Using mod_authn_cas at SFU

OVERVIEW

mod_authn_cas is an Apache module that uses CAS to authenticate a user and authorize their access to web content served by an Apache HTTP Server. Because this module does not redirect to the CAS login page, it can be used when protecting an application that is not web based, such as WebDAV. This module is very basic and does not have any authorization features built in, so it relies on other modules or CAS itself to provide access control. Typically you would register your application (such as WebDAV) with CAS and specify what Required Attributes need to be specified.


Using mod_authn_cas at SFU

CONFIGURING MOD_AUTHN_CAS AT SFU

The first step is to download a copy of mod_authn_cas from here . You can then build and install the module. Once the module is installed in your Apache's module directory, you should specify the following in your Apache httpd.conf file: LoadModule authn_cas_module modules/mod_authn_cas.so You then need to add a few required parameters to configure mod_authn_cas CASRestURL https://cas.sfu.ca/cas/v1/tickets mod_authn_cas needs to make a direct connection to the CASRestURL to log the user in. To allow the SSL connection to be made, you need to install the X509 certificate of the Certificate Authority for the CAS server in your certificate folder (default /etc/ssl/certs/). That certificate is available at ThawtePremiumServerBundleCA-2018-v3.pem . You would then specify the directory containing that certificate using: CASCertificatePath /etc/ssl/certs/ You can then protect a directory in your Apache configuration by using: <Location /WebDAV> AuthType Basic AuthName "Enter an SFU account." AuthBasicProvider cas Require valid-user </Location>


Using mod_authn_cas at SFU

SUPPORTED REQUIRE DIRECTIVES

The mod_authn_cas module doesn't support Require directives on its own, but built in modules like mod_auth_basic provide at least the following: Require valid-user Require user userid [userid] ... Other access control requirements can be specified in CAS when you register your CAS protected server/application.


Changing delivery email address to Service Hub

Administrative and Business Business Capability and Process Automation Enterprise Service Management eSupport Migration


OVERVIEW

Need to update your email routing to Service Hub? Changing delivery email address will require you to configuring your email account to route to Service Hub. There are two common cases


to configure your email:

For Sponsored Account: Creating Inbox Rule on SFU Mail For Maillist: Adding New Member on Maillist


Note:

Select one of the two guides depending if your email account is a sponsored account or a maillist. which email accounts do I need to change? All eSupport email points need to be changed and re-routed to Service Hub. Please take a look at our eSupport Email Routing List and look up your queue to see a list of email accounts that needs to be updated. is my email account a sponsored account or a maillist? Go to SFU Maillist and, on the "Go to list", your email address without "@sfu.ca" . If there is a search result, then your email account is a maillist. If not, your email account is a sponsored account. I can't make changes. who is the owner of my email account? Sponsored Account Go to the Sponsor Lookup App (you must be logged into a staff, faculty or sponsored account, and be connected to campus networks or SFU VPN). Enter the Sponsored Account Computing ID and you will see the owner listed. Maillist Go to SFU Maillist and, on the "Go to list", your email address without "@sfu.ca" . You will see the owner listed. For Sponsored Account: Creating Inbox Rule on SFU Mail Step 1. Go to on a web browser. Once you're logged into your sponsored account, select the Settings 'gear' icon on the top-right corner, then Options . Step 2. Under Mail > Automatic Processing , select Inbox and Sweep Rules . Then, select ' + ' to create a new Inbox Rule. Step 3. Enter the following details (shown in the screenshot) for the new inbox rule:


Name:

Redirect all messages to Service Hub [Apply to all messages]


Redirect the message to, for example:

sfutdx@sfu.ca " (or the TDX ticket address associated to your Ticketing application) Select


OK

to create the new inbox rule, then Save to update your Inbox Rules. Step 4. Ensure that you select and delete existing Inbox Rules that redirect emails to eSupport (to esupport@rcg.sfu.ca). Select Save to update your Inbox Rules. This will avoid having SFU Mail routing to both Service Hub and eSupport. Congratulations! You've re-routed your sponsored account emails to Service Hub. You may repeat this guide for the rest of your sponsored accounts, or see the guide below if you need to change delivery email on a maillist. Be sure to test your email endpoints to ensure that incoming tickets are routed correctly to generate a ticket on Service Hub and not in eSupport. Check the details of the test email message to make sure it ended up in the correct Responsible Group on Service Hub and that the reply-to is correct. For Maillist: Adding new member on SFU Maillist Step 1. Go to SFU Maillist on a web browser. Once you're logged in, select Find maillists owned/managed by me , then find and select your maillist. Step 2. Select the Maillist members tab.


Add, for example:

" sfutdx@sfu.ca " (Use the email associated to your ticket application) then select Save Changes . Step 3. Select the Sender restrictions tab. Ensure that your Sender Policy are unchecked for restricted sender, then select Save Changes . Step 4. Go back to the Maillist members tab. Select the delete 'trash' icon on your existing eSupport email (esupport@rcg.sfu.ca), then select Save Changes . This will avoid having maillist routing to both Service Hub and eSupport. Congratulations! You've re-routed your maillist emails to Service Hub. You may repeat this guide for the rest of your maillists, or see the guide at the top of the page if you need to change delivery email for a sponsored account. Be sure to test your email endpoints to ensure that incoming tickets are routed correctly to generate a ticket on Service Hub and not in eSupport. Check the details of the test email message to make sure it ended up in the correct Responsible Group on Service Hub and that the reply-to is correct.


Moving Ticket from eSupport to Service Hub


OVERVIEW

Moving tickets from eSupport to Service Hub will require you to recreate or forward to Service Hub. There are three options


to move tickets to Service Hub:

Option 1: Submitting a webform Option 2: Forward a ticket from eSupport to "sfutdx@sfu.ca" Option 3: Create and send an email to "sfutdx@sfu.ca"


Note:

At this time, moving tickets from eSupport to Service Hub has to be done manually and one-by-one.


DETAILS

Option 1: Submitting a webform Step 1. Go to servicehub.sfu.ca and search for your service. Step 2 . Select "Report a problem" or "Request Service" button to open the webform. Step 3 . Copy and paste the details from your eSupport ticket onto the webform. Include any attachments if necessary. Step 4 . Submit the webform. Congratulations! You've emailed your eSupport ticket to Service Hub. You may repeat these steps for the rest of your eSupport tickets you wish to forward. Be sure to try one ticket first to ensure it's being moved to the correct Service / Group on Service Hub. Option 2: Forward a ticket from eSupport to "sfutdx@sfu.ca" Caution! Due to the reliability issues with the eSupport platform, not all forwarding request may go through. We strongly advise using Options 1 or 3 as a result. Step 1. Go to esupport.sfu.ca and open the ticket you wish to move to Service Hub. Step 2 . Select "Forward" under the Ticket History. Step 3 . Enter "sfutdx@sfu.ca" on the "To" field. Step 4 . Select "Forward Message". Congratulations! You've emailed your eSupport ticket to Service Hub. You may repeat these steps for the rest of your eSupport tickets you wish to forward. Be sure to try one ticket first to ensure it's being moved to the correct Service / Group on Service Hub. Option 3: Create and send an email to "sfutdx@sfu.ca" Step 1. Create a new email on or your preferred email application. Step 2 . Enter "sfutdx@sfu.ca" on the "To" field. Step 3 . Copy and paste the details from your eSupport ticket onto the Subject and Message Body. Include any attachments if necessary. Step 4 . Send the email. Congratulations! You've emailed your eSupport ticket to Service Hub. You may repeat these steps for the


DETAILS

"sfutdx@sfu.ca" on the "To" field. Step 3 . Copy and paste the details from your eSupport ticket onto the Subject and Message Body. Include any attachments if necessary. Step 4 . Send the email. Congratulations! You've emailed your eSupport ticket to Service Hub. You may repeat these steps for the rest of your eSupport tickets you wish to forward. Be sure to try one ticket first to ensure it's being moved to the correct Service / Group on Service Hub.


Getting Started with Microsoft 365

Software and Application Distribution Microsoft Teams To get started with Microsoft 365 at SFU, follow the steps below: Log in at Microsoft 365 Portal Install on devices (Optional)


Getting Started with Microsoft 365

STEP 1. LOG IN TO THE MICROSOFT 365 PORTAL

1. To sign in, visit the Microsoft 365 Portal . Visit the M365 Portal 2. At the Microsoft login screen, enter your SFU email address (i.e., yourSFUcomputingID @sfu.ca ). 3. You will be re-directed to the SFU CAS login screen. Log in using your SFU Computing ID and password .


Getting Started with Microsoft 365

STEP 2. INSTALL MICROSOFT 365 APPS ON PERSONAL DEVICES (OPTIONAL)

All current SFU faculty, staff and students are eligible to install Microsoft 365 for free on up to 5 individual-use devices , such as a laptop, tablet, or smartphone. 1. Log in to the Microsoft 365 Portal . Please refer to the section above for log in instructions. 2. Select Install Office , located at the upper right corner of the page. 3. Choose Office 365 apps from the drop-down menu. 4. Follow the on-screen directions to complete the installation. For a step-by-step illustration on how to install Microsoft 365 on a PC or Mac, please visit Microsoft's Support Page .


Getting Started with Microsoft 365

WHO CAN USE MICROSOFT 365?

All current SFU faculty , staff and students are eligible to install Microsoft 365 for free on up to 5 individual-use devices , such as laptop, tablet, or smartphone. Note. The availability of the individual applications within M365 may vary. Please refer to the application pages for more details on eligibility: Microsoft Office Microsoft Teams Microsoft OneDrive


Getting Started with Microsoft 365

SFU

retirees , emeritus and adjunct professors are eligible for Office 365 online to help facilitate working with the university community. This furnishes all the Office services, but does not allow for desktop installs of Office. The Office suite is still available in a browser.


Getting Started with Microsoft 365

INDIVIDUAL-USE

Microsoft 365 is available to all current SFU faculty, staff, and students with a Microsoft 365 account. For a step-by-step illustration on how to install Microsoft 365 on a PC or Mac, please visit Microsoft's Support Page .


Getting Started with Microsoft 365

UNIVERSITY-MANAGED

If you are an SFU faculty/staff and you hold a university-managed device, Microsoft Teams, OneDrive, and Office 2019 applications should be pre-installed on your device. Please submit a service request to the IT Service Desk or contact your local IT representative for software inquiries/installations. Related Articles (1) Additional Learning Resources for Copilot Resources and learning paths that can help you get started with Microsoft 365 Copilot. Related Services / Offerings (1) Microsoft OneDrive Microsoft OneDrive is a file hosting and synchronization service for individual use at the university.


OneDrive - Fixing Sync Conflict Issues

Software and Application Distribution Microsoft Microsoft OneDrive


OneDrive - Fixing Sync Conflict Issues

OVERVIEW

MS Office applications will attempt to sync Office files that you open with OneDrive. This page outlines the steps needed to resolve the "Upload Blocked" error message when you open a synced Office file from your OneDrive desktop: Fixing sync conflicts for Office files (Windows) Fixing sync conflicts for Office files (Mac)


OneDrive - Fixing Sync Conflict Issues

FIXING SYNC CONFLICTS FOR OFFICE FILES (WINDOWS)

Step 1. Click the OneDrive cloud icon in your taskbar notification area. Step 2. On OneDrive, click "Help & Settings" on the bottom right corner. From the pop-up menu, select "Settings". Step 3. On the pop-up window, select the "Office" tab and uncheck "Use Office applications to sync Office files that I open".


OneDrive - Fixing Sync Conflict Issues

FIXING SYNC CONFLICTS FOR OFFICE FILES (MAC)

Step 1. Click the OneDrive cloud icon in your menu bar. Step 2. On OneDrive, select "More" on the bottom right corner. From the pop-up menu, select "Preferences". Step 3. On the pop-up window, select the "Office" tab and uncheck "Use Office applications to sync Office files that I open". Related Services / Offerings (1) Microsoft OneDrive Microsoft OneDrive is a file hosting and synchronization service for individual use at the university.


OneDrive - FAQs

Software and Application Distribution Microsoft Microsoft OneDrive Overview Browse frequently asked questions about Microsoft OneDrive.


OneDrive - FAQs

FACULTY, STAFF, AND STUDENTS

OneDrive is available to all current SFU faculty, staff and students with a Microsoft 365 account .


OneDrive - FAQs

OTHER

There are no current plans to provide access to SFU alumni.


OneDrive - FAQs

ARE THERE ANY COSTS TO USING ONEDRIVE?

Microsoft OneDrive is free for all current SFU faculty, staff and students.


OneDrive - FAQs

HOW DO I GET ACCESS TO ONEDRIVE?

1. Access Microsoft OneDrive OneDrive Web: Visit M365 Portal > Select OneDrive icon OneDrive Desktop: Launch the software on your desktop


OneDrive - FAQs

INDIVIDUAL-USE

To download Microsoft OneDrive on your individual-use device , visit Microsoft OneDrive's download page for more information.


OneDrive - FAQs

UNIVERSITY-MANAGED

If you are an SFU faculty/staff and you hold a university-managed device , OneDrive should be pre-installed on your device. Please submit a service request to the IT Service Desk for any software inquiries or installations.


OneDrive - FAQs

CAN I USE ROLE OR SPONSORED ACCOUNTS ON ONEDRIVE?

Role or sponsored accounts can use OneDrive to store and share documents.


OneDrive - FAQs

IS ONEDRIVE AVAILABLE ON LINUX?

At this time, OneDrive is available as a progressive web app on Linux. As an alternative, you'll also be able to access the web version of OneDrive.


OneDrive - FAQs

DOES ONEDRIVE SUPPORT WEBDAV CONNECTIONS?

OneDrive does not support WebDAV connections.


OneDrive - FAQs

WHAT IS MY STORAGE LIMIT FOR ONEDRIVE?

The storage limit for OneDrive is


OneDrive - FAQs

1 TB

.


OneDrive - FAQs

WHAT IS THE SIZE LIMIT FOR A SINGLE FILE ON ONEDRIVE?

The size limit for a single file on OneDrive is


OneDrive - FAQs

250GB

.


OneDrive - FAQs

ARE THERE BACKUPS OF MY FILES ON ONEDRIVE?

Neither Microsoft nor SFU provide indefinite backups to your files stored on OneDrive. You are responsible for backing up your files if you require additional data resiliency. However, OneDrive does provide robust features such as soft-deletes ( Recycling Bin ), file versioning , and account restoration to help address potential file corruption, accidental changes, or deletions. If you have accidentally deleted a file or folder, you may be able to restore them within 93 days. For more details, visit the Microsoft Support page on Restoring deleted files or folders in OneDrive .


OneDrive - FAQs

CAN I SYNC FILES SHARED BY OTHERS ON MY COMPUTER?

You can only sync shared folders on your computer. If you wish to sync a shared file , ask the file owner to place the file into a folder and share the entire folder with you.


OneDrive - FAQs

To sync a shared folder via the OneDrive desktop app:

Sign in to the Microsoft 365 Portal . Select the OneDrive icon on the left navigation menu. On the OneDrive page, select “Shared” on the left navigation menu bar. Under the “Shared with you” tab, go to the shared folder you wish to sync and select “Add shortcut to My Files”. Your OneDrive desktop app will automatically sync and the folder should appear on your desktop within a few minutes.


OneDrive - FAQs

Note:

If you've previously set your OneDrive's desktop app to only sync specific folders, you will need to manually enable syncing for the newly shared folder in the OneDrive settings. For more details on syncing, visit the Microsoft support page on Add and sync shared folders to OneDrive .


OneDrive - FAQs

WHEN I LAUNCH ONEDRIVE ON A BROWSER, IT SHOWS A BLANK SCREEN. WHAT SHOULD I DO?

Your web browser may not be compatible with the application. Update your web browser or switch to a different web browser, such as Chrome or Firefox.


OneDrive - FAQs

WHY AM I GETTING AN UPLOAD ERROR MESSAGE WHEN I UPLOAD FILES TO ONEDRIVE?

There can be many reasons to why your files cannot be uploaded on to OneDrive, but here is a list of the most common reasons: Your file name contains special characters or unorthodox naming that conflicts with Microsoft's operation system. Your file or folder path is too long (e.g., having too many folders within folders) Your file is too large to be uploaded. For more details, visit the Microsoft Support page on Restrictions and limitations in OneDrive .


OneDrive - FAQs

WHY CAN’T OTHERS EDIT THE FILE I SHARED WITH THEM?

The default setting on shared files are view-only . To modify the editing permission of your file, visit our how-to page on how to change sharing permission for more details.


OneDrive - FAQs

HOW SECURE IS ONEDRIVE?

OneDrive at SFU is protected by enterprise-level security from Microsoft. To learn more about Microsoft’s trust and security related information, visit the Microsoft Trust Center .


OneDrive - FAQs

WHERE IS THE DATA STORED? IS ONEDRIVE FIPPA-COMPLIANT?

All data uploaded to OneDrive at SFU are stored within Canada and are protected under the BC Freedom of Information and Protection of Privacy Act (FIPPA) . All members of the SFU community are reminded to only share personally identifiable information (PII) as permitted under FIPPA.


OneDrive - FAQs

CAN I UPLOAD AND/OR SHARE FILES THAT MAY CONTAIN PERSONALLY IDENTIFIABLE INFORMATION (PII) ON ONEDRIVE?

All members of the SFU community are reminded to only share personally identifiable information (PII) as permitted under


OneDrive - FAQs

FIPPA

. Files that may be personally identifiable should be shared directly to specific people , and they should have a purpose of accessing those files. We do not recommend sharing PII via sharable links that do not restrict access. If you are unsure which sharing permission to use, please see our recommendations on the usage of sharing permissions . For more information on how to identify, understand, manage, and use university data appropriately, see the SFU Data Security Standard page. Related Services / Offerings (1) Microsoft OneDrive Microsoft OneDrive is a file hosting and synchronization service for individual use at the university.


OneDrive - Managing Your Files

Software and Application Distribution Microsoft Microsoft OneDrive Overview Explore Microsoft online resources to manage your OneDrive files. This includes, uploading, sharing, deleting and restoring files. OneDrive File Management Stay on top of your files in OneDrive by exploring Microsoft online resources and SFU specific advice for sharing within the university.


OneDrive - Managing Your Files

ADD & UPLOAD FILES/FOLDERS

Upload files or folders Create files or folders Using Office for the web in OneDrive


OneDrive - Managing Your Files

COLLABORATE AND SHARE

Manage access for shared files/folders Manage files shared by you Manage files shared with you Stop or change your shares Share a file or folder at SFU Change Sharing Permission Recommendation on Sharing Permissions


OneDrive - Managing Your Files

DELETE, ARCHIVE AND RESTORE

Delete a file or folder Restore a deleted file or folder Restore a previous version of a file Restore your OneDrive


OneDrive - Managing Your Files

SYNC FILES

Set up file syncing for OneDrive (Windows) Set up file syncing for OneDrive (Mac OS) Choose which folders to sync to your computer Save disk space with files on-demand (Windows) Save disk space with files on-demand (Mac)


OneDrive - Managing Your Files

HOW TO SHARE A FILE OR FOLDER

You can share and collaborate on files and/or folders with others on OneDrive. You can also see who a OneDrive file is shared with or stop sharing at any time. Step 1. Go to the OneDrive website and . Step 2. Right-click on the file or folder you wish to share. Select "Share" from the drop-down menu. Alternatively, select the file or folder and select "Share" on the top toolbar. Step 3. In the "Send link" window, you can send a file/folder link to specific individual(s) by including their name, group or email. Alternatively, you can copy a link of this file/folder by selecting "Copy link" at the bottom.


OneDrive - Managing Your Files

Note:

The default for sharing permission for all OneDrive files at SFU is set to "People in Simon Fraser University (1sfu) with the link can view".


OneDrive - Managing Your Files

HOW TO CHANGE THE SHARING PERMISSIONS FOR A FILE OR FOLDER

Complete the steps above to continue with the instructions below. Step 1. In the "Send link" window, select the arrow beside "People in Simon Fraser University (1sfu) with the link can view" to change the sharing permission for the file/folder link. Step 2. In the "Link settings" window, choose the sharing permission you would like to apply for this file/folder. You can also set "allow editing" or "block download" in this settings window.


OneDrive - Managing Your Files

RECOMMENDATIONS ON THE USAGE OF SHARING PERMISSIONS

Permissions Implications Recommended Usage People in SFU with the link Gives access to any SFU users who receives this link , whether they received it directly from you or forwarded from someone else. For mixed files


OneDrive - Managing Your Files

:

Data that may not be sensitive or confidential in nature, but should be restricted from to the general public or the media. People with existing access This does not change the permissions on the item. For internal files


OneDrive - Managing Your Files

:

Use this if you just want to send a link to somebody who already has access. This does not change the permissions on the item. Specific people Gives access only to specific SFU users or external email addresses to use the link and access the file. If people forward the sharing invitation, only people who already have access to the item will be able to use the link. For internal files


OneDrive - Managing Your Files

:

Data that could be sensitive or confidential in nature. Such data should be limited to employees and other authorized users. Anyone with the link Gives access to anyone who receives this link , whether they received it directly from you or forwarded from someone else.


OneDrive - Managing Your Files

For public access files:

Data that is generally available to all employees, the general public, and the media. Password protection or link expiration is highly recommended for additional restrictions. Related Services / Offerings (1) Microsoft OneDrive Microsoft OneDrive is a file hosting and synchronization service for individual use at the university.


OneDrive - Setup & Basics

Software and Application Distribution Microsoft Microsoft OneDrive Overview Looking to get quickly up to speed with OneDrive? In this article we'll walk through the basics of how to set up OneDrive. Sign in and Access OneDrive Getting Started with OneDrive Set up OneDrive on Desktop Devices (Windows) Set up OneDrive on Desktop Devices (Mac) Add an Extra Account to OneDrive on your Desktop Device Remove Accounts for OneDrive on your Desktop Device For a quick start guide, see Microsoft's OneDrive Quick Start Guide . To Sign in and Access OneDrive


OneDrive - Setup & Basics

Note:

Prior to accessing the Microsoft OneDrive, you will need to sign up for an SFU Microsoft 365 account via the SFU sign up page .


OneDrive - Setup & Basics

Step 1. Select your method of accessing Microsoft Teams:

OneDrive web : Visit M365 Portal > Select OneDrive icon OneDrive desktop : Launch the software on your desktop OneDrive mobile app : Launch the application on your mobile device How do I install OneDrive on my personal or university-managed device(s)? Personal Devices University Managed Devices To download Microsoft OneDrive on your individual-use device , visit Microsoft OneDrive's download page for more information. If you are an SFU faculty/staff and you hold a university-managed device , OneDrive should be pre-installed on your device. Please submit a service request to the IT Service Desk for any software inquiries/installations. Step 2.


OneDrive - Setup & Basics

Log into Microsoft OneDrive:

a) At the Microsoft login screen, enter your SFU email address (i.e., yourSFUcomputingID@sfu.ca ). b) You will see a page that says “Taking you to your organization’s sign-in page” and will be redirected to SFU’s Central Authentication Service (CAS) page. c) Log in using your SFU Computing ID and password. Enter your multi-factor authentication code when prompted. Get Started with OneDrive Connect with Microsoft's website for a comprehensive overview in getting started with OneDrive. Getting Started with OneDrive basics Set Up OneDrive on Desktop (non-mobile) Devices See our top Microsoft documentation picks for setting up OneDrive on desktop devices (such as PC or a MacBook). Set up OneDrive on desktop (Windows) Set up OneDrive on desktop (Mac OS) Add Another Account in OneDrive Desktop To add another account to OneDrive on your desktop, you can do so according to the device you are using: Add another account to a university-managed device Add another account to an personal device University-Managed Devices


OneDrive - Setup & Basics

Note:

You can only add additional SFU Microsoft 365 accounts to OneDrive on your university-managed device. Any non-SFU Microsoft 365 accounts cannot be added. To add another account to your OneDrive desktop, follow the instructions outlined on Microsoft's How to add an account in OneDrive page. Once you've successfully added additional SFU Microsoft 365 accounts to OneDrive on your university-managed device, you will see multiple blue OneDrive icons which resemble the different accounts. Personal Devices


OneDrive - Setup & Basics

Note:

You can add a maximum of one personal account and nine work/school accounts to OneDrive on your individual-use device. To add another account to your OneDrive desktop, follow the instructions outlined on Microsoft's How to add an account in OneDrive page. Once you've successfully added another account to your individual-use device, you will see multiple OneDrive icons which resemble the different accounts. A blue icon resembles a work/school account, and a grey icon resembles a personal account. Remove an Account in OneDrive Desktop To remove an account from OneDrive desktop, see Microsoft's documentation Remove an account in OneDrive desktop . Related Articles (1) Recommended Usage for File Storage and Collaboration Learn more about the differences between Microsoft Teams and OneDrive for file storage and collaboration. Related Services / Offerings (1) Microsoft OneDrive Microsoft OneDrive is a file hosting and synchronization service for individual use at the university.


Recommended Usage for File Storage and Collaboration

Overview Learn more about the differences between Microsoft Teams and OneDrive for file storage and collaboration. Details Below is a comparison between Microsoft Teams and OneDrive at SFU for file storage and collaboration: Microsoft Teams OneDrive Primary Purpose Collaborative file storage needs involving only faculty and staff, or external groups Individual file storage needs involving only faculty and staff File Ownership Files uploaded to Microsoft Teams remain within that team regardless of the uploader's membership status. Files uploaded to OneDrive need to be managed by the owner of that OneDrive . Files might get removed once the owner lost access to OneDrive at SFU. Recommended usage Shared working documents Individual working documents Compatibility (Windows/Mac, Linux, iOS/Android) ✓ ! Note. Linux users can only access OneDrive through web browser and/or third-party apps Access (Web, offline and off-campus) ✓ ✓ Note. Offline file access is only available if files were previously synced locally to your device using the OneDrive app File Synchronization ✓ ✓ Viewing/Editing (co-authoring, concurrent editing, version history) ✓ ✓ File Search Filters x ✓ Sharing (sharing permission, blocking edits/downloads) ✓ ✓ Backup/Recovery (Recovery period from recycle bin) ✓ ✓ For collaborative file storage needs involving students (i.e., faculty to student), Canvas is the recommended solution until further notice. Overview Learn more about the differences between Microsoft Teams and OneDrive for file storage and collaboration.


Transitioning from eSupport to ServiceHub

Administrative and Business Business Capability and Process Automation Enterprise Service Management eSupport Migration


OVERVIEW

This article contains a checklist of items to guide the transition from eSupport to Service Hub.


I.S WEBSITE PAGES AND REQUEST FORMS

Request forms on the Information Systems website will still operate and generate a ticket in ServiceHub . As we make a complete transition to ServiceHub, some Request Forms on the I.S. Website will redirect to the ServiceHub "version" of the Request Form. Service pages on the Information Systems website will remain in place for the near future . On each of the service pages on the Information Systems website, we have included button links to ServiceHub "version" of the service pages..


SUPPORT EMAILS AND ESUPPORT QUEUES

Support email addresses attached to ITS eSupport queues (i.e, itshelp@sfu.ca attached to ITS Help Desk BBY) will s tart routing to ServiceHub after July 9 . No new incoming tickets will arrive in ITS eSupport queues after July 9 for ITS eSupport queues. New tickets for ITS queues will appear in ServiceHub. Support email addresses attached to Academic IT eSupport queues and non-ITS queues will start routing to ServiceHub once they are available to make the transition to ServiceHub. No new incoming tickets will arrive to these eSupport queues once they have made the transition to ServiceHub. esupport Nothing will change on eSupport and will remain accessible, including eSupport queues that have transitioned to ServiceHub. To ensure there are minimal disruptions to requestors, nothing will be set to read-only. You will still be able to resolve in-progress tickets in eSupport, including eSupport queues that have transitioned to ServiceHub. There will be no outage on eSupport or ServiceHub to ensure that no requests are lost.


CHECK YOUR RESPONSIBLE GROUP TO ENSURE CORRECT MEMBERSHIP

Log into ServiceHub Ticketing Portal (TDNext) , then navigate to the ITS Ticketing App > Groups . Find your Responsible Group and ensure that the membership is correct. If you need to make adjustments, visit Adding and Removing members on Responsible Group .


ASK YOUR TEAM TO FAMILIARIZE WITH SERVICEHUB TICKETING PORTAL (TDNEXT)

Ensure that your team (members of your Responsible Group) are able to sign in to the ServiceHub Ticketing Portal (TDNext) . Additionally, provide the ServiceHub resources


so your team is prepared to use ServiceHub:

Getting Started and Training Resources on ServiceHub eSupport vs ServiceHub Comparison Chart


RESOLVE AND CLOSE YOUR ESUPPORT TICKETS

To minimize the impact during and after the transition to ServiceHub, we strongly encourage you to resolve any open eSupport tickets that you're able to. For details on eSupport behaviours after transitioning, see Continue monitoring your eSupport queues for any activity on this article.


MAKING THE TRANSITION:

For Enterprise IT and ITS queues For most users, no action needed. IT Services will automatically complete the transition for ITS queues on July 11. ITS groups who have unique eSupport setups will be contacted to assist with the transition. For members of the local IT community Once you are ready to transition to eSupport, you will have to update the delivery email address from "esupport@rcg.sfu.ca" to "sfutdx@sfu.ca" for each of your email support points . Once you make this change, new incoming emails from your support points will automatically generate a ticket on ServiceHub in the corresponding Responsible Group. For instructions, visit Change the delivery email address . If you need assistance with this process, you may request additional support at ESM Request a Service .


TEST YOUR EMAIL SUPPORT POINTS

After the transition, test your email support points to ensure that incoming tickets are routed correctly to generate a ticket on Service Hub and not in eSupport. Check the details of the test email message to make sure it ended up in the correct Responsible Group on Service Hub and that the reply-to is the ServiceHub email.


CONTINUE MONITORING YOUR ESUPPORT QUEUES FOR ANY ACTIVITY

Since not every eSupport queue will immediately transition to ServiceHub on launch date (such as some non-ITS groups), we recommend you to continue monitoring your eSupport queues to see if any correspondences or tickets go to your eSupport queue. For in-progress and open tickets, client replies will still appear on eSupport. To avoid working within two ticketing apps, we recommend that you resolve the ticket or advise your clients on open tickets to create a new ticket on ServiceHub then close your eSupport tickets.


FAQ

What happens if I don't resolve and close my eSupport tickets before transitioning? Nothing will happen to those tickets after transitioning, however, resolving and closing tickets ensure that you don't continue visiting both eSupport and ServiceHub. Clients can still respond by email to existing or unresolved eSupport tickets and those messages will still route and appear in eSupport. On existing or unresolved tickets, we recommend you to resolve those tickets or advise the requestor to create a new ticket on ServiceHub if they wish to receive further assistance then close your eSupport tickets. I don't know my email support points. How do I find out my email support points? All eSupport email points need to be changed and re-routed to Service Hub. Please take a look at our eSupport Email Routing List and look up your queue to see a list of email accounts that needs to be updated. I can't log into the ServiceHub Ticketing Portal (TDNext). How do I get access? There are two common reasons you may have not have access to the ticketing app: You're not on one of the TDX Responsible Group Maillist to be given technician role. Ask your service owner/manager to add you to the "tdx-group-<responsible group>" maillist. You're using a sponsored account. All staff/faculty accounts have an account by default with ServiceHub. If you would like to use a sponsored account, submit a request with ESM Request a Service . Can I migrate all my eSupport tickets to ServiceHub? At this time, moving tickets from eSupport to Service Hub has to be done manually and one-by-one. Please take a look at Moving Tickets from eSupport to ServiceHub . Which are the Phase 2 Groups that will transition to ServiceHub at a later date? To assist ticket management and workflows with Phase 1


FAQ

moving tickets from eSupport to Service Hub has to be done manually and one-by-one. Please take a look at Moving Tickets from eSupport to ServiceHub . Which are the Phase 2 Groups that will transition to ServiceHub at a later date? To assist ticket management and workflows with Phase 1 groups during the transition, here is a list of Phase 2 groups that will transition to ServiceHub at a later date: Advancement & Alumni Engagement CFD Pivot 2020 CMPT Tech Support Communications and Marketing CRM Support Data Warehouse FAS Tech FITS eTRACS


IRP

Lifelong Learning Room Finder Support Student Services


SUPPORT RESOURCES

If you have questions, connect with us at MS Teams - One I.S - TeamDynamix Channel or submitting a request at Enterprise Service Management .


Add or Remove members on Responsible Group

Administrative and Business Business Capability and Process Automation Enterprise Service Management For Service Managers


OVERVIEW

To add or remove members in your Responsible Group, the service owner or manager will need to edit the membership of the corresponding TDX maillist. Note : Do not add new SFU users directly in the TeamDynamix application. There are certain procedures in place to ensure that new SFU users are given the correct role and licensing as needed. If you are looking to on-board a ticketing technician, see How to gain access to ServiceHub Ticketing App .


DETAILS

Step 1. Log in to the SFU Maillist Manager portal . Step 2 . Click Find Maillists. Step 3. Select Lists I own/manage in the drop-down menu for Preset Searches. Step 4. Find and select your TDX Responsible Group maillist named " tdx-group-<your responsible group> " (for example, tdx-group-its-servicedesk-bby). Step 5. Add or remove members by using their SFU email, then select Save Changes . Note : Adding or removing members on your Responsible Group usually take up to 24 hours for changes to be in effect. If you don't see your Responsible Group maillist, you may not be a manager of the maillist. Submit a request on ServiceHub Enterprise Service Management for further assistance.


Notifying others of Updates - eSupport vs. TeamDynamix

Administrative and Business Business Capability and Process Automation Enterprise Service Management eSupport Migration


OVERVIEW

Unlike eSupport, there are two main channels for communicating ticket updates with requestors in TeamDynamix. The first is via traditional email (notifying) , while the second is via the ticket feed (commenting) . In this article, we'll provide an overview of the two and what you can expect for commenting versus notifying in TeamDynamix.


DETAILS

There are two important sections to know about when updating a ticket in TeamDynamix. Both are independent from each other but can control how a requestor receives updates. The first is the "comments" section, which adds a comment to the ticket feed . Unlike eSupport, comments can be both private or public depending on what the " Make comments private...


" option is set to:

Comments that are private, will only be visible to other ticketing agents. In addition to commenting, the "Notify" section also plays a role in how updates are sent. Notify determines if an email notification is sent to whoever is listed in the notify fields. Unlike eSupport, you must ensure the requestors are included in the "Notify" field to notify the them of an update. Note : Both the commenting and notify fields can be used in combination with each other . It is possible to mark a comment as private but still notify a requestor if they are included in the notify field. This will cause anyone notified to see the private comment. See our


FAQ

for details on this behaviour.


WHAT IS THE TICKET "FEED" AND HOW DOES IT RELATE TO COMMENTS?

The ticket feed is a list of updates or changes associated with a ticket. Many actions (such as ticket attribute changes...etc.) will be only visible to ticket agents in the ITS Tickets application, however, comments for a ticket can also be available to . When making a public ( non-private


eSupport vs ServiceHub Comparison Chart


eSupport vs ServiceHub Comparison Chart

OVERVIEW

Below is a quick guide to the similarities between eSupport and ServiceHub on terminology and functionality.


eSupport vs ServiceHub Comparison Chart

COMPARISON CHART

eSupport ServiceHub Login https://esupport.sfu.ca/ Login https://servicehub.sfu.ca/tickets Queue Responsible Group Query Filter Results Take Take Untake Reassign Note: Do not use "Unassign". Tickets don't move back to your Responsible Group and will get lost. Reassign the ticket back to your Responsible Group. History Feed Reply Comment/Update (with "only visible to ITS Tickets users" unchecked) Note: "Comment" is to send a message; "Update" is to send a message that includes a ticket status change or attachment. See Notifying Others of Updates for details. Comment Comment/Update (with "only visible to ITS Tickets users" checked) Note: "Comment" is to send a message; "Update" is to send a message that includes a ticket status change or attachment. See Notifying Others of Updates for details. Bookmarking Flagging Note: To view your Flagged tickets, you will have to configure your ticket desktop. See How to Customize Your Ticketing Desktop to include "My Flagged Tickets". Attachments Attachments (under "Update") Admin CC'ing Adding "People" & Notifying Note: Similar to "Admin CC behaviour", Frank and Jane will receive email notifications when the Requestor replies/sends a message to the ticket. Merge Merge Linking Parent/Child


TeamDynamix Training Sessions - IT Technicians

Administrative and Business Business Capability and Process Automation Enterprise Service Management For Ticketing Agents IT Technicians Training Sessions - Videos IT Technicians Training Video


June 23, 2022 - Video Timestamps:

What is ServiceHub (TeamDynamix)? — 2:21 — 5:04 Publishing Knowledge Base Articles — 19:53 Ticket Handling — 24:12 Break — 1:01:28 to 1:06:32 Workflow (Overview only, not used yet) — 1:13:37 "My Work" App (Overview only, not used yet) — 1:32:22 Desktop Layout Customization — 1:39:49 Report Creation (to be put on Desktop) — 1:47:35 Closing Remarks — 1:53:19 Training Agenda & List of Questions and Answers (QAs) Available on the Attachments section on this page, on the Right Hand Side Frame.


ServiceHub Ticketing App FAQ

Administrative and Business Business Capability and Process Automation Enterprise Service Management For Ticketing Agents


ServiceHub Ticketing App FAQ

OVERVIEW

This article contains frequently asked questions about ServiceHub Ticketing App (TDNext) for ticketing agents and technicians. General What is ServiceHub, TeamDynamix, Enterprise Service Management, etc.? Enterprise Service Management (ESM) is the overarching service run by IT Services that utilizes the different suite of tools provided by TeamDynamix. This includes IT Service Management (ITSM) and Project Portfolio Management (PPM) in the future.


ServiceHub Ticketing App FAQ

See the architecture below:

Can I use a sponsored account with ServiceHub Ticketing App? Yes, however, not all sponsored accounts will have an account on ServiceHub (TeamDynamix account) by default. If you cannot log in with your sponsored account, see How to gain access to ServiceHub Ticketing App . I can't log into the ServiceHub Ticketing Portal (TDNext). How do I get access? There are two common reasons you may have not have access to the ticketing app: You're not on one of the TDX Responsible Group Maillist to be given technician role. Ask your service owner/manager to add you to a Responsible Group . You're using a sponsored account or is outside of ITS and haven't been registered on the TDNext application. To gain access, see How to gain access to ServiceHub Ticketing App . Notifications and Messaging Who gets an email notification when I comment on a ticket? By default, no one will receive an email notification when you comment on a ticket regardless of the "Only visible to ITS Tickets User" checkbox. Only users selected on the "Notify" field when commenting or updating a ticket will receive an email notification. Who gets an email notification when the requestor replies to the ticket or my comment? Everyone on the "People" tab of the ticket will receive an email notification of the Requestor's email reply or comments. By default, it will only be the user/group set as the Primary Responsibility. Adding additional Contacts on the "People" tab will allow the user to receive email notification when the Requestor replies or comments. What is the difference between "Comment" and "Update" on a ticket? The "Comment" feature is typically used to send a message quickly . The "Update" feature provides a more versatile function of "Comment" by popping out and showing more fields and features.


ServiceHub Ticketing App FAQ

See the architecture below:

email notification when the Requestor replies or comments. What is the difference between "Comment" and "Update" on a ticket? The "Comment" feature is typically used to send a message quickly . The "Update" feature provides a more versatile function of "Comment" by popping out and showing more fields and features. In addition to sending a message, "Update" can change a ticket status or send an attachment . What does the "only visible to ITS Tickets user" check box do? Sending a private message (through comment or update) with the box checked


ServiceHub Ticketing App FAQ

will do the following:

Post a message on the ticket feed that only viewable on the ITS Ticketing App / TDNext (only to those who have access to the ITS Ticketing App). If you have selected to notify individuals, all the individuals selected to be notified will receive an email notification with the message (regardless if they are ticket agents or an external email). Sending a public message (through comment or update) with this box unchecked


ServiceHub Ticketing App FAQ

will do the following:

If you have no one selected to be notified, no one will receive an email notification, including the Requestor. Can I send a ticket message to an external email? Yes, you can send a message to an external, non-SFU email on the "Other Email Addresses" field under "Update" on a ticket. How do I add a Comment Template for ticket responses? "Comment Templates" are available to all ticketing agents on the ServiceHub Ticketing App. If you wish to add a "Comment Template", please submit a request at ESM Request a Service . How do I Add a Comment signature on the ServiceHub Ticketing App? At this time, ServiceHub does not support a way to handle signatures. You'll have to copy/paste it from another source each time you send a message or use a browser plug in. How do I resolve a ticket without notifying the requestor? To change the status of a ticket without notifying, you can "Edit" or "Update" the ticket status. Ensure that you have the "Notify" field empty. Are requestors able to reply to a resolved or closed ticket? Yes. If a ticket status is set to "Resolved", Requestors replying to the ticket within 3 business days will set the ticket status to "In Progress". If a ticket status is set to "Resolved" and 3 business days have elapsed, the ticket status will automatically be set to "Closed" and further replies from the Requestor will generate a new ticket. Ticket Management What is the difference between resolved and closed for ticket status? When a ticket is "Resolved", any replies from the Requestor will set the ticket status back to "In Progress". When a ticket is "Closed", any replies from the Requestor will generate a new ticket. A client used an incorrect form and I have a ticket


ServiceHub Ticketing App FAQ

will do the following:

and closed for ticket status? When a ticket is "Resolved", any replies from the Requestor will set the ticket status back to "In Progress". When a ticket is "Closed", any replies from the Requestor will generate a new ticket. A client used an incorrect form and I have a ticket that I don't support. What should I do? We recommend that you reassign the ticket to the Responsibility Group, "ITS Service Desk (BBY)". They are the most knowledgeable on triaging tickets and will be able to direct it to the correct Responsible Group. Do I have to enter in the "Estimated Hours" for my tickets? That would depend on your Responsible Group. Some Service Owners and Managers may use feature to assist with service management, such as for resourcing and reporting purposes. Can other Ticketing Agents outside my responsible group take or edit my tickets? Yes, all ticketing agent in the ServiceHub Tickets app have full control to any tickets. Responsible Groups are not private or read-only to other ticketing agents outside the Responsible Group. What do I with tickets containing sensitive information or security incidents? You can transfer the ticket to a Confidential Ticketing App by selecting "Actions" > "Assign Workflow". Please note that once you transfer the ticket to a Confidential Ticketing App, you will no longer have access to the ticket. What should I do with Spam tickets? If you encounter any spam tickets, you can set the ticket status to "Rejected". Other How do I find the Requestor's Computing ID on TeamDynamix? To find a user's computing ID, open the user's profile by click on their name (such as on a ticket or desktop view). You can see the user's computing ID under "Organizational ID". Does the Ticket views or Desktop auto-refresh? Unfortunately, no. At this


ServiceHub Ticketing App FAQ

will do the following:

the Requestor's Computing ID on TeamDynamix? To find a user's computing ID, open the user's profile by click on their name (such as on a ticket or desktop view). You can see the user's computing ID under "Organizational ID". Does the Ticket views or Desktop auto-refresh? Unfortunately, no. At this time, TeamDynamix does not have ticket views or desktops auto-refresh. The only widget that updates in real time is "My Feed" under My Work. We suggest looking into browser plug-ins to auto-refresh the page until TeamDynamix implements the feature. How is privacy and confidentiality handled by teamdynamix? TeamDynamix have been reviewed by our Privacy Office and the application have met their requirements. TeamDynamix stores all its data on a Canadian data centre. TeamDynamix also implements an advanced security method based on dynamic data and encoded session identifications, and hosts the Site in a secure server environment that uses a firewall and other advanced technology to prevent interference or access from outside intruders. For security and confidentiality for handling tickets, tickets with sensitive information will be in (or moved into) Confidential Ticketing Apps on ServiceHub to minimize exposure. These Confidential Ticketing Apps can only be accessible to select SFU technicians and administrators.


How to Customize Your Ticketing Desktop


How to Customize Your Ticketing Desktop

OVERVIEW

This article describes the steps to customize your Ticketing Desktop on the ServiceHub Ticketing App (TDNext).


How to Customize Your Ticketing Desktop

DETAILS

Step 1. From the Desktop View , select the Edit Desktop on the top. Step 2. From Available Content, drag and drop modules you wish to include to your Desktop View. Step 3. Once you configured your Desktop View to your liking, select Save . Step 4. Go back to Desktop View and refresh the page . You should see the changes.


TDX Report & TDX Desktop (Dashboard)

Administrative and Business Business Capability and Process Automation Enterprise Service Management For Service Managers is on the right-hand side panel of this (article) page TDX Reports and Desktop HowTo KBs - A Curated Collections of Videos and KBs (see attachment) Report Handbook (see attachment) ITSM Reports Example s Desktop Examples Report, Desktop and My Work articles


How to Create a Report Widget


How to Create a Report Widget

DETAILS

Note : At this time, Report Folders are not supported due to a bug with TeamDynamix. Please avoid creating Report Folders. Step 1. Under ITS Tickets , select Report > Report . Step 2. Select Ticket Report . Step 3 . Fill in a name and description Step 4 . If you wish, you may customize the columns you want to see for your report. In this example, I choose to keep the default columns. Step 5. Here, you can customize which tickets you wish to see using filter conditions Step 6. There are additional settings if you wish to configure further down. Once you're done, select Save and Run on the top. Step 7.


How to Create a Report Widget

EDIT YOUR REPORT

If you wish to edit a report you created, select Actions > Edit .


How to gain access to ServiceHub Ticketing App (TDNext)


OVERVIEW

This article describes how to gain access to ServiceHub Ticketing App (TDNext).


TICKETING ACCESS

To gain access to the ServiceHub Ticketing App, your SFU account should meet these requirements:


1) HAVE AN ITS TICKETING APP ACCOUNT

To request for an account, submit a ticket using Request a Service on the Enterprise Service Management (ESM) . Note : Newly created TDNext account usually take up to 24 hours to be given access to the ServiceHub Ticketing App, as long as you are on a Responsible Group (see below).


2) HAVE A TECHNICIAN ROLE

Your SFU account should be part of at least one TDX Responsible Group Maillist. On SFU Maillist , you can try searching the maillists to which you belong and look for "tdx-group-<your-responsible-group>". If you are not on any TDX Responsible Group Maillist, ask your service owner/manager to add you to a Responsible Group . Note : Changes to Responsible Group usually take up to 24 hours to be in effect.


HOW TO CHECK IF AN ACCOUNT HAS ACCESS

If you wish to check if you have access yourself , log into servicehub.sfu.ca/tickets , open the "wafer" and check if you there is an ITS Tickets button. If it appears, you have access. If you wish to check if a particular user has access , log into servicehub.sfu.ca/tickets and navigate to Groups on the ITS Ticketing App. Then, search for the user's name or Computing ID. If it appears, they have access to the ITS Ticketing App.


ELEVATED ACCESS

For elevated roles, such as Service Owner, Service Manager, Knowledge Base Manager, and more, please submit a ticket using Request a Service on the Enterprise Service Management (ESM) . Related Articles (1) ServiceHub - Frequently Asked Questions Frequently asked questions about how to use ServiceHub.


Set Up SFU Print

OVERVIEW

This article outlines how to install and set up the SFU Print client application for staff and faculty printing to managed Ricoh printers. Managed Computers Unmanaged Computer Windows macOS Linux


Set Up SFU Print

MANAGED COMPUTERS

All managed SFU computers will have SFU Print installed. To start using SFU Print, you will simply need to print to the SFU Print printer.


Set Up SFU Print

UNMANAGED COMPUTERS

For unmanaged machines, devices not managed by IT Services or local/faculty IT, please review the documents below for instructions on how to set your machine up for SFU Print. If you have any problems with setting up SFU Print, please contact your local/faculty IT representative or the IT Service Desk. Windows


Set Up SFU Print

NOTE:

This guide is for Windows 11 Enterprise , Professional and Education Edition . Home Edition and ARM-based CPUs are not supported . Step 1: Credentials Step 2: Install Papercut Client Step 3: Install Printer Driver Step 4: Install Printer Step 5: Test Print macOS


Set Up SFU Print

Setup SFU Print on macOS Sonoma (14.x) and Sequoia (15.x):

Step 1: Download and Install Driver Step 2: Install Papercut Client Step 3: Install SFU Print


Set Up SFU Print

Setup SFU Print on macOS Monterey (12.x) or Ventura (13.x):

Step 1: Install Driver Step 2: Set Up Printer Step 3: Configure Printer Options Step 4: Install Papercut Software Step 5: Authenticate and Print Linux Step 1: Install Papercut Software Step 2: Set up Printer


Obtaining and Setting Up Key Fob/Card

OBTAINING YOUR KEY FOB/CARD

As part of the implementation project, existing permanent SFU Faculty and Staff will receive their first key fob/card for free until the end of August 2018 to use with SFU Print. Key fobs/cards/ will be distributed to your department when SFU Print devices are installed in your department. If you lose your key fob/card or need a new one, there will be a fee charged to replace it. If you do not have a key fob/card or have lost it, you can also log into the SFU Print devices using your SFU Computing ID or PaperCut ID number. Who can get a key fob? Staff, Faculty, TA's, or any individual that the department allows to print. Have an existing key fob/card? Existing HID key fobs or cards used for unlocking secure doors may also be used for SFU Print. Don't have a key fob/card? Contact your department administrator or fill out the Keys, Cards and Fobs Request Form from Safety and Risk Services.


Obtaining and Setting Up Key Fob/Card

Step 1:

Tap your key fob/card on the card reader.


Obtaining and Setting Up Key Fob/Card

Step 2:

Enter your SFU Computing ID and password.


Obtaining and Setting Up Key Fob/Card

Step 3:

Tap Associate . You will get a confirmation that your key fob/card is associated with your SFU Computing ID. If you get an error, re-tap your key fob/card and enter your SFU Computing ID and Password again. Once completed, your key fob/card will work at all SFU Print devices.


Obtaining and Setting Up Key Fob/Card

Note:

Only one key fob/card can be associated with your SFU Computing ID. If you associate a new key fob/card, it will overwrite the existing one.


Printing using SFU Print

DETAILS

When printing from your computer, print jobs will now be automatically sent to centralized queue. You will no longer need to specify which device you would like to print to. The print jobs can be released at any SFU Print device by tapping your HID key fob/card on the card reader or logging in. The key fob/card will also be used to access photocopying or scanning options at the device. 1. Find your nearest SFU Print device and login via HID Key Fob/Card , SFU Computing ID , or PaperCut ID #. 2. Tap your HID key fob/card on the card reader to authenticate yourself. If this is your first time authenticating, you will need to login with your SFU Computing ID and password to link your key fob/card to your account. Don't have a key fob? Click here for more information on how to obtain and setup a key fob.


Printing in Colour (Windows)

Overview This article explains how to print in colour with SFU Print for Windows PC. Details


Printing in Colour (Windows)

Step 1:

Under the print menu, click Properties


Printing in Colour (Windows)

Step 2:

Under the section Color/ Black and White, select Color from the dropdown menu. Then click


Printing in Colour (Windows)

OK

Overview This article explains how to print in colour with SFU Print for Windows PC.


Printing from a USB storage device

Overview This article explains how to print from a USB device such as a USB flash drive to SFU Print. Details


Printing from a USB storage device

Step 1:

Insert your USB storage device into the USB port which can be found on the left side of the touchscreen console.


Printing from a USB storage device

Step 2:

Log into your account by entering your computing ID and password or by using a key fob/card. Step 3 : Select Device functions Step 4 : Select Print/Scan (Memory Storage Device) Step 5 : Select Print from Storage Device Step 6 : Select the file(s) you want to print on your USB. Please note that o nly PDF's, JPG's, and TIF files can be printed . Word documents will not appear on the machine.


Printing from a USB storage device

Step 7:

Press Start to begin printing. Press the eject icon on the bottom left of the screen once the printing is completed.


Printing from a USB storage device

VIDEO TUTORIAL

Overview This article explains how to print from a USB device such as a USB flash drive to SFU Print.


Print/Photocopy using PIN Codes

Overview This article explains how to print to a Shared Account using PIN codes. Details In order to print to a Shared Account using PIN Codes, you need to have the PaperCut Client installed. To install the client, find the instructions here.


Print/Photocopy using PIN Codes

Step 1:

Go to a document or any file and click "Print." If you need to photocopy, go up the machine and select "Copy." A) Printing B) Photocopying


Print/Photocopy using PIN Codes

Step 2:

When you click "Print," the PaperCut client will give you a pop-up to select a PIN Code. When you select "Copy," it will give you an option to enter a Code on the right of the screen. If your department has PIN Codes already set up, enter the PIN onto the computer or machine, depending if you are printing or photocopying to that shared account. A) Printing (PIN is entered on the computer) B) Photocopying (PIN is entered on machine)


Print/Photocopy using PIN Codes

Step 3:

Pick up your print jobs/photocopies from a multi-function device. Overview This article explains how to print to a Shared Account using PIN codes.


Photocopying

Overview This article explains how to use the photocopy function on SFU Print devices. Details Step 1 : Select Device functions Step 2 : Select Copy


Photocopying

Step 3:

Under "Black and White," you have the option to change to colored photocopies. Step 4 : Under "Quantity," you can select how many copies you would like to make.


Photocopying

Step 5:

Press Start


Photocopying

VIDEO TUTORIAL

Overview This article explains how to use the photocopy function on SFU Print devices.


Scan to Email

Step 1:

Select "Device functions."


Scan to Email

Step 2:

Select "Scanner." Step 3 : To scan to your email, select "To Email Address."


Scan to Email

Step 4:

4. Select "Enter Using Keyboard" and type in the email address you want your scan to email to.


Scan to Email

Step 5:

Press "Start," once you have completed your set up of scanning.


Scan to USB/Scan Large Files

DETAILS

Step 1 : Select "Device Functions."


Scan to USB/Scan Large Files

Step 2:

Select "Print/Scan (Memory Storage Device)."


Scan to USB/Scan Large Files

Step 3:

Select "Scan to Storage Device."


Scan to USB/Scan Large Files

Step 4:

Select your memory device. Step 5 : Select location to store your file on your USB, and press " Start" to begin scanning. Step 6 : After you are done, press the eject icon on the bottom left of the screen to safely remove your device. Step 7 : Select your device to remove and press "OK".


Replace Printer Toner

Overview This article explains how to replace the toner on an SFU Print device, and includes details on how to order more toner and recycle existing toner bottles. Low Toner Notifications Replacing the Toner Cartridge Recycle Used Toner Cartridge Details


Replace Printer Toner

LOW TONER NOTIFICATIONS

The machine will tell you if you need to change the toner in the top right of the device screen. There are two kinds of notifications: Low toner message - check if spare cartridge is available Empty toner message - replace toner cartridge If you need to order toner, submit a request to the Service Desk and include the device's serial number. There is no additional cost for toner.


Replace Printer Toner

WARNING

: Never remove, shake, and re-insert a used cartridge.


Replace Printer Toner

Step 1:

Check if a spare cartridge is available. If you need to order toner, submit a request to the Service Desk and include the device's serial number.


Replace Printer Toner

Step 2:

Open the front panel and remove the empty toner cartridge.


Replace Printer Toner

Step 3:

Shake the new cartridge lightly vertically, unscrew the cap, and insert it into the toner unit with the sticker on top.


Replace Printer Toner

RECYCLE USED TONER CARTRIDGE

After replacing the toner cartridge, a new toner cartridge should automatically be ordered on your behalf. To recycle used toner cartridges or bottles, please see Recycling Used Toner Cartridges . Overview This article explains how to replace the toner on an SFU Print device, and includes details on how to order more toner and recycle existing toner bottles. Low Toner Notifications Replacing the Toner Cartridge Recycle Used Toner Cartridge Low Toner Notifications Low Toner Notifications Replacing the Toner Cartridge Replacing the Toner Cartridge Recycle Used Toner Cartridge Recycle Used Toner Cartridge


Replacing Printer Staples

Overview This article explains how to refill the staples cartridge on an SFU Print device. Details


Replacing Printer Staples

Note:

The machine will tell you if you need to change staples in the top right of the device screen. Additional staples can be ordered through the Document Solutions portal . Step 1 : Open the finisher door and remove the staple cartridge/casing.


Replacing Printer Staples

Step 2:

Following the instructions inside the finisher door, remove the cartridge from the casing and insert a new one. Each refill holds 5000 staples. Overview This article explains how to refill the staples cartridge on an SFU Print device.


SFU Print Transparencies

DETAILS

Step 1 : Please load the transparencies in the bypass tray. If they have a paper attached, please check the sticker to see if you load it face up or down. If paper backed, load glued edge first.


SFU Print Transparencies

Step 2:

To Copy onto Transparencies Click copy Click Select Tray Select the Bypass Tray Select Paper Size Select Paper Type (slide down to find transparencies OHP)


SFU Print Transparencies

Step 3:

To Print onto Transparencies Go to Printer Properties Select Paper Tray - Bypass If you want to save as a One Click Preset, then click "Register Current Settings" and then name it.


Printing and Billing Costs

SFU Print for Administrators


Printing and Billing Costs

OVERVIEW

This article outlines printing and billing cost for using SFU Print in your office area.


Printing and Billing Costs

BILLING SUPPORT

Departments will be charged for the usage on your device.


Printing and Billing Costs

SEE WHO IS PRINTING TO YOUR DEVICE

You can request monthly reports from Papercut which will show a breakdown of user usage for each device. Please contact IT Service Desk to get regular reporting set up.


Printing and Billing Costs

TRACKING PRINTING

Shared accounts can be created in PaperCut to track printing and copying charges separately. Accounts can be shared among multiple users and groups. The SFU Print team can work with you to determine how your shared accounts can be set up to work with your department. For more information on shared accounts and how to set them up, please visit the Shared Accounts page . If you are concerned about a different user printing or copying significant amounts on your department’s device please contact Document Solutions at 778-782-4160 or docsol@sfu.ca with your request and they can help facilitate this request.


Printing and Billing Costs

PRINTING COSTS

Cost per copy rates (including tax) are established April 1 st for each fiscal year. These costs include the Ricoh MFD, their associated accessories (finishers, paper trays, hole punch, card readers), and support costs associated with the SFU Print service.


Printing and Billing Costs

Black and White:

$0.0448 per impression


Printing and Billing Costs

Colour:

$0.1078 per impression


Order Print Equipment

SFU Print for Administrators


Order Print Equipment

OVERVIEW

This article details the provisioning processes for print equipment.


Order Print Equipment

ORDERING TONER

All devices will arrive with an extra toner cartridge. Once the device indicates it needs a toner change, please use the extra toner. When the toner is replaced, the device will automatically place a call for an additional toner to be delivered directly to the unit. Toner will be labelled by device model and shipped via Purolator.


Order Print Equipment

ORDERING STAPLES

Staples can be ordered through Document Solutions . Please contact Document Solutions directly if you have any questions about the process.


Order Print Equipment

ORDERING ACCESSORIES

Please submit a service request to the IT Service Desk to order accessories (paper tray lock, keyboard, etc.) for your SFU Print device.


Order Print Equipment

TONER RECYCLING

If you have empty toner cartridges/bottles, there are several ways for you to recycle them. Please visit Recycling Used Toner Cartridges for details.


Order Print Equipment

MOVING AND ORDERING NEW SFU PRINT DEVICES

If you would like to move or order a new SFU Print device, you must fill out the appropriate form between the MFD Move Request form and the MFD Order Form , after this submit the appropriate form to IT Service Desk . Please note that there will be a $250 charge for any device moves requiring the logistics company (i.e. moving to a different building). Related Articles (1) Replace Printer Toner Learn how to replace the printing toner for SFU Print devices.


Granting Printing Access

SFU Print for Administrators


Granting Printing Access

OVERVIEW

This article is for administrators who need to set up printing for non-SFU staff/faculty or for those in departments. This also provides information on the different billing options available.


Granting Printing Access

ADDING SFU AND NON-SFU STAFF/FACULTY VIA MAIL LIST

All users on the "sfu-faculty-staff" and "sfu-sessional-sponsored" maillists have access to SFU Print devices. If there are users who require access but are not on this maillist (ie. grad students, lightweight accounts, etc.), access can be granted through a departmental print access maillist.


Granting Printing Access

Steps to granting SFU Print access:

Create a departmental maillist at maillist.sfu.ca for SFU Print access only (members should not receive or send emails via this list). The name of the maillist must be in the following format: <abbreviated campus name>-mps-<abbreviated department name>-access For example: "bby-mps-geog-access" Once the mailist is active, email papercut-senior-admins@sfu.ca the name of the maillist and the PaperCut administrators will synchronize it with the Active Directory group called "MPS Special Accounts." Add users to the newly created maillist to grant them access to SFU Print.


SFU Print Shared Accounts

SFU Print for Administrators


SFU Print Shared Accounts

OVERVIEW

Shared accounts can be created in PaperCut to track printing and copying charges separately. Shared accounts can be shared among multiple users and groups. The SFU Print team can work with you to determine how your shared accounts can be set up to work with your department. Examples of how shared accounts can be used: Tracking printing/copying costs by course (BISC 101, BISC 102, etc) Tracking printing/copying costs by research grants


SFU Print Shared Accounts

This article has additional information on:

Two types of shared accounts Setting up shared accounts in pin codes Setting up shared accounts in account lists Printing and Photocopying with shared accounts overview Account Management


SFU Print Shared Accounts

PIN Codes:

Users can charge to shared accounts by entering a PIN code when they print or copy. This works similarly to the functionality on the old Konica-Minoltas.


SFU Print Shared Accounts

Account List:

When printing or copying, users can select from a list of shared accounts that they have been granted access to. Access to shared accounts will be granted through maillists. There is no limit to the number of accounts that an individual can have access to. The table below gives an overview of the pros and cons of each option: Pros Cons PIN Codes Easier to give access to a shared account - only need to share the PIN PIN codes can easily updated in a batch and can easily remove access on a semesterly basis.. More difficult to control who is charging to the account. Users have to remember their PIN code for every shared account. Account List Users do not need to remember a PIN. They can simply select the account they see on their screen More control over who has access to charge to the account. More administration required - need to regularly update the permissions if users are regularly changing.


SFU Print Shared Accounts

SETTING UP PIN CODES

Please note that users will need the PaperCut client installed for this option to work. Find out how to set up the PaperCut client here. If your PC/Mac is a managed device, please contact your IT Administrator to help you install it.


SFU Print Shared Accounts

Step 1:

Create an Excel spreadsheet with the following headings in columns A-D. Fill out the information under each column. For further clarification, refer to the PIN Code Template Sample


SFU Print Shared Accounts

or visit the website here:

http://i.sfu.ca/HkolfB Column A: Department Name (Ex. BEEDIE) Column B: Sub Account Name (Ex. Course #) Column C: Enabled (Y/N) Column D: PIN (Ex. 12345)


SFU Print Shared Accounts

Step 2:

Email the spreadsheet to papercut-senior-admins@sfu.ca and IT Services will batch import accounts into PaperCut. PIN Codes will be synced to PaperCut. This will take approximately one day to sync.


SFU Print Shared Accounts

Step 3:

Create a maillist at maillist.sfu.ca


SFU Print Shared Accounts

with the following conventions:

abbreviated campus name-mps-abbreviated department name-pins For example: "bby-mps-geog-pins"


SFU Print Shared Accounts

Step 4:

Add all users who will need to use PINs into this maillist. We will use this maillist to update the specified user profiles so that they are given the option to enter a PIN when printing/copying. When activated, users will be prompted to enter a PIN upon printing or copying.


SFU Print Shared Accounts

Step 1:

Create a spreadsheet with three columns Column A: Department Name (Should be the same for all) Column B: Account Name (This is what the user selects on the screen) Column C: Name of Maillist controlling access to the shared account


SFU Print Shared Accounts

Step 2:

Create the maillists entered above at maillist.sfu.ca with the naming conventions below. Add users who will need access to the shared accounts into the corresponding maillist. abbreviated campus name-mps-abbreviated department name-account i.e. "bby-mps-geog-research101"


SFU Print Shared Accounts

Step 3:

Create a maillist with the naming conventions below and nest all the maillists above into this maillist. This maillist will be used to control which users get prompted to select an account list. Otherwise, users will continue to automatically charge to their department. abbreviated campus name-mps-abbreviated department name-pins i.e. "bby-mps-geog-pins"


SFU Print Shared Accounts

Step 4:

Email papercut-senior-admins@sfu.ca with the spreadsheet of shared accounts and maillists.


SFU Print Shared Accounts

Step 5:

The maillist will then be synced to Active Directory and PaperCut. This will take approximately one day.


SFU Print Shared Accounts

Step 6:

Your Shared Account List will populate in PaperCut. You will then be able to see and select your newly created Shared Account.


SFU Print Shared Accounts

USING ACCOUNT LISTS

A) Printing - the list is accessed on the computer with the PaperCut client installed. B) Photocopying - the list is accessed on the Ricoh multi-function device.


SFU Print Shared Accounts

USING PIN CODES

A) Printing - the PIN is entered on the computer with the PaperCut client installed. B) Photocopying - the PIN Code is entered on the Ricoh multi-function device.


SFU Print Shared Accounts

ACCOUNT MANAGEMENT

When setting up your billing options, email papercut-senior-admins@sfu.ca with the person in charge of your department for administering printing and indicate their SFU username. This must be completed in order to get access to the link below.


SFU Print Shared Accounts

To manage PIN Codes and Shared Accounts, click here:

https://papercut-staff.mps.sfu.ca:9192/admin


SFU Print Shared Accounts

This will give you access to administrative privileges such as:

PaperCut Reporting User Management


Billing FAQ for SFU Print

SFU Print for Administrators


Billing FAQ for SFU Print

OVERVIEW

Below is a list of frequently asked questions about the SFU Print billing. Frequently Asked Questions about SFU Print Billing


Billing FAQ for SFU Print

HOW WILL BILLING BE CHANGED?

The billing itself will remain unchanged and continue to be billed-by-device. Your department will continue to be charged for the usage on your device.


Billing FAQ for SFU Print

CAN I SEE WHO IS PRINTING TO MY DEVICE?

Yes! You can request monthly reports from PaperCut which will show a breakdown of user usage for each device. Please contact IT Service Desk to get regular reporting set up.


Billing FAQ for SFU Print

WHAT HAPPENED TO BILLING-BY-USER?

After evaluating our existing infrastructure and meeting departments to understand their business processes, we've identified that implementing a billing-by-user model right now would increase the manual work required by departments and would not add value for the University. There are concurrect projects that are in progress that will improve the University's infrastructure and business processes which will make a new billing model more viable in the future. CHARGES IN MY DEPARTMENT USED TO BE TRACKED SEPARATELY BY THEIR FUNCTION (COURSES, RESEARCH GRANTS, ETC). HOW DO I DO THIS IN SFU PRINT? Shared accounts can be created in PaperCut to track printing and copying charges separately. Shared accounts can be shared among multiple users and groups. The SFU Print team can work with you to determine how your shared accounts can be set up to work with your department. For more information on shared accounts and how to set them up, please visit the Shared Accounts page.


Billing FAQ for SFU Print

WHAT IF A USER FROM A DIFFERENT DEPARTMENT IS PRINTING OR COPYING SIGNIFICANT AMOUNTS ON MY DEPARTMENT'S DEVICE?

Please contact Document Solutions at 778-782-4160 or docsol@sfu.ca with your request and they can help facilitate this request.


Upload & Share Videos using my Mediasite

Overview Learn how SFU staff and faculty can upload and share videos using My Mediasite. Sign into My Mediasite (stream.sfu.ca) Upload or record a presentation from your computer Decide who can access your video Share your video Embed in Canvas Quick Link or QR Code Direct Invite by Email Embed Code FAQ's Details 1. Sign into My Mediasite and activate your account When you first sign into My Mediasite (stream.sfu.ca), you will be prompted to validate your account by email and confirm additional details: Sign into stream.sfu.ca using your SFU computing ID and password. Enter your display name, confirm your SFU email (should be autofilled), then select Continue . Check your SFU inbox for an email with the subject line "Mediasite account activation request". Click the provided link to complete the Mediasite account activation process. 2. Use the "Add Media" button to upload or record a presentation from your computer Once you've signed into My Mediasite, you can upload or record a presentation: Select Add Presentation You can upload a video from your computer or record a new one using the Mediasite Desktop Recorder App . Once a file or recording is finished uploading, the video will need to process before it is ready for your audience. Depending on the size of your video and the number of users uploading to the system, this can take up to 24 hours. 1. Recommended VIDEO settings for Faster upload Recommended settings for Video Files


Resolution:

A maximum resolution of 1920 x 1080 pixels


Frame Rate:

24 frames per second (if you are only recording your slides, set this to 15 fps)


Duration:

We recommend keeping individual videos to less than 3 hours


File Size:

A one-hour video should not be larger than 2 GB. (Please compress the video if it is unusually large)


ADVANCED USERS

For faster processing, make sure your video contains the following properties: A Keyframe Interval of less than 6 seconds An Aspect Ratio that uses Square (1:1) pixels A bitrate of 1.5 Mbps or less Audio tracks with a 44.1 Khz sample rate Required settings for Sound Files


Bitrate:

128 kbps or less


Sample rate:

44.1 khz (48 Khz will also work) 2. Why is my video taking a long time to become available? Once your file is finished uploading to SFU's servers, it usually needs to be re-processed into a format that is optimised for on-demand streaming. Processing times average well under an hour, but some things can affect this processing time. SFU is continually looking to improve the performance of the Mediasite platform. Below are some things to watch out for when uploading videos. An incorrect file was uploaded (e.g. uploading a PowerPoint . pptx file instead of a video file) Uploading very large, uncompressed video files. If you are using a video editor, try exporting with a lower bitrate (we recommend 1.5 Mbps) Sometimes, the wait is happening before the processing stage. If the status of the video lists "Queued for Processing", then your video has not yet begun processing. This wait time can go above the usual 10-20 minutes when too many people are uploading at the same time. If your video spends too much time waiting in the queue, try uploading your content at a different time of day. When making videos using Zoom or PowerPoint it is important to acquire a video file. If a non-video file is uploaded to Mediasite you will not receive an error. Mediasite will keep trying to convert the file but will fail after a long time. Zoom Recordings When using the Zoom local recording feature, Zoom will create a special temporary file. This file will end with " .zoom ". After a recording finishes, please allow Zoom some time to process this file and produce a file that ends with ". mp4 " PowerPoint Recordings Microsoft PowerPoint will allow you to make a recording of your presentation. PowerPoint files end with " .


Sample rate:

file will end with " .zoom ". After a recording finishes, please allow Zoom some time to process this file and produce a file that ends with ". mp4 " PowerPoint Recordings Microsoft PowerPoint will allow you to make a recording of your presentation. PowerPoint files end with " . pptx ". When your presentation recording is complete you must export the video to produce a usable video file. This file should end with ". mp4 ". For best results, see "1. Recommend video settings for faster upload" above. 3. How many videos can i upload? In response to the rapid transition to remote teaching, SFU has removed any storage quotas for videos uploaded to Mediasite until further notice. 4. What kind of files can I upload? Mediasite accepts a wide variety of video and audio formats. Popular formats that are supported are listed below. If you are hoping to upload a different file format, please send an email to its-help@sfu.ca


Video:

mp4, avi, mov, flv, m4v, mkv, wmv


Audio:

mp3, wav, vob, Please note that very large files and videos with a very long duration may have difficulty being processed by the server. Processing times for Media Uploads can vary based on capacity and can take several hours to complete processing. 4K Video is not currently supported. 5. How long can i keep my videos? Any content you upload yourself will remain available for as long as your SFU account remains active. Class recordings can be downloaded to your own computer or transferred to your My Mediasite account for long-term storage. 3. Decide who can access your video Once your video has completed processing, you can make it viewable to your audience by sliding the "WHO CAN VIEW?" toggle switch to the appropriate setting. For most recordings, we recommend setting it to the My Organization


permission level:

Everyone This will make the video open to the public. Anyone with the link can watch the video without logging in. My Organization Any SFU user with an active Computing Account Only Shared Users Users you have added manually using the "Share" button Only Me This will make the video private. Only the owner of the video can watch the content. If you have sensitive material and only want to share it to a list of allowed users, please submit a ticket so IT Services can advise accordingly. 1. Why does my video become private after the upload is finished processing? This is the default behaviour and it is a safety feature. If you upload a video, this behaviour will encourage you to take a moment and verify that it is indeed the correct video before it becomes watchable by your audience. If you would like the videos you upload to automatically publish without a chance to verify the contents, please follow these instructions: Click on the face icon to the right of "Moderation" and navigate to the " My Settings " page Navigate to the " Publishing " options Set the option "Set visibility of MyMediasite uploads as viewable" so that it is "TRUE". Save To quickly get to this configuration page, please visit this link: https://stream.sfu.ca/media/mymediasite/settings/publish-settings 4. Share your video Embed videos in Canvas There are a few ways to share your videos. IT Services recommends using Canvas to share your content . You can use the "embed video" option for individual videos. For other ways to share, select Share Presentation . Quick Link or QR Code Copy the quick link or QR code and share it as you'd like ex. through email or Canvas. Direct Invite by Email Select the Invite by Email tab Enter the email


permission level:

video" option for individual videos. For other ways to share, select Share Presentation . Quick Link or QR Code Copy the quick link or QR code and share it as you'd like ex. through email or Canvas. Direct Invite by Email Select the Invite by Email tab Enter the email addresses you'd like to share a video link. Use a semicolon ; to separate each address. Write a personal message, if desired. Select Send Invite . Mediasite will warn you if permissions are not set to "everyone". Depending on your audience, you may need to adjust your video permissions (see Step 3: Decide who can access your video) before sending the invitation. Embed Code If you're familiar with HTML code, you can use the embed code to embed the video within SFU web pages or Canvas Course pages. 1. How do I share multiple videos at once? The My Mediasite application allows you to share multiple videos with your audience using "Channels". These playlists can be shared with students or other users, or they can be embedded inside of a Canvas course. To create a channel, please look at our how-to guide on sharing videos using a playlist/channel . 5. Frequently Asked Questions (FAQ's) 1. What is mediasite, and How is it different from "My Mediasite"? Mediasite is the platform used by SFU to automate scheduled recordings in supported rooms. Recordings are captured based on your SFU Course Outline information and can be distributed through Canvas. A browser-based video editor is also available to make your own adjustments to your recordings. My Mediasite is a Content Management System for streaming video available to SFU Faculty & Staff. It allows users to make changes to lecture recordings, upload new videos, control their visibility and create playlists of other videos from your


permission level:

is also available to make your own adjustments to your recordings. My Mediasite is a Content Management System for streaming video available to SFU Faculty & Staff. It allows users to make changes to lecture recordings, upload new videos, control their visibility and create playlists of other videos from your library that you can share with other SFU users. 2. Can users download my videos? Mediasite streams your video in a way that cannot easily be saved through normal use. If you would like your audience to be able to easily download a copy of your video or audio presentation, please inquire with IT Services by submitting a ticket . 3. Can my students submit assignments this way? At this time, only faculty and staff may request recordings or upload content. Allowing students to submit assignments through Mediasite is currently outside of the scope of the Lecture Capture service. Students and faculty can share files with one another using SFU Canvas, OneDrive, SFU Vault, etc. 4. How can i add closed-captions to my videos? Mediasite allows you to upload closed-captioning files for your videos. Simply follow the steps below to add your captioning file. Note: Mediasite cannot automatically create captions for you. You must upload a caption file or create your own captions using Mediasite's caption editor.


Add a caption file to your video:

Navigate to your presentation. Click Edit and go to the Delivery tab. If you have not already enabled captioning, select the Captioning check box. Select the Manually Upload an Audio Caption File radio button and click Select a file to locate and select your closed caption file. Click Upload. Once the file is uploaded, launch the presentation in Mediasite Player and verify your captions appear as expected. 5. How can I let my coworker edit one of my presentations or channels? If you need to provide editing privileges to a collaborator, you can make use of the green "Edit Security" button on your Presentation or Channel. Add the user to the list in this area, then make sure the security setting for "Write" has a check under "Allow" when clicking on their name in the list.


More information is available from the people who created Mediasite:

https://docs.mediasite.com/76/mymediasite/#!Documents/assigncustompermissionsdesktoponly1.htm If you still have any questions regarding My Mediasite, submit a ticket to IT Services for further assistance. Overview Learn how SFU staff and faculty can upload and share videos using My Mediasite. Sign into My Mediasite (stream.sfu.ca) Upload or record a presentation from your computer Decide who can access your video Share your video Embed in Canvas Quick Link or QR Code Direct Invite by Email Embed Code FAQ's Sign into My Mediasite (stream.sfu.ca) Sign into My Mediasite (stream.sfu.ca) Upload or record a presentation from your computer Upload or record a presentation from your computer Decide who can access your video Decide who can access your video Share your video Embed in Canvas Quick Link or QR Code Direct Invite by Email Embed Code Share your video Embed in Canvas Quick Link or QR Code Direct Invite by Email Embed Code Embed in Canvas Quick Link or QR Code Direct Invite by Email Embed Code FAQ's FAQ's


Record Your Desktop with Mediasite Desktop Recorder

Teaching and Learning Lecture Capture Video Hosting Overview This article explains how to use the Mediasite Desktop Recorder to record your lectures. Mediasite Desktop Recorder allows you to capture and record your computer's desktop, webcam and microphone. Recordings that are in-progress can be paused so that you can deliver your presentation at your own pace. When recordings are finished, they can be published to your MyMediasite account where it can be shared with your audience. Mediasite also features a web-based editor so that you may trim the start and end of your recording or make simple edits.


Note:

IT Services has been improving the login security for the Mediasite platform. Please note that this will have an effect on the use of Mediasite Desktop Recorder. Mediasite Desktop Recorder sessions must be started from stream.sfu.ca, as per the instructions below. Recording durations cannot exceed 2 hours.


DOWNLOADING AND INSTALLING MEDIASITE DESKTOP RECORDER (MDR)

If this is your first time using MDR, you will need to install the desktop software to perform your recordings: Log into the MyMediasite portal Click Add Presentation Click the More Information button under "Capturing video requires an app." Click on the download button that corresponds with your operating system. Installers are only available for Windows and Mac operating systems. Note: For macOS Catalina users, the MDR download in My Mediasite may not work correctly on your system. Instead, please install "Mediasite Capture" from the Mac App Store or by visiting Mediasite Capture - App Store in browser.


RECORDING A PRESENTATION ON YOUR COMPUTER

Once the MDR software is registered with your My Mediasite account, you will be able to start using MyMediasite to begin new recording sessions. It is also possible to begin a new Presentation from MDR, but we recommend starting in MyMediasite. Step 1: Click Add Media to begin setting up your recording session. Select the option " I want to record my desktop now " to begin using MDR for a recording session. This will prompt you for more details before attempting to launch the MDR software on your computer. Step 2: Enter your Presentation details and click "Create and Launch" Mediasite will require you to give the Presentation a title before you can begin. The description is optional but recommended. Once you click "Create and Launch", the web browser will download a Mediasite launcher and ask you to open the file in the MDR software. If this is your first time using MDR, please refer to the instructions for " Using MDR for the first time " further up on this page. Step 3: Configure your recording preferences DR will allow you to capture any combination of your webcam, microphone and anything appearing on your desktop. Pick a combination from the available options. Once you have chosen the type of recording you would like to make, you can either select "Record" or you can click on "Next" to double-check or change options for your microphone and camera. We recommend using the "Next" option and always verifying that the correct devices have been selected. Step 4: Begin recording your Presentation While you are recording, MDR provides a Preview window. This will show your camera if you are using one, however if it is on-screen for the recording, a message will replace the image to let you know that it might


RECORDING A PRESENTATION ON YOUR COMPUTER

devices have been selected. Step 4: Begin recording your Presentation While you are recording, MDR provides a Preview window. This will show your camera if you are using one, however if it is on-screen for the recording, a message will replace the image to let you know that it might be recorded accidentally. If you need to take a break or would like to perform in short bursts, MDR allows you to pause and resume your recording. This can be done from the MDR Preview window, or by clicking an icon in the System Tray for your computer. If you discard your recording, MDR will erase whatever has been recorded and bring you back to Step 3 so that you may try again. Step 5: Finish your recording After you have completed your recording, the video will be automatically uploaded to your My Mediasite account. If you would like to choose when your video is uploaded to the system, you can change the default behaviour in the Settings area for the MDR software. Later, if you decide you would like to re-record your Presentation you can begin a new recording session from the same Presentation in My Mediasite.


Step 6:

When you're ready, make the video viewable for your audiencNo Note: By default, when a video is uploaded to My Mediasite, the "WHO CAN VIEW?" toggle for the video in My Mediasite will always be reset to " Only Me ". Before your audience can watch the video, you must change the "WHO CAN VIEW?" toggle to another setting. This can only be changed after your video has finished processing. Related Services / Offerings (1) Classroom Technology - Request Lecture Recording Record course presentations hosted in SFU campus lecture theaters or class rooms.


Sharing your lecture recordings in Canvas

Teaching and Learning Lecture Capture Video Hosting


OVERVIEW

This article describes how to share your lecture recording videos in Canvas, SFU's Learning Management System. You can choose to share a playlist (channel) of all your recordings, or share each video individually. For audio only recordings, you can direct your students to visit SFU's Audio Recordings Archive . Embed a playlist or video in Canvas Lecture Videos Recorded by IT Services If IT Services is recording your lectures, you can embed a playlist (also known as a channel) which includes past and future course recordings: Create a new page in your course and title it "Lecture Recordings" or similar. Select the Mediasite plug-in (four blue circles) from the page’s tool bar. If you don't see the icon, click the three dots for more tools or enlarge your browser window. Select Authorize if prompted by Mediasite to access your Canvas account. Select Filter and filter by Type: Channel and Owner: Shared With Me . Then select Apply . Find your course and select Embed. You can also use the search bar to narrow your results ex.


If you prefer to share videos individually:

Select Filter and filter by Type: Presentation and Owner: Shared With Me . Then select Apply . Find your course. You can use the search bar to narrow your results ex.


1251 MATH 100 D100

We recommend choosing Embed Video which will insert a video player to watch on the same page. You can also choose Link Video to insert a link to watch the video in another page or window. Self-Recorded Videos If you’re uploading videos to MyMediasite by yourself, see Share Videos Using a Playlist or Channel for instructions to create and share a channel. Frequently Asked Questions 1. I'm not using Canvas to teach and IT SErvices is recording on my behalf. How do I share my recordings with my students? When our AV Team schedules your lecture recording, you will receive a confirmation email that contains a channel link that you can share with your students. It will be in the form of: https://stream.sfu.ca/Media/Channel/<semester code>-<subject>-<number>-<section> ex. https://stream.sfu.ca/Media/Channel/1251-bus-207-d100 Your semesterly recordings will automatically sync with your SFU group. If your students can't access to the recording, please contact IT Services for assistance. Related Services / Offerings (2) Canvas Canvas is SFU's institutionally supported learning management system. Classroom Technology - Request Lecture Recording Record course presentations hosted in SFU campus lecture theaters or class rooms.


Share Videos using a Playlist or Channel


OVERVIEW

This article describes how to use add a channel to share your self-recorded videos. For instructors who have IT Services recording on their behalf, see Sharing your lecture recordings in Canvas . The My Mediasite application allows you to share multiple videos with your audience using "Channels". These playlists can be shared with students or other users, or they can be embedded inside of a Canvas course.


Channels also enable the following optional features:

Comments from your audience Channel customizations