most serious infractions, such as not having sufficient consent from customers to process their data, or not meeting Privacy by Design requirements.

The law calls for fines of up to 10 million euros, or 2% of the company’s revenue, for those that break rules such as not having their records in order, not informing the supervisory authority of a security breach, or not conducting impact evaluations.

How ShuttleCloud helps you comply with the GDPR

The new data protection regulations, thus, empowers EU citizens: if a user has a virtual mailbox with a certain email provider, and wants to switch to another, the new provider contracted must be able to ask the first for his stored information, in order to be able to transfer it to the second one in a simple way, without losing contacts or emails along the way.

ShuttleCloud, thanks to its email and data migration technology, can help email providers that operate in Europe comply with the new GDPR. But, what can we offer to ensure that email providers comply with the law’s data portability provision?

Thanks to our current technology, a user who wants to transfer his data (emails and contacts) from email provider A to a new one, B, must simply provide us with the data on the new provider. You can check it out on the following email migration portal that ShuttleCloud has developed for Stanford University: the client just indicates the username and password of his old email service.

With these credentials, ShuttleCloud will be responsible for accessing the service (provider B) and will automatically migrate to the provider, on its own and in a secure manner, all the content stored by the user in his email into his new mailbox, along with his contact list, through our API.

Here you can see the complete process to migrate emails and contacts from other providers to Gmail using our technology. For more information on how ShuttleCloud integrates into the services of different clients, see this article.

With this simple procedure and ShuttleCloud’s technology, any email service provider can fully comply with the portability regulation governing this type of data as set out in Article 20 of the new European GDPR law. We guarantee the integration and migration of over 200 email providers around the world, and our clients include some of the most important email services in the world and on the US market, such as Gmail and Comcast

If you are an email provider operating in the European Union, you must take action to comply with the GDPR. You will have to meet the requirements allowing your clients to enjoy the right to data portability, and ShuttleCloud can help you do this.

Are you an email provider that needs help with data portability and the GDPR? Contact us. We will be happy to help you so that you can comply with the European regulations entering into force on May 25. Write to us at: sales@shuttlecloud.com.

Image: Pixabay.

Gmail Meter, the Main Tool in a Business Insider Report About Email Analytics

Last month, the Australian edition of the news website Business Insider (BI) published an interesting report analyzing how Venture Capitalists (VCs) manage their email inboxes.

To make the report, BI contacted UK-based VC Christian Hernandez, cofounder and managing partner of London-based White Star Capital. To track Hernandez’s email inbox, they used Gmail Meter, the email analytics tool developed by ShuttleCloud.

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ShuttleCloud 7th Anniversary – Congrats Team!

ShuttleCloud founded in May of 2010 by Eduardo Fernández and Carlos Cabañero, is celebrating its 7th anniversary.

Since that time, the team has worked hard to achieve incredible goals, such as working with industry leaders like Google, Yahoo, and Comcast, amongst others. On a daily basis, ShuttleCloud migrates more than 31 million emails and 3.4 million contacts for its partners.

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