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Resource Administration

Resource Administration

Accessing New Student Affairs Virtual Environment

Student Affairs ITS has upgraded the Virtual Windows environment.  This tool is specifically for Mac users who require use of applications that are not compatible on the Macintosh OSX platform.  Examples such as SAP 7.20 and web applications that run true format in Internet Explorer. It is reccomended that if you have any documents that you would like to save while working in this environment that you move it to your local desktop on your workstation or the Student Affairs NAS, submit a request by emailing service@studentaffairs.duke.edu if this is part of your workflow.

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1. Select "Finder" from your dock

2. Select "Applications" from the left menu bar

3. Double click the application "Microsoft Remote Desktop.app" (Application has been distributed to all Mac workstations by SA ITS using Casper Managment.  If you do not have the application on your workstation, submit a request by emailing service@studentaffairs.duke.edu)


4. You will then see the following menu with two different server bookmarks.  Which server you choose will not matter, they are exactly the same for fail over purposes.

5. Select "continue" at this notificaiton screen.

6. Provide your "netID" and "password" for access.

7. Select "Desktop"

 

To Sign Out of the Virtual Enviorment:

1. Select the "Start Menu"

2. Select your name from the top right, then Select "Sign Out"

 

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Accessing The Student Affairs Network Attached Storage (NAS): Mac/Windows

The Student Affairs Networked Attached Storage is a collaboration space for departmental files managed by Student Affairs ITS. By default full-time staff are provisioned access to only their assigned department’s staff and student folder(s).  Access to non-departmental, drop-off, and/or student employee access (includes graduate assistant employees) must be submitted in a request to Student Affairs ITS by e-mailing service@studentaffairs.duke.edu to track change management.

Accessing The Student Affairs Network Attached Storage (NAS): Mac Workstations

  • Select "Go" from the "Finder" menu across the top of your screen.
  • Select "Connect to Server..."

  • In the field "Server Address" type (or copy/paste):

smb://cx4-fe-nas01.oit.duke.edu/studentaffairs

  • Select "Connect"

  • Input your netID and associated password (Student Employees: do not use "SA-netID, which is for your computer login only, use your normal netID and associated password here)
  • Select "Connect"

 

Accessing The Student Affairs Network Attached Storage (NAS): Windows Workstations

  • Select "Start"
  • Select "Computer"

  • Select "Map Network Drive"

  • The "Drive: Letter" does not matter, select any letter you would like.
  • For "Folder" input or copy/paste:

\\cx4-fe-nas01.oit.duke.edu\studentaffairs

  • Check "Reconnect at logon"
  • Check "Connect using different credentials"
  • Select "Finish"

  • insert your netID with "win\" prior to your netID
  • example: win\netID
  • insert your assocaited password
  • Select "OK"

 

 

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How To: Adding A Shared Mailbox - Office365

  • Head over to http://mail.duke.edu/
  • Log in to Office365
  • On the left navigation panel, "RIGHT Click" your name, then select "add shared folder"

  • You will then be prompted to enter the address of the shared folder, Student Affairs ITS will provide you with this information when notifying your shared mailbox has been provisioned.

  • You will then see it populate underneath your personal mailbox, if you have multiple folders currently expanded you may need to scroll down to see it. 

  • Once selected, the shared mailbox can be used to read/reply/ or compose messages in parallel with any others your department to avoid duplicate responses to the same emails.

ProTip:

  • To take advantage of sending on behalf of the mailbox's address instead of your personal email address:
  • Compose a new email, select the ellipsis as shown below, then select "Show From" a new field will now show up with your email address populated.

  • Remove your address by right clicking it, then enter the address you used in step 4 that was provided to you by Student Affairs ITS, you can now send on behalf of the shared mailbox and reply's will go back to the box as well.

Note: Mailing lists are not synonymous with Shared Mailboxes.  Mailing lists are used as a distribution method for communication between individuals where the original sender's identity is beneficial, much like a thread with multiple recipients
carbon copied.  Shared Mailboxes are a repository for collaborative communication between a department and a target individual or population such as a email note to a large number of students. If you would like to discuss if a existing mailing list or could benefit from turning into a shared mailbox or the creation of either, contact Student Affairs ITS for consultation on your process by emailing service@studentaffairs.duke.edu

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Casper Suite Apple (iMac, MacBook, iPhone, iPad) Users

Student Affairs ITS has completed full testing of the Casper Management Suite for the Apple platform and is excited to be sending the system into live production this Wednesday (July 9th, 2014).  The system will greatly aid SA ITS' efforts with the following topics:

 

Software and content distribution

SA ITS will provide on demand software and applications to users with completely silent installations to create low impact distribution methods to minimize workflow interruption.

Compliance and security

We will build upon our already secure enviorment by implmenting and enforcing settings, profiles, encryption auditing, and passwords based on compliance requirements (HIPPA, FERPA, PCI, etc) in different departments across the divsion of Student Affairs.

Inventory and Reporting

Casper empowers SA ITS' ability to run metric reports on everything from hardware models to software licenses and operating system versions.  These reports will leverage the information to ensure that SA ITS has a high level reporting tool, all while the grainular needs of who, what, where, when, why and how are met when required.

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SA ITS How To: Add your office phone for Multi Factor Authentication

  • Click on "Multi-factor authentication" on the right panel

Select "Register here"

  • select "Use multi-factor authentication for all NetID-Protected websites"
  • click "Add a basic cell phone or home/office phone"

  • Select "Home/office phone" from the drop down menu of what type of device you would like to register

  • Fill out your DIRECT office phone line.
  • Nickname your device "Office Phone" for convience

  • Henceforth all sites that require a netID authentication will require you to choose click on the "choose one option" and you will need to select "Call my Office Phone".  A automated system will then call your office line and require you to press any number on your phone to authenticate.  The system will then hang up the call.  You can now select "Enter"
  • The process can be repeated if you would like to use your personal cell phone to authenticate in case you are away from the office and require access to a Duke website that requires your NetID.

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BigFix and You

With the continued and exciting growth of our division, Student Affairs Information Technology Services (SA-ITS) has introduced BigFix, just one of our new enterprise tools that will be assisting on our mission to provide individual level attention and support even on a large scale.  SA-ITS is confident that this tool will reduce the need for service requests that involve minor plug in updates and allow for less downtime sifting through the dozens of updates that come out on a weekly basis from software vendors.  BigFix will also allow for increased transparency to Student Employees that may use multiple workstations in multiple division departments being that all updates on all workstations will be standardized.

The BigFix platform allows SA-ITS to take a unified approach to managing hot fixes and updates to all of our Student Affairs workstations.  In addition,these updates will run silently as a background process without prompting that anything is being installed.  This avoids workflow interruption versus having to contact the helpdesk to remote in to install the update for you for.  Users will only be aware of the BigFix application when  prompted to save their work and restart the computer (more on that later).  
 
Workstations with our BigFix agent will constantly be checking-in to the campus shared masthead server regardless of your location in the world.  The agent queries relevant updates based for your individual computer and ignoring non-relevant updates that you already have or do not need.  These updates can range from common plug-ins such as Adobe Flash Player and Java Runtime Environment that we have all seen before; to more custom SA-ITS packages for example: a blocker that prevents the new version Internet Explorer from updating to Version 10 which is not yet compatible with many Duke University/Duke Medicine online resources.  We can later apply a reverse action script once the platform is more stable.

If new updates have been applied to your workstation, you will notice the following prompt:



At this time you have the option to take the action (in this case the action is to restart your workstation) or you can delay the action for a specific amount of time of your choosing.



In the scenario that 24 hours past after the initial prompt without a action taken on your part, the request will lock to the top layer of your desktop until you take the action to ensure that workstations are receiving their updates in a timely manner.

SA-ITS is still adjusting the frequency of required restarts after updates have been installed (currently once per week).  If you have any suggestions feel free to leave us a comment below!

 

 

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Adding a Shared Calendar to OWA

In your web browser go to https://exchange.oit.duke.edu/

Login with your netID and password (Shown below)

Click on your calendar in the bottom left navigation pane (shown below):

 

On the top right select the "Share" dropdown menu, then select "Add Calendar" (shown below):

 

Add calendar based on the name, if you do not know the name of the calendar you can select the Duke Global Address Book labeled as "Name" and do a search (shown below):

 

If you have proper permissions to view the calendar you will see the field populate in your left navigation pane (shown below):

 

If you require further assistance or access to a particular Student Affairs resource calendar submit a ticket to: service@studentaffairs.duke.edu

 

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How To: Accessing An Exchange Shared Mailbox in Outlook Web App (OWA)

1.   Open any web browser and type in the following address: exchange.oit.duke.edu
2.   If this is your permanent workstation, select “This is a private computer”, “This is a public computer” will log the user out after 15 minutes of inactivity.  
3.   Enter your netID
4.   Enter your netID password

5.   click your name in the top right of the exchange web application.

 

  • In the “Select Mailbox” field, you should enter the shared mailbox name you wish to access:
    • For University users, the mailbox name will end with sharedmailboxname@duke.edu
    • For Medical/Hospital users, the mailbox name will end with sharedmailboxname@dm.duke.edu
  • Once you have entered the mailbox name correctly, click “Open..”

    •    Your shared mailbox should now be showing in a separate page (either in a new tab or new window).
    •    From here, you will want to create a new bookmark for easier and quicker access.

 

As always, contact Student Affairs ITS if you require any further assistance or have questions/concerns.
Submit a ticket by emailing: service@studentaffairs.duke.edu
Or call: 684­‐5143
 

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How-to: Entering Monthly Reports

 

 

Entering Monthly Reports

 

1.     Login to https://studentaffairs.duke.edu/forms/reports/

2.     Choose “Enter Monthly Item”

3.     The following screen should be on your screen. Once all of the data is filled out and appropriate options have been selected, choose “Create New Item”.

 

4.     A pop-up will prompt you to make sure you would like to move forward. You should choose “OK” if you would like to proceed.

 
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Office 365

Duke University’s Student Affairs Information Technology Services (SA-ITS) and Office of Information Technology (OIT) are currently working cooperatively on moving forward with Office 365.   This migration will introduce a suite of cloud-based services offered by Microsoft at an enterprise level subscription that compliments current Duke University’s volume licensing contracts for Windows Operating Systems and Microsoft Office Suite.

Currently all Duke e-mail and calendar services are hosted locally by OIT maintained servers.  As Student Affairs and other Duke divisions continue to grow, the direct high volume dependency on OIT exchange servers also increases which correlates to spending resources on required maintenance to avoid service downtime.  Office 365 will provide an immediate solution, as it will transition the hosting needs from Duke OIT to a Microsoft hosting solutions platform.  Office 365 is designed to deliver reliability, availability, and performance with a guaranteed 99.9% uptime, financially backed service level agreement.  

Users across the board will be able to reap the benefits as the cloud based service will allow OIT and SA-ITS to spend less resources on troubleshooting exchange issues and in turn refocus on developing tools and providing key support for our users that promotes productivity and development of technical tools.

Office 365 for Duke University is slated to go live early next year (Q1 2013).

 

 

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