TROY IT Update February 2022

SANS OUCH!

TROY IT partners with SANS for security training and end-user awareness materials. In a recent publication of SANS OUCH!, the importance of spotting and stopping message attacks is discussed. Please find the article at https://www.sans.org/newsletters/ouch/spot-and-stop-messaging-attacks/. And remember, if you observe any concerning messages, forward to spam@troy.edu.

IT Operational Changes - COVID

Please Be Patient

Our university IT professionals are working diligently and taking extra precautions to ensure they are safely supporting our user community and our team. Technicians may need additional time to properly address the safe delivery and support our users’ IT needs.

Equipment Drop-Off Locations

IT technicians will designate a drop-off and pick-up location for faculty and staff to receive or return equipment while scheduling user appointments. When faculty and staff contact an IT professional to schedule an appointment, technicians will provide clear directions to the drop-off and pick-up location, as well as the instructions to follow—where to leave equipment, where to pick up equipment, to limit physical interaction or close contact.

Furthermore, in addition to sanitizing equipment, technicians will clean surfaces that are frequently touched between user visits.

LOCATIONS:

Troy, AL
110 University Park

Dothan, AL
Everett Hall 118

Montgomery, AL
603 Whitley Hall

Phenix City, AL
Riverfront 418E

Augusta, GA
Augusta Corporate Center
Building 200 suite 201

Providing Remote Support

IT staff will provide remote support whenever possible, especially for basic troubleshooting and software or application installation and configuration. Users will be guided through receiving remote support by the IT staff.

Remote assistance enables technicians to share the user’s screen to see and experience the issues reported, making it easier to fix or guide users through the task at hand. Technicians simply request permission from the customer to start a remote support session and begin troubleshooting. The tool, powered by LogMeIn, offers file transfer, chat functionality and custom integrations for superior service.

Hours of Operation (Central Time)
Monday - Friday, 7:00 a.m. - 7:00 p.m.
Saturday, 10:00 a.m. - 2:00 p.m.
Sunday, 1:00 p.m. - 4:00 p.m.

Microsoft Teams

Microsoft Teams is cloud-based team collaboration software that is part of the Office 365 suite of applications. The core capabilities of Microsoft Teams include business messaging, calling, video meetings and file sharing. This desktop app can be installed to enable additional features of the Microsoft Teams application.

New Teams Features

Microsoft Teams has added a host of new features such as the new presenter options shown below. Check the list below to see some of the new features available now for the next time you meet.

Whiteboard has been upgraded to have more flexibility during meetings. It also can now be worked on before the meeting starts to add photos or task lists ahead of time.
Adding apps to meetings is a new way to interact with services during a meeting. A common example is the ability to make quizzes during or even before the meeting so that student understanding can be checked impromptu.
For Mac users the option to change the notification style is now here. The option is between either the electron-based teams notification or a native mac OS style notification. The latter is useful as it respects the Mac’s Do Not Disturb setting.

Where are my recordings?

Microsoft has changed the way that recordings work in Teams. Now recordings that are made in a Team meeting are saved to the “Recordings” folder in the “Files” tab of that team. Meanwhile, recorded scheduled meetings are now saved in the OneDrive of whomever started the recording in the “Recordings” folder. For more information on these changes please refer to this Knowledgebase Article.

For more information on Teams, visit TROY’s Remote Productivity Tools page.

Upcoming Change: Manage the expiration of a meeting recording in Microsoft Teams

Microsoft will soon be adding auto-expiration of Teams recordings. (This will only apply to new recordings that are created after the change has been made. Recordings that already exist will not be affected.)

If your recording has an expiration date, you'll see a message indicating that when the recording pops into the meeting chat after the meeting ends. Open the details pane to view or change the expiration date.

There are a couple of different ways to get there:

Click on the recording to open it in your browser. Once the browser page has opened, select in the upper right to open the details pane.
Or, go to My files in your OneDrive or Sharepoint site and view as a list. Mouse over the recording in question, select Show actions (the three vertical dots to the right of the file name), and then choose Details.

When the details pane is open, look for Expiration date. Here's where you'll see the date that's currently set.

Open the drop-down to see your options for changing the date. Extend the recording's availability for a certain number of days, or pick a specific date on the calendar. You can also choose No expiration if you don't want it to be deleted.

Microsoft Teams Recording Dropdown Screenshot

Notes:

The message indicating that your recording will expire will persist on the recording in the chat even if you remove the expiration date. But don't worry—if you've selected No expiration, it won't expire.
The owner of the recording will get an email when it expires. At that point, they'll have up to 90 days to recover it from the recycle bin. Once recovered, the recording will no longer expire automatically.
Watching the recording won't affect the expiration date.

Canvas and Microsoft Teams Integration Available

Microsoft Teams has integrated with Canvas to provide you access to your Teams meeting directly in Canvas. As an instructor, you will need to sync your roster with Teams and complete a few steps in order to utilize the new features. For more information on these changes please refer to this Knowledgebase Article.

Hyflex Classrooms

- Hyflex Classroom Support Website Launched: https://it.troy.edu/flex/
- Teams / Canvas Integration – Technical Services worked with the Canvas Support Team to configuring the Canvas – MS Teams LTI
- - - Click-through Demos
    - Interactive click-through demos give an overview of how to set up and use the new LTIs in Canvas:
    - Microsoft Class Teams LTI
    - Microsoft Teams Meeting LTI App
    - OneDrive LTI App
    - Immersive Reader App
- Hyflex implementation and classroom training was conducted for the first pilot group.

Instructor Station

Wide Front

Board/Workspace

Classroom View

Adobe Sign Workflows

TROY began using Adobe Sign’s electronic forms in 2009 with four forms. Over the last 13 years, the number of forms has expanded to over 175 forms with an average of 50,000 forms being sent out each year. Currently it takes on average 3 weeks to fully deploy a form.

Forms are available on departmental pages and the Forms page on my.troy.edu.

Because of the number of new electronic forms, we recommend that if you need to send a form, check employee forms https://my.troy.edu/forms/index.html or student forms https://my.troy.edu/forms/index.html?filter=studs for the most up-to-date version of a form.

Recently released forms include:

- Academic Training Advisor Approval
- ACCELERATE Dual Enrollment Contract
- ACCELERATE Dual Enrollment Registration Form
- ACCESS Teacher Contract
- Advisor Approval of Curricular Practical Training (CPT)
- CPCE Alternate Exam Petition
- CSS Authorization for Release of Information
- CSS Client Contract
- CSS Distance Counseling Informed Consent
- CSS Early Action Alert
- CSS EMP Table
- CSS Intake Form
- CSS Progress Notes
- CSS Referral for Additional Services
- Faculty Staff Campaign (updated)
- Foundation Board of Director Information Packet
- IFC (Interfraternity Council) Event Approval Form
- Housing Application
- Housing Student Action Form
- McNair Scholars Application (updated)
- Monthly Building Inspection Report
- OSP Transmittal Form
- Professional Development Request
- Rehabilitation Counseling Scholarship Forms
- Tennessee Student Supplemental
- TEP Admission Application (updated)
- Travel Reimbursement Forms
- Troy Abroad Faculty Leader Guidelines
- New Employee Direct Deposit Form
- Student Support Services Application
- CAS Global Scholar Program Application
- Time and Effort Report
- Quarterly Verification Personnel Certified Report
- CARES & ARP Applications for 2021/2022 Funding
- Truth in Salary Act Annual Report

Canvas

- Term 3 ends, March 13th
- Term 4 dates, March 21st - May 22nd
- Publish Term 4 courses in Canvas, March 17th by 5 pm CT
- Term 5 Course Shells created, April 15th

Microsoft Local Administrator Password Solution (LAPS)

Microsoft Local Administrator Password Solution, or LAPS for short, empowers Faculty and Staff by generating randomized administrator passwords for their Microsoft Windows PC. Whenever administrative credentials are required, a temporary administrator password can be provided which will expire after a set timeframe. As many of the tactics employed by bad actors via malware or application exploits result in those persons gaining the access level of the currently logged on user, using LAPS to resolve elevated access level requests is a proven method to mitigate attacks to both that end user’s computer as well as others on the network. If you need immediate assistance regarding temporary administrative rights to install software, you may reach out to the IT Operators at 334-670-HELP (4357). For any other request, please submit a helpdesk ticket.

Respondus Lockdown Browser Upgrade

Troy IT has deployed the Respondus LockDown Browser version 2.0.7.06 upgrade to nearly fifteen hundred University devices. This handy application allows students to take most Canvas tests from many of the University’s on-campus computer labs.

TeamDynamix (Helpdesk)

How to Get Help with your Requests Quicker

To help us contact you as quickly as possible, make sure you provide as much information as you can in your ticket.

If you anticipate us having to remote into your computer to resolve the issue you are having, help us help you by providing us with a time to reach you and with your computer name in your ticket. Below are the instructions for locating your computer name. If your computer will not boot at all, you can provide us with the serial number of the computer, so we check on the warranty status. For instructions on locating the serial number, visit Where do I find my desktop or laptop serial number?

Search Feature

Easily find the services that you need using the helpdesk search feature. The helpdesk’s search feature will allow you to perform a “Google” like search of the helpdesk to find exactly what you need.

If you use the search at the top of the page, you will see suggested knowledgebase articles and services based on the search terms you have listed. A lightbulb indicates the item is a knowledgebase article and a compass indicates it is a service. You can select one of the suggested search results or you can click on the magnifying glass to search the helpdesk for your search terms.

If you want to only search the knowledge base or service catalog, you can do so by selecting either knowledge base or service catalog from the drop-down field to the left of the search box at the top of the page.

Helpdesk Search Features Detailed Screenshot

Helpdesk Email Replies

The easiest way to update a helpdesk ticket is to reply to the email notification you receive. Your ticket will be updated with your response, any attachments in your email will be attached to the ticket, and everyone included in the notification you received will be notified of your response.

Training

Training is provided to all TROY faculty and staff through the IT Department. At this time, courses are held online only via Microsoft Teams and WebEx. The courses cover commonly used software, systems, professional development, and bi-monthly Canvas updates. IT can work with you to offer college or department specific training. IT can also work with you to build on-line training courses as well through KnowledgeCity.

Topics included:

- Canvas Updates and Features
- Mastering Cleartouch Smart Boards
- Microsoft Teams
- Webex Meetings – Updates and New Features
- Windows Feature Updates
- SPSS Statistics
- Microsoft Office 2019 Overview
- Uploading and Linking Content into Canvas

Online training resources have been made available at https://it.troy.edu/online/ with links to on-demand training materials, a schedule of live sessions, along with a link to the KnowledgeCity training portal.

Office 365 Training

IT partnered with Microsoft to provide eight informative training opportunities to all TROY faculty and staff. These interactive sessions offered participants the opportunity to collaborate, discover and learn from experienced Microsoft trainers in a hands-on environment. In all, 222 users attended this year’s training.

Topics included:

- Teams 100
- Teams 200
- Outlook 100
- Teams 200
- OneDrive for Business
- Teams Calling
- Teams Meetings
- Stream

WebEx - New Features

WebEx is a service primarily used for video conferencing and presentations. In addition, university staff and faculty have also used the service for hosting Webinars for internal and external audiences. See new features below.

Host or cohost can easily identify users to admit or remove in the secure lobby

Hosts or cohosts are easily able to identify a participant joining a meeting as Internal to their organization, External to their organization, or Unverified where the user isn't authenticated by WebEx and therefore can’t be verified.
Notification of a participant waiting in the lobby is now more prominent and isn’t hidden in the Participant List.
Hosts or cohosts can remove a participant from the lobby. They can also select an entire group and admit or remove those participants.

Customize your email templates for webinars
As a host, you can customize the templates you use to send the following emails to panelists and attendees:

Invitations
Reminders
Thank You
Cancellations

You can also choose whether to use HTML or Plain text for your email format and even save the template to your template library for future use.

Schedule Reminders

Hosts and panelists can schedule reminders but only the host can enable two additional reminders for webinars with up to 10,000 participants. Reminders are disabled for webinars with 25,000 participants or more.
When you schedule a webinar, you see separate tabs for panelists, attendees, and hosts, making it easy to copy content and send it to your respective audience.

Changing the Requestor when Submitting Tickets

If you regularly submit tickets on behalf of others in your department, don’t forget that you can change the requestor on the ticket so IT will be able to communicate directly with the individual needing assistance. You will still be able to see the ticket and update the ticket if needed.

helpdesk screenshot showing how to change the requestor

VISIX Digital Displays

Digital displays are used to present valuable information to students, faculty, and staff, including current events, weather, and important notices. Currently, there is a combined total of 70 Visix Digital Displays on Troy University Campuses.

Visix serves as a signage suite for the University. Through utilizing the Visix system, students and employees can view announcements that consist of scheduling information, alerts, notices, policies, live weather updates, live news, and other relevant content.

Recently, a new interface management solution and new players were implemented across the Visix infrastructure. This update provided a new weather forecast section, AP news ticker, and higher resolution capabilities with expanded content compatibility.

Helpdesk Volume Indicator

IT has rolled out a Ticket Volume Indicator that measures ticket volume broken down by division. If the indicator is green, the volume of tickets for the division is at average status and will have the standard response time. If it is yellow, the volume of tickets for the division is reaching a point where response time may be briefly delayed. If the indicator is red, the volume of tickets for this division is high, and response time may take longer than usual. This volume indicator is located on the client portal homepage of the Helpdesk.

Helpdesk Project Management

IT is in the process of rolling out a project management tool within the helpdesk. Use of this will begin with internal IT projects, but you may be brought into some of these projects if you are working on a project with IT. This tool will utilize project card walls to manage tasks associated with projects.

Malwarebytes

To help protect against malware, hacks, viruses, ransomware, and other ever-evolving threats, Troy IT has deployed Malwarebytes Endpoint Agent to all Troy University Windows PC’s which reside on a Troy University network. Malwarebytes will routinely scan devices and remove malware to help support a safe online experience. Malwarebytes will also be installed on all Troy University Mac’s at a later date.

Supply Restraints and Shipping Delays

The global pandemic prompted a historic increase in demand for technology, creating a supply shortage of many components including integrated circuits (ICs), panels, visuals, wireless cards, CPUs, etc. In addition, global logistics capacity has been impacted by severe ocean container shortages and reduced air cargo capacity impacting accuracy of shipment dates and increasing shipment lead time and costs. We expect these industry level supply shortages to continue well into 2022 and possibly longer.

TrojanTXT

TrojanTXT is a text messaging tool that Troy University uses to communicate with students about student services related deadlines, events, and information. Messages can be sent to specific campuses such as the Troy, AL Campus, TROY Online, Phenix City, AL, or all Term locations. For more information on sending TrojanTXT messages, view this article.

Salesforce Email

Salesforce is Troy’s platform for sending out mass emails to external constituents. If you need to send mass emails to an external audience, Salesforce is the option you should utilize. Marketing can assist you in building branded emails and IT can assist in sending the email. For more information on sending email communications through Salesforce

Mandatory Employee Security Training

Full Time faculty and staff were given access to complete their Annual SANS Security Training during October - December. This annual online training program teaches the user how to keep TROY University as well ourselves Cyber secure.

The 2022 Annual SANS Security Training consisted of 13 short modules running approximately 45 minutes.

Software Center

Software Center is an application installed on every Troy University Microsoft Windows PC. It allows for the installation of pre-approved software by Faculty and Staff without the need for administrative rights. To launch Software Center, first navigate to the start menu, type Software Center, and then press enter. The image below will now show. To install any application available simply click on it then select install. Keep in mind, your computer will need to be on a TROY network to utilize Software Center. If you are working remotely, you will first need to connect to TrojanNet VPN.

Canvas Training

The Educational Technology department offers a monthly training session that covers Canvas updates and new features, as well as highlighting other services available in Canvas. Join us and stay informed on all the newness! Contact the Educational Technology Team through the Helpdesk system under Teaching and Learning to find out more about available training sessions.

Microsoft BitLocker Administration and Monitoring (MBAM)

Microsoft BitLocker administration and Monitoring (MBAM) offers enhanced protection against data theft and data exposure for Windows systems that are lost or stolen. BitLocker encrypts all data that is stored on a Windows system. Through BitLocker, Troy University currently encrypts approximately 1,500 user devices.

Third-party Application Patching to Remote Devices

Troy IT is now patching third-party applications, such as Google Chrome and Mozilla Firefox, on University Microsoft Windows remote devices connecting over TrojanNet VPN. Simply leave your University Windows device connected to TrojanNet VPN for a few hours every day or evening, no other action is needed on your part. Please note that your device’s connection to your home network needs to be set to “Private” not “Public.”

TROY Mobile App

A new experience for the TROY mobile app is in development. We’re working to add new features and integrations as well as a redesign of the app’s user interface, with all changes scheduled to be completed and deployed by the end of summer 2022.

If you have ideas for new integrations and links to include the app, or would simply like to offer feedback about the current app, we encourage to submit your ideas using this form: https://it.troy.edu/mobile/#app-feedback

For more information about the mobile app, please visit it.troy.edu/mobile/.

Remote Productivity Tools

In March of 2020 the IT department deployed a special-topic page to assist faculty, staff and students with identifying, and learning more about, tools that can be used for taking classes online and working remotely. This permanent resource is still available and can be found at it.troy.edu/remote.

my.troy.edu Portal Redesign

IT is planning enhancements to the appearance and site-wide features of the my.troy.edu portal with deployment of these changes targeted for the end of this spring semester. This project will include updates to the overall website appearance and the modification of site-wide menus based on data acquired from our website analytics, which provide general information about the resources that are most frequently used in the portal.

To provide general feedback about the portal, or to offer suggestions for future enhancements, please submit your comments via this form: https://splash.troy.edu/feedback/

Web Analytics

IT manages website analytics tools for content located on www.troy.edu and my.troy.edu. Content owners are encouraged to request analytics reports for their content areas. By regularly reviewing website analytics data, content owners can make decisions based the data, such as relocating popular content or expanding available information based on observable trends. If your content is located in www.troy.edu, please contact Marketing and Communications to request access. Owners of content in my.troy.edu should contact IT directly.

IT Insights

Our February 2022 publication is still available for review, which can be accessed by visiting it.troy.edu/insights. IT is actively working on a new edition of this publication, which will be available at the same address. Please keep an eye on your email for an announcement that will provide notification for when the newest issue is available. Faculty and staff may submit ideas for future editions by sending comments to web@troy.edu.

Emergency Information and Systems Status (SOS)

Students, faculty and staff have several tools available to keep them appraised of the latest safety information and system maintenance or outages. Messages are posted to the sos.troy.edu website with messages also available near the top of the my.troy.edu portal pages. Safety information is also displayed on www.troy.edu. Messages posted to sos.troy.edu are also published to Twitter via our @TROYUSOS account.

All students, faculty and staff are also encouraged to log into their Omnilert account to sign up for text notifications of critical safety messages.

To learn more information, and subscribe to SOS notifications, please visit sos.troy.edu.

Screenshot of SOS Emergency Information and Systems Notices site

TrojanBot

Our TrojanBot chat system is available from any page of the my.troy.edu portal and standing by to assist students, faculty and staff with answers to frequently asked questions. For example, TrojanBot can point you directly to Financial Aid resources, technical support assistance and more. If you would like to see additional resources added to TrojanBot, or submit other feedback, please send your comments to web@troy.edu.

Microsoft Bookings

Microsoft Bookings makes scheduling and managing appointments a breeze. Bookings includes a web-based booking calendar and integrates with Outlook to optimize your staff’s calendar and give your customers flexibility to book a time that works best for them. Note: Only Full-time faculty and staff can create an manage Bookings calendars. Part-time faculty/staff and students can be added as members to a calendar.

Watch this short video from TeacherCast on how to setup and start using Microsoft Bookings.