Welcome To GETTING HELP - University Of Florida

VPN Web PortalCONNECT TO VPNUF Health VPN is supported on all modern computerand mobile operating systems1. Click on “vpn.ufhealth.org” or type it into the addressfield of your web browser and press enter2. This takes you to the UF Health VPN Web Portal3. Choose your Realm and enter your login information.Then choose “Sign In”4. Pick from any Web Bookmarks and other resourceslocated on the VPN PortalREMOTE DESKTOPVPN WEB PORTALPlease call IT If you want to connect to yourwork computer using remote-desktop whenYou may see Setup notifications that prompt youfor administrative privileges to make changes tooffsite, as your computer at work must beconfigured first.Remote Desktop access may not be allowedfor some non-exempt employees.your computer. Please always allow or acceptany request for settings change.If this is your FIRST time connecting to the VPNweb portal, you might see a request to restartyour computer.Mobile VPN1.2.3.4.5.Ensure that you have a wireless or data connectionGo to your “App Store”'Search for and install Pulse SecureOnce installed, open the Pulse Secure appClick Connect on the UF Health connection.You may need to add a new connection. If so, you canuse the following settings:Connection name: UF HealthServer name: vpn.ufhealth.orgUsername: yourusernamePassword: youraccountpasswordRealm/Domain: enter the best one for your accounttype. UFAD or Shands or UMC6. Tap on the newly listed connection item to connectMOBILE VPNWhen connection is properly set, you will see theDesktop VPN ClientA client (Pulse Secure) is available to connect to VPN fromyour Windows or Mac computer. VPN will allow you toaccess UF Health systems as if you were onsite.1. Visit ufhealth.org/vpn2. Choose and download the client to install from theright hand side3. From this download, install the Pulse Secure Clientper the onscreen prompts4. Click the UF Health connection5. When prompted, choose the appropriate realm6. Enter your login information7. Choose Sign InWhen connected properly, you will see the connectedPulse Secure VPN client icon in the application tray nearthe system clock.HSC VPN (CISCO ANYCONNECT)VPN connection indicator in the notifications area onyour device.While the HSC VPN should let you connect toIf you want to disconnect from VPN, you mustreopen the app and choose disconnect.HSC VPNGet Started with IT – v. Combined 8/31/17UF Health resources, please consider usingthe UF Health VPN, per this guide, over the

Setup up your mobile deviceCONNECT TO EMAILCorporate email is available to all UF Health faculty andstaff. UF Health uses Microsoft Exchange services.Outlook Web AccessYou can connect to your email by visiting Outlook WebAccess at these addresses:1. Go to your device Settings and find theAccounts section or Mail, Contacts, Calendarssection2. Choose “add account” and select “MicrosoftExchange” as the account type.3. Enter your email address and password, thenchoose Next4. After a moment, you should be prompted to enteradditional information5. Enter the following information:Server Name:UF: mail.ufl.eduShands: mail.shands.ufl.eduJax: mail.ufandshandsjax.org/From your UF Health computerOn your UF Health computer, you can use the Outlookemail client by opening the Outlook icon that is on yourdesktop.FIRST TIME STARTING OUTLOOKIf this is your first time starting Outlook,choose “Next” and “Finish” on any firsttime setup prompts.Use your mobile deviceFor UF: mail.ufl.eduFor Shands: mail.shands.ufl.eduFor Jax: mail.ufandshandsjax.orgDomain: *use the following based on your account domain,either UFAD or Shands or UMCUsername: your domain usernamePassword: Enter your account password1. Choose Next. If successful, you should see amessage indicating successo At this time you may be prompted toconfigure a device security pin2. If the account is successfully added, go back toyour home screen and then open your Mail app3. You should find that this new account has beenadded and email should begin to synchronize toyour deviceEmail Security MOBILE DEVICE SECURITY PINFor the best results, please have your device configured with a security pin before attempting tosetup email. A security pin is required to receiveUF or Shands email on your device.If you do not have a pin, you will be prompted tocreate one during this setup process. Ensure that you trust any links before clicking onthem from your email box.o Hover over the link to better tell where thelink actually goesUF Health IT will never ask you for your password.o Phishing attacks specifically target you andtry to trick you into clicking a link and givingup your username and password bylogging into fake websites.If you suspect malicious activity related to youraccount, please reset your password right away.More about email securityGet Started with IT – v. Combined 8/31/17

Sending an eFaxADVANCED EMAILA fax may be sent using your Outlook client.From UF email For local numbers:in the To field type:[fax:9thephonenumber]Example: [fax:92650526] For long-distance numbers:in the To field type:[fax:91thephonenumber]Example: [fax:913522650526]Encrypted EmailWhile you can confidently send restricted or sensitiveinformation in an email from UF to UF or from Shandsto Shands, it is important to ensure restricted orsensitive information that is sent to recipients outsidethe organization be secured.Sending an Encrypted EmailNote: the square brackets are required.Sending encrypted email will work with Outlook,outlook web, and your mobile device.Simply include in brackets, the term [encrypt] alongwith your subject in the Subject field of your email.From Shands email For local numbers:in the To field type:faxnumber@gwfax.shands.ufl.eduExample: 6274477@gwfax.shands.ufl.edu For a long-distance numbersIn the To field e: 18005551212@gwfax.shands.ufl.eduExample: Subject: “[encrypt] please review this soon”Reading an Encrypted EmailRecipients of encrypted emails will receive a specialemail that contains a click here to read this messagelink.Clicking the “Read this Message” link will take therecipient to the Proofpoint system website. If this is the recipient’s first time receiving anencrypted email, a prompt to register will appearbefore the recipient can open the securemessage.Registered recipients will need to login using theirregistered account information.Once logged into Proofpoint, the recipient may use theProofpoint system to read or reply to the secure email.Saving or forwarding secure emails from Proofpointmay not work.Get Started with IT – v. Combined 8/31/17File AttachmentsMost of the common file formats such as docx, xlsx,pdf, jpg, png, txt and more may be attached to an email. To protect you from malicious attack, somefiles such as exe, zip, and others will beautomatically removed from the email you aresending or receiving. You can include files up to 35MB asattachments.

Get connected using Windows or MacUF HEALTH CITRIXThe UF Health Shands Citrix environment is used topublish wide-use enterprise applications such as Epic.UF Health Shands Citrix website:From Off-site: mycitrix.shands.orgOn-site: citrix.shands.orgOn your UF Health WorkstationThe Citrix Receiver application should be installed on yourworkstation or laptop already. Some Citrix applications,such as Epic, may have a shortcut displayed on yourdesktop.CITRIX WORKSPACE APPUsing Citrix applications require that aCitrix Workspace App client be installedon your computer or mobile device.You may want to start by installing the“Citrix Workspace App” client for yourrespective operating system.Please visit Citrix.com, find Downloadsand choose the Citrix Workspace Appclient that is appropriate for youroperating system. Once installed,proceed to mycitrix.shands.org andlaunch your needed application.1. Open your internet browser and visitmycitrix.shands.org2. Login using your Shands username and password3. Choose and click the Citrix application that youwould like to use (Epic Production, etc.)4. Once the application opens, please loginGet connected with Android or iOS:1. Open your “app store”2. Search for and install “Citrix Workspace App”3. Once installed, go to your home screen and openthe Citrix Workspace App4. When prompted, enter the following informationand press SaveAddress: mycitrix.shands.orgUsername: your Shands usernamePassword: your Shands passwordDomain: Shands1. If login is successful, you will see an “Addfavorites” notice with an arrow. Tap the plus signto add published applications to your favorites list2. Once added, tap the application that you want touse from the Favorites’ list3. Once the application opens, please loginEPICLaunching EPICYou can launch EPIC HyperSpace Production throughCitrix from your desktop, laptop or mobile device.1. Login to mycitrix.shands.org and choose EPICHyperSpace Production2. Login to EPIC with your UF Health Shandsusername and password3. Choose your login departmentTraining & information for EPICYou can find training resources and up to dateinformation for EPIC at: epictrain.health.ufl.eduGet Started with IT – v. Combined 8/31/17

STORING &SHARINGYOUR FILESNetwork Share DrivesNetwork share folders offer robust data storage capabilityand is the preferred supported method for storing any ofyour work-related information.File ProtectionNetwork share folders are protected with 45 daily and 12weekly snapshots to ensure that data is recoverable in theevent of data loss.Standard Network Share LettersIn your Windows file browser, you will find several mappednetwork drives listed by letter. OneDrive for Business - GatorCloudIf you have a valid GatorLink account as an employee,faculty or student, you can use OneDrive.OneDrive provides 1TB of cloud file storage. Cloud storagemakes it easier to access files from different devices andlocations. There is no need to save documents to a flashdrive when traveling or using a different device.Visit OneDrive at: https://uflorida.onedrive.comIn addition to file storage, OneDrive allows you to createand edit Microsoft Word, Excel, PowerPoint, and OneNotedocuments within your web browser or on your mobiledevice.Alternative approved cloud storage solutions, such asDropbox for Education can be found n-up/OTHER CLOUD SERVICESG: is the root folder path for Shands employees. Hereyou can navigate to folders to which you have access.O: is the root folder path for UF employees. Here youcan navigate to folders to which you have access.V: is your department share folder. Here you canshare files within your department.P: is your personal network share folder that only youhave access to see. Use this folder for storing workrelated personal files.Network Share PathsIf you have to map to a network share folder,here are the basic root paths for network shares:For UF users: Windows: \\ahcdfs.ahc.ufl.edu\files Mac: smb://ahcdfs.ahc.ufl.edu/filesFor Shands users: Windows: \\shandsdfs.shands.ufl.edu\files Mac: smb://shandsdfs.shands.ufl.edu/filesOFFSITE ACCESS TO SHARE DRIVESBecause access to your files is important, a VPNconnection can be used to access share drivesoffsite.Get Started with IT – v. Combined 8/31/17Using cloud storage services such as GoogleDrive, AWS, and other could result in a dataprotection violation for which you may beheld responsible.USB drivesWhile keeping files on your USB drive is convenient, thedrive must be encrypted.The UF Health IT Mobile Computing and Storage DevicesStandard requires that all portable storage devices be fullyencrypted. UF Health IT recommends the Kingston DataTraveler Vault Privacy, which is also hardened againstphysical damage. You can order one by placing an ITservice request.File-Express for large filesUse UF File-Express to share files that are too large tosend in an email. Using a secure server and the GatorLinkAuthentication system, users can easily share files withmembers of both the UF and Non-UF community. Fileexpress is located at:https://file-express.ufl.edu

USING YOURDESK PHONEGet a new desk phone or move oneTo transfer a callYou can request to get a new desk phone or move one byplacing an online request at:https://ithelp.ahc.ufl.edu1. While on the call, press the corresponding “transfer”soft key2. Dial the number of the extension you wish to transferthe call to3. When the party answers, announce that you are aboutto transfer a callPhone DirectoriesYou can view the following directories. UF Health Directory (all UF Health)UF DirectoryOn-Call Schedule (Spok)On-Call Schedule (JAX)Infonet Directory (JAX)Shands Phonebook (GNV)VIVO (Research Directory)Using your desk phoneTo place a call, lift the handset and dial as follows: UF – Last 5 Digits of telephone number Shands – 5 5-Digit Extension Local Call – 9 7-Digit Phone Number Long Distance – 9 1 (Area Code) 7-Digit PhoneNumber International – 9 011 Country Code PhoneNumber4. If the party accepts the transfer, press thecorresponding “transfer” soft key again and hang upVoicemail for Cisco PhonesFrom your desk phone perform the steps then follow theprompts1. Pickup your personal line and press the “envelope”voicemail soft key2. Enter your voicemail pin and press #From outside UF Health perform the steps then follow theprompts1. Call your phone number and wait for the voicemailmessage prompt2. Press the * key to start the system prompts3. Enter your ID which is your 5-Digit extension and press#4. Enter your voicemail pin and press #To answer an incoming callVoicemail for NEC Phones1. Lift the handset, or2. Press the “speaker” button to answer hands-freeFrom your desk phone, dial 31400 and follow the prompts1. Enter your security code, the First time pass code is12345To end a call1. Return the handset to the cradle, or2. Press the “speaker” button if using the hands-free modeTo place a call on hold1. While on the call, press the corresponding “hold” softkey2. To return to the call, press the corresponding “hold” softkey again or the “resume” soft keyFrom outside UF Health, dial 352-733-14001. When the system greets you, Press * and then enteryour ID (your extension number)2. Enter your security code, the First time pass code is12345Conference callingYou can join other callers into your call.Press the conference button on your phone and dial thenumber you want to include. Wait for the party to answerthen press the conference button again to bring all partiestogether.Get Started with IT – v. Combined 8/31/17

Confidential InformationINFORMATIONSECURITYThe IT Security team works with employees to protectinformation systems and the confidential informationthat resides within them.SECURITY ISSUESTo report a suspected information securityissue, please call the IT Support Center.Confidential Information, also called RestrictedInformation by UF Health’s Data ClassificationPolicy, is any information protected by state orfederal law or by contract.Examples of confidential information: Protected Health Information (PHI)Personally Identifiable InformationSocial Security NumbersCredit card informationFinancial recordsPasswords, PINs, or other security codesUF Health Confidential Information can be:General Security Never tell anyone your passwordLog off or lock your computer workstation wheneverleaving it unattendedBe suspicious of any unexpected emailsIf you must use the Internet at work, browse only towell-known web sitesSave your work documents to the network drivesIf you work at home on a personally owned computero install antivirus software and updateso set up automatic security updateso require a password to logon and unlockMake sure that your mobile deviceso lock after no more than 15 minuteso use encryptiono have device wipe enabled after 10 incorrectpassword attemptso have tracking software enabledo connect to the correct Wi-Fi networkAcceptable UseUF Health information systems may only be used forauthorized purposes. Each user is responsible for maintaining theconfidentiality, security and integrity of UF Healthcomputers and systems they use and the ConfidentialInformation contained therein.Under no circumstances should UF Health systems beused for gambling, personal profit, or to download ordistribute materials, comments, pictures, or other formsof communication of a sexual nature or which areotherwise obscene, intimidating, offensive, or create ahostile work environment.Get Started with IT – v. Combined 8/31/17 On paperOn your work computerOn your personal smartphone or tabletOn a CD/DVD or USB DriveIn a voice mailPrinted confidential information must be storedsecurely in a locked cabinet and shredded when it isno longer needed.CONFIDENTIAL INFORMATIONRegardless of its form or location, you areresponsible for protecting confidentialinformation from unauthorized disclosure.File StorageTo ensure that your work-related documents and filesare appropriately protected and backed up daily, savethem to the provided network drives.PROTECT YOUR FILESTo protect your files, it is best to store themon your network share drives and not saveyour documents to the local internal C: driveof your computer.

User IDs and passwordsEmail SecurityYour user ID and Password uniquely identifies you atUF Health.PROTECTING YOUR PASSWORD No one should ever ask you for your passwordNever voluntarily give out your password to a coworker, friend or family memberBe aware of scams to trick you into disclosing yourpassword or other sensitive information throughphone calls or emailsPasswords should be:o Memorizedo Never written down so that others can seeor use themo Kept secret from other peopleBe suspicious of any unexpected emailseven from a friend, family member, or coworkerSometimes phishing and other unwanted emails reachour mailboxes.PHISHING ATTACKSPhishing attacks often begin with a cyber-criminalsending you a convincing email or calling youpretending to be a person or an organization youknow and trust, such as the helpdesk, a friend,your bank, your favorite online store, or a charity. Passwords CreationA strong password is your first defense against manytypes of computer attacks.The key to a good password is to not only choosesomething that no one will guess, but also somethingthat is easy to remember.UF Health passwords: Must be at least 8 characters or longer Must include at least 1 uppercase letter Must include at least 1 lowercase letter Must include at least 1 number May not use dictionary words longer than 3characters May not contain user names, forward or backward May not contain more than 2 pairs of repeatingcharacters Web BrowsingThe largest source of computer viruses comes frombrowsing to compromised or malicious web sites.Practice these safe habits: Get Started with IT – v. Combined 8/31/17suspect emails usually require immediate action,start with a generic salutation, and may havegrammar and spelling mistakesbe suspicious of attachments and only open thosethat you were expectingdo not click on hypertext links, use a previouslysaved favorite to check something from thehelpdesk or your bank. Or better yet, call a knownphone number to confirm itBe careful where you browseo The ability to connect with a specificwebsite does not in itself imply that it issafe.If you must browse the Internet, use only wellknown web siteso Be aware that web sites of any size andpopularity can be compromisedObtain permission from the UF Health IT beforedownloading or instal

UF Health As a member of the UF Health team, you will likely need access to and use of our IT systems and services. This guide is intended to help you get started and find what you need. GETTING HELP If you need help at any time, you can reach the UF Health IT team using one of th