REMOTELY ACCESS YOUR FILES WITH THE FLAGLER FILECONNECT SYSTEM

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1 REMOTELY ACCESS YOUR FILES WITH THE FLAGLER FILECONNECT SYSTEM This document explains the various ways to connect to your network files and group share data. In addition, staff and full-time faculty are able to log in to the campus Terminal Server to gain access to commonly used applications, or directly control their office machine via any web browser. Please see the instructions below via the linkable table of contents and please contact the Technology Services department with any questions or concerns. Contents Page 1. Introduction to FileConnect Using the main FileConnect portal Working with files online Uploading and downloading files using FileConnect (Recommended method) Uploading and downloading files via the web folder method Remote Control Remote control using the campus Terminal Server Remote control your work PC Using your PC to begin remote control access (Internet Explorer users) Using your PC to begin remote control access (Non-Internet Explorer users) Using a Macintosh to begin remote control access Frequently Asked Questions I have Internet Explorer however I do not see the web folder options in my FileConnect folder list I remote in using a PC with Internet Explorer and regardless of what I do I still see a small connection window and not the full screen. What is wrong? What Internet browsers are supported for the remote control option? I have a Linux-based system. Do you think that the remote feature will work with this system? Do you think our home PC s anti-virus software will allow the remote feature? Are there security issues with this remote feature for our home PC s?

2 I have a Flagler-issued laptop that I use in my office and take with me. How do I remotely connect using it? I am using the cut, copy and paste features on FileConnect but I cannot see the results on my machine? I am logged to FileConnect however I do not see certain files, why? When I try to connect to the Terminal Server I receive An error occurred while copying file msrdp.ocx. What does this mean? I am running Windows Vista and/or Internet Explorer version 8 and would like to remote control my work machine. What do I do? Contact us for further assistance Introduction to FileConnect Accessing your remote network files is easy using FileConnect. Using any web browser, you can easily download and edit files from an off-campus location, just as if you were using a Macintosh or PC on campus. This system is available on the Flagler College wireless network and any other machine outside of campus that has internet access. It is not available on campus wired machines. NOTE: Ensure that your system has current anti-virus and anti-spyware software before using FileConnect. Not keeping this software up to date software can potentially damage or corrupt files! NOTE: If you have a PC it is recommended that you use Internet Explorer versus other browsers that you may have installed such as Firefox. To begin, open Internet Explorer and go to https://fileconnect.flagler.edu. Enter your network login ID and password and click on login. Accept the usage policy by selecting continue. 2

3 2. Using the main FileConnect portal Users logging in for the first time at the beginning of each session will see a series of messages asking to install ActiveX controls and or run/enable any digital signature prompts similar to ones shown below. Depending on your role (staff or faculty) at the college, you will see various connect options in the home window. Most users will see bookmarks that will allow you to access your Windows and Macintosh home and group folders. As you navigate through FileConnect there is a main dashboard on the left that can take you directly to your preferred location. Select one of the file bookmark links and you will see your group or network home folder data. Documentation on how to use FileConnect is also available. To open the document in a new window, click on the icon directly to the left of the bookmark. Make sure you have the latest version of Adobe Acrobat reader when viewing this document. NOTE: The Terminal Server icon is only available for staff and faculty at this time. NOTE: This system only applies to files that are stored on network drives or group drives. If you store your files locally on your Macintosh or PC workstation, they will not show on this system. 3

4 3. Working with files online After selecting the appropriate group or home folder in the file bookmarks section, you can hover your mouse over each icon on the toolbar to see what they do. You are able to upload, delete, copy, cut, paste and download documents that you would like to work on. NOTE: Cut, copy & paste functions allow file actions within the FileConnect system only. 3.1 Uploading and downloading files using FileConnect (Recommended method) If you would like to work on a particular document, downloading the file(s) to your machine then working on them is the recommended method. Click on the particular file that you want to work with and the system will automatically provide the option either to open or save the file. Make sure that you save the file to your local machine and do not select open. If you select open, any changes that are made will be lost regardless if you save! Once you have finished working on your file(s), or if you wish to place new files to your network share select the upload button to perform this task. 3.2 Uploading and downloading files via the web folder method PC users running Internet Explorer version 6 or 7 can also perform direct edit and save features to your files. This is done via the web folder option. You will see icons on the right of each folder or at the top of the toolbar. Clicking on either of these will open a file browse window similar to what you see on your local computer. There you will be able to open and directly save files. Use caution when you use this feature as the web folder session will time out after 15 minutes of inactivity. If you need to work on any file for an extended period of time it is recommend that you download the file to your local system then upload it when finished. NOTE: There is a known issue with certain web folder directories giving an error URL may be too long. You will still be able to access your files by clicking on the directory instead of the particular web folder. You then will be able to upload or download the file(s) in the directory location 4

5 To return to the main page at anytime, select the Home icon on the left side of the screen. NOTE: If you are connecting with a browser other than Windows Internet Explorer, direct edit & save features will not be available. Clicking on a file will automatically give you the option to download or open the file. Make sure that you save any files to your local computer before making any changes. Any changes made can then uploaded back to the FileConnect system. NOTE: Any data changes such as deleting or replacing a file on the FileConnect system is permanent! 5

6 4. Remote Control Staff and faculty can remote into the campus Terminal Server for access to programs and applications. This resource contains most commonly used business related applications. Alternatively, users also have the capability to remotely control their work PC machine directly versus using the campus Terminal Server. This feature is disabled by default and must be turned on before use. Please contact the Technology Services Department at to have this feature turned on. 4.1 Remote control using the campus Terminal Server Remote access to the Terminal Server is supported using Macintosh and PC based systems. NOTE: Campus issued staff Windows laptops (except campus loaner laptops) will need to click here to see special instructions for Terminal Server remote access 4.2 Remote control your work PC NOTE: The system defaults to http within the address window. Please ensure that this is changed to rdp like shown below. NOTE: This feature is available for staff and full time faculty using Windows PC systems only. NOTE: Before you log into your work machine you will need to make sure it is powered on and at a ctrl+alt+delete (login) prompt. 4.3 Using your PC to begin remote control access (Internet Explorer users) NOTE: If you have Internet Explorer version 8 and are trying to remote in to your work machine, please click here. For Windows users, begin by installing or enabling the ActiveX control when prompted. NOTE: Depending on the Windows version you are using, you may need to enable an add-on to your Internet browser. 6

7 You may see a message indicating that the recently installed add-on is disabled. You will need to ensure this plug-in is installed to properly connect. To enable this add-on, select Tools, Manage Add-ons then Enable or Disable Add-ons Select the disabled add-ons and enable them. Note, you may only see one or more of these listed as this is normal. 7

8 You will receive a message indicating that you will need to restart your browser for the changes to take effect. Please select OK, then close and re-open the browser and go back to FileConnect at https://fileconnect.flagler.edu When you click on the Terminal Server Remote Access bookmark, you may receive one last message (for Windows Internet Explorer users) asking for permission to start a remote connection and access the clipboard that allows direct copy and paste features. Select connect to continue. Once connected you will see a window similar to the one below. You then can make the remote session full screen or click on the navigation buttons in the upper right hand corner of the remote session which will take you back to the portal home page. NOTE: If you are successfully connected and see a similar screen below, do not use the Reconnect with Java client option. This will attempt to connect via an alternative method and break the current connection method. NOTE: Printing and any file changes or deletions take place on the remote system that you are controlling. For example, if you print while controlling your office machine the job will print to your specified office printer. 8

9 4.4 Using your PC to begin remote control access (Non-Internet Explorer users) Windows users wanting to connect using a browser other than Internet Explorer (i.e. Firefox) will need to ensure they have the correct version of the Java Runtime Environment. Currently all versions up to version 6 update 12 are currently supported. There are newer versions of Java that are not supported with the FileConnect system. If you have a newer version of Java loaded you will need to remove any newer versions. To determine the version of Java you have go to Start, Settings (or Start, then Control Panel for Vista users) then Control Panel. Make sure that the Classic view is enabled on the left hand side and double click on the Java icon. There you will see the version information. Once you have determined that you have the correct version of Java, the FileConnect system automatically detects these changes and will install a Java plug-in similar to the one shown below. Once prompted, check the Always trust content from this publisher and select Yes or Allow to install. Below are some examples. For Windows you will see a prompt like the one below: 9

10 4.5 Using a Macintosh to begin remote control access To begin click on the Terminal Server Remote access bookmark Similar messages to this will appear. Click trust Note that using this connection method does not allow the remote session window to be resized or access to the clipboard. While trying to connect, Macintosh users may receive an error message connection exception and/or connection failed. This requires the latest software updates for your system. To update the Macintosh, go to the Apple icon then Software Update. Install any missing updates for your Macintosh, restart your system and try to reconnect to the FileConnect system. 10

11 5. Frequently Asked Questions Here is a list of frequently asked questions about the FileConnect system I have Internet Explorer however I do not see the web folder options in my FileConnect folder list There are a couple of reasons why this may be happening. You first need to make sure you have Internet Explorer version 6 or 7 and Microsoft Office 2003 or higher installed. Internet Explorer 8 does not support web foldering options at this time. I remote in using a PC with Internet Explorer and regardless of what I do I still see a small connection window and not the full screen. What is wrong? This means that the Java client is taking precedence over the preferred ActiveX control method. The recommended way to correct this is to first login to FileConnect, minimize the browser window then launch the Remote Desktop Connection software. There you can enter either your workstation name or the campus terminal server fc-ts1 (no ) in the address field (see below). What Internet browsers are supported for the remote control option? Currently all versions of Internet Explorer as well as Firefox. All Macintosh browsers are supported as well. Note that if you are running the latest Internet Explorer version 8 you will need to connect slightly differently. Please click here for more details. I have a Linux-based system. Do you think that the remote feature will work with this system? Yes! What is nice about this system is it uses either an ActiveX client (for Windows Internet Explorer PC users) or a Java based install for Macs, Linux or non-ie browser users. Do you think our home PC s anti-virus software will allow the remote feature? The good thing about this is you are not loading any software on your system so your Anti-Virus software should have no issues. Windows users will need to install and enable a plug-in, which should not interfere with anti-virus software packages. Other non-ie browser users will use the commonly used Java platform to connect. Are there security issues with this remote feature for our home PC s? The web portal is secured with a security certificate and is integrated into the campus network protection systems. It also utilizes some of the advanced security encryption algorithms available today. The other important part of data protection is ensuring users who connect utilize safe password practices. This includes changing your password on a frequent basis, logging out or locking systems when they are not in use and never giving password information to others. I have a Flagler-issued laptop that I use in my office and take with me. How do I remotely connect using it? In this case you will have access to most of your documents on your laptop since they are synchronized to your home file server storage when your laptop is docked. However, campus programs such as Jenzabar need to be accessed via the campus terminal server. The reason for this is that many applications like Jenzabar are not designed to operate over a slower remote connection. Connecting to the campus terminal server ensures any programs you commonly use run reliably. To begin the remote control session first login to FileConnect, then minimize the Internet Explorer and launch the Remote Desktop Connection software. This is located under Programs, Accessories then Communications. Enter in fc-ts1 (no ) in the address field. (See below). 11

12 I am using the cut, copy and paste features on FileConnect but I cannot see the results on my machine? These options are available to perform file actions on the system itself. For example, you are not able to use these features to copy a file from FileConnect to your local machine. Instead, you will need to download the file to your local desktop to begin work. Please see section working with files online for further information. I am logged to FileConnect however I do not see certain files, why? In this case the files in question may be stored on your local computer versus you network or group drive. To ensure the safety of your data it is strongly recommend that files are stored in this location versus your local system. When I try to connect to the Terminal Server I receive An error occurred while copying file msrdp.ocx. What does this mean? This error will appear if you do not have sufficient installation rights to install the necessary plug-in. This is can happen with staff issued equipment. In this case, please click here for specific connection instructions. I am running Windows Vista and/or Internet Explorer version 8 and would like to remote control my work machine. What do I do? Internet Explorer version 8 handles the necessary FileConnect plug-ins differently that prior versions. To begin the remote control session first login to FileConnect, then minimize the Internet Explorer and launch the Remote Desktop Connection software. This is located under Programs, Accessories then Communications. Enter in the name of the machine that you would like to connect to in the address field. (See example below). Contact us for further assistance For further questions or concerns, please contact the Technology Services Department at or 12

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