remote access & home working · 2020-03-18 · remote access & home working . sns bgs have...

REMOTE ACCESS & HOME WORKING

SNS

BGS have multiple methods for remote & home working, all depend on what level of access you

require and whether you have a BGS laptop, pool laptop or using your own device.

SITUATION UPDATES Information on the ongoing situation will be made available via email and the BGS website. Staff

should consult these for updates.

ACCESS TO EMAIL Email is provided through Microsoft Office 365 and can be accessed from any device, PC,

Laptop, Tablet or Smart Phone. All that is required is an internet connection via WiFi or 4G.

Login to https://outlook.com/nerc.ac.uk using your email address and network password. In

addition, offsite you will need to use the Microsoft Azure MFA Passcode that should have been

set up along with your email account. Contact your local helpdesk for more info: kwhelp or

lchelp.

MICROSOFT TEAMS Microsoft Teams is another Office 365 collaboration tool. Teams will let you share notes and

documents with other members of your teams and project groups. As this is also a cloud based,

https://outlook.com/nerc.ac.uk

mailto:[email protected]?subject=Webmail%20Access

mailto:[email protected]?subject=Webmail%20Access


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same as webmail, it can be accessed on any device with an internet connection. You can reach

Teams through the webmail screen once you are logged in.

For more information about Teams see: http://bgsintranet/support/help/O365.html or contact:

Web Team

ZOOM MEETINGS ZOOM is a video conferencing and collaboration tool available to all BGS staff. ZOOM can be

accessed on any device either by a web browser or the ZOOM application. All that is required is

an internet connection via WiFi or 4G. There is no cost to BGS staff for using Zoom from home,

work or anywhere else.

http://bgsintranet/support/help/O365.html

mailto:[email protected]


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For more information on ZOOM or to login go to https://ukri.zoom.us/.

Also please see the separate document for more detail on using the Zoom client.

BGS LAPTOPS All BGS laptops or pool laptops have Pulse Secure VPN client installed. This allows you to

connect the laptop directly to the site and use all applications exactly like you can in the office.

Pulse can also be used to Remote Desktop to any workstations, servers or Lab equipment that

permits remote access.

You will need a stable internet connection via WiFi or 4G and a VASCO 2 Factor Token to

connect using Pulse.

Contact your local helpdesk for more info: kwhelp or lchelp.

CITRIX APPLICATIONS AND DESKTOPS Access to CITRIX applications and desktops is also available from any device via an internet

link.

CITRIX can be run from a web browser or via the CITRIX Workspace application. CITRIX

provides access to most common application in use in BGS including ARC GIS.

CITRIX can also provide a limited number of GPU Accelerated Desktops that will allow you to

run graphic intensive applications such as 3D VIS.

Logon to CITRIX via https://apps.bgs.ac.uk with your BGS email address and password and you

will also require a VASCO 2 factor token.


https://ukri.zoom.us/

mailto:[email protected]?subject=Pulse%20VPN%20-%20Vasco%202FA%20Token

mailto:[email protected]?subject=Pulse%20VPN%20-%20Vasco%202FA%20Token

https://apps.bgs.ac.uk/

mailto:[email protected]?subject=CITRIX%20Apps%20-%20Vasco%202FA%20Token

mailto:[email protected]?subject=CITIRIX%20Apps%20-%20Vasco%202FA%20Token


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BGS SECURE PORTAL BGS provides access to network drives, web services and Remote Desktop via a web browser

on any Windows PC, including home PCs.

To access the Portal, you will need an internet connection via WiFi or 4G and either a VASCO 2

Factor Token.


SAVING FILES AND DATA Please save files to the appropriate folder on the W: drives just as you would when working in

the office.

We discourage the use of external usb storage devices. If these are used they must be

encrypted and have been scanned by SNS before use, and also once back onsite.

HELP DESK SERVICES

The SNS help desk services at Keyworth and The Lyell Centre will continue to be available

within normal working hours, 08:30 – 17:30, albeit on a remote basis as SNS staff will also be

working from home.

Email communication is preferred: [email protected] or [email protected]

Telephone contact is also possible but please call as a last resort only:

Keyworth 0115 936 3211

The Lyell Centre 0131 650 0425

The numbers above will automatically redirect to whoever in SNS is on help desk duty.

mailto:[email protected]?subject=BGS%20Secure%20Portal

mailto:[email protected]?subject=BGS%20Secure%20Portal




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FORWARDING YOUR SNOM CORDLESS PHONE TO ANOTHER NUMBER You may wish to forward your BGS phone number to a mobile or other number. Please do this

in advance (you don’t need to enable the forwarding itself at this stage).

Configure Call Forwarding via your SNOM phone keypad

1. Press "Settings Menu" Button (the key with 3 Lines on it) 2. With the Navigation keys (outer circle) navigate to "Settings"

(the cog icon) press select (using the center button of the navigation key)

3. Scroll down to "Call Forward" press select 4. Select "Forward Unconditionally" 5. Select “On” using the function key (below the three dots) 6. Use the arrow keys to scroll down to “Forward To” press select 7. Enter the number you want to ‘Call Forward’ to (your mobile

number) and press “Ok” (left function key under three dots) 8. Leave the menu (Press the red button) and go back to the

home screen 9. Now on the idle screen "CFU: 07786******" is displayed. (CFU:

Call Forwarding Unconditionally) 10. To disable go to step 5 and select “Off” this will disable the Call

Forward


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FORWARDING YOUR YEALINK WIRED DESK PHONE TO ANOTHER NUMBER

Configure Call Forwarding via your Yealink wired phone

1. Press "Menu" Button 2. Using the Navigation/Arrow keys navigate to "Features”, press

Enter 3. Scroll to "Call Forward", press Enter 4. Select "Always Forward", press Enter 5. Press “Right Arrow” using the function keys to show “Enabled”

and press Save 6. In the “Forward To” box type the mobile number you want to

forward calls to then press Save 7. Press “Back” to get back to the main home screen 8. Now at the top on the idle screen you will see an arrow is

displayed. This indicates the call forward option is live 9. To disable “Call Forwarding” go to step 5. and select “Disable”

using the right function key, then save, this will disable the call forwarding


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USING THE ZOOM CLIENT SIGNING IN Double-clicking the Zoom icon will bring up the first window from which you should choose “Sign

In”.

Now select Sign In with SSO:


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Type in UKRI and leave the .zoom.us as it is:

Now enter your normal login credentials:


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You will now be logged in and you can choose how you will run/join a meeting.


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JOINING A MEETING

Clicking on Join will bring up the following screen. If you have received an invitation to a

meeting, you will have a meeting ID, which you enter into the first field and then click Join.


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Alternatively, if you have an e-mail invitation, you can simply click on the appropriate link to use

Zoom, Skype for Business, a web browser or the Zoom app on mobile devices.


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STARTING A NEW MEETING

If you select New Meeting, you will be taken to a video window from where you can invite other

attendees. If you do not see yourself on screen, make sure the Start Video icon at the bottom

left does not have a red line through it. If it does, click on the icon to start the camera.

When you click Invite at the bottom of the screen you will have a number of choices by using the

tabs at the top of the next window.


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The email option will start a new Outlook message, which will contain all the joining details and

all you need to do is enter the names of the people you want to invite in the To field.

If you select Contacts, you will see a list of people within UKRI who have registered with Zoom

and you simply select the names from that list. Be aware that those staff who have not yet

registered will not appear on the list.


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Choose the Room System tab and enter a name e.g. BGS into the IP address or URI field to

see a list of hardware systems matching that filter. Click on the room you want to use and then

the Call button.

Once everyone has joined the meeting you can share a presentation or your desktop with

everyone else by clicking the green Share button. Highlight the particular window you want and

then click the Share button.


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When finished click the Stop Share button at the top of the screen.


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Once your meeting finishes, click on End Meeting at the bottom right of the screen and then End

Meeting for All.


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SCHEDULE A MEETING

Choose Schedule to arrange a future meeting. Fill in an appropriate name, set the date and

time then click the schedule button.

Your booking will appear in the left hand window of the main screen:


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A new Outlook message will also be created with the meeting details; enter the names of the

people you wish to attend and send it out. An appointment will be placed in your Outlook

calendar.


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ENDING THE SESSION

When you have finished using Zoom, click on the letters at the top right of the screen

Now click Sign Out.


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COMMUNICATIONS - ZOOM Staff are encouraged to install the Zoom video conferencing application onto their laptops/iPads/

phones, and indeed their home computer. Productive meetings can be had using Zoom.

Instructions are as follows:


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SITE ACCESS Remember that you will not be permitted to visit your office during any site closure. Pre-

authorised staff only will be allowed on-site for specific business-critical purposes that cannot

be completed remotely.

For anyone organising a Zoom meeting, you need to activate your

account. We would encourage everyone to do this by following the

link ‘New Users Activate Your Account’ from

https://www.ukri.org/zoom/. Various guides are also available via this

link.

You do not need zoom installed if you are just participating in a

meeting – you join in by clicking on one of the links in the meeting

invitation email. Also you don’t need to be in one of our meeting

rooms to use Zoom – join in via your own PC/laptop/tablet or even

smart phone if that’s more appropriate.

If you want to instigate meetings please install Zoom via BGS

remote access & home working · 2020-03-18 · remote access & home working . sns bgs have...

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