Remote Working User Guide (For existing VPN users, new to Citrix Worksmart Desktop) Lynne Gordon V1 April 2014
Virtual Private Network (VPN) is changing From 22 nd April 2014, the way you access the council network using a VPN token is changing. You will no longer see the Cisco VPN Client Home Broadband/T-Mobile 3G gold padlock icons. Once you log-in as normal to your council laptop, using your usual network name and password, and your home broadband wireless router has detected your laptop, the new Checkpoint VPN Client software (which replaces Cisco) will automatically launch. If the log-in screen does not automatically appear Double click the Connect to VPN icon on your desktop Then right click the Check Point Mobile icon in your desktop task bar at the bottom right hand side of your screen and click connect. You will need to authenticate your profile and make the connection secure, before getting access to the network. 2
Enter your normal network user name in the username field Switch on the VPN token and enter your 4 digit pin code Enter the 8 digit number generated and displayed on the VPN token in the password field and the Check Point Mobile software will start to load The Check Point icon in the system tray will display with a green cross, indicating a successful connection. Hover over the icon and you will see the message - Check Point Mobile Connected to vpn.renfrewshire.gov.uk Client is compliant You are now securely connected to the network 3
Accessing your Lotus Notes and network drives You will no longer be able to access your Lotus Notes and network drives directly from the desktop of your laptop, when working remotely. You will need to use the Citrix Worksmart Desktop. To do this, launch the RENFO Homepage and select the Citrix shortcut in the Favourites section on the right hand side You will see this certificate error screen please select Continue to this website (not recommended) You will now see the Citrix Access Gateway log-in screen 4
In the User Name field, enter your normal network name prefixed with corp\ if you are a corporate network user or schools\ if you are on the schools network For example: corp\hosmitha1 A Smith who work in Housing Services schools\pgssmitha1 A Smith who works at Paisley Grammar Enter your network password in the Password field You will now see the Loading screen (above) followed by the Launching screen - it will take a few moments to complete these actions. 5
Once complete, you will see the Applications screen Double-click on the Worksmart Desktop icon, and Citrix will load up your Worksmart Desktop. You will see two information messages that you should read, and accept by clicking OK 6
XenApp Log-on On entering the Citrix Worksmart Desktop the XenApp log-on screen will appear. If it is not your username that is displayed (it may display an ICT admin name), you should overtype the user name and password with your own network details and click OK. If the XenApp sign-on screen disappeared before you could enter your details, or you clicked Cancel instead of OK, simply right-click on the grey XenApp icon on the bottom right-hand side of your screen then choose Log On. The application will start to refresh and the grey icon will gradually change to blue. Why can I not see the usual desktop of my computer? The Citrix Worksmart Desktop is a full size screen that covers/hides the desktop on the unit that you are using. You will then see, and are able to open, programs from the Citrix desktop or the Start menu as usual. 7
Desktop Shortcuts Any shortcuts to documents saved in network folders that you have on your full desktop will not pull through to Citrix. However, you can recreate these shortcuts on Citrix. It is recommended that you do this prior to starting to use the Citrix desktop. To recreate the shortcuts Open full Lotus Notes while in the office, and create a new email (you will send this to yourself). Name the email Desktop Shortcuts Identify the shortcuts on your full desktop that you want to recreate on your Worksmart desktop and drag them into the body of the email where you would normally type. Send the email to yourself, launch Lotus Notes in Citrix, open the email and drag the shortcuts from the email, onto your Citrix desktop. Keep the email in a sub folder for future use as shortcuts are not always retained on the Citrix Desktop. Please note that you will not have your list of favourite websites in Internet Explorer (you will need to build this up again) any customisation of the Workspace in Lotus Notes (see section on Adding Workspace Icons on page 13 for guidance) Will I be able to access all the programs I normally use? Any applications local to a Service will be located in the Apps folder for that Service. These folders are found on the left hand side of the desktop. On entering the Citrix Desktop you also logged into XenApp which is another way of accessing your applications. Click on the XenApp icon on the bottom right-hand side of your screen, and then select the link for your service area to display the applications available. 8
Accessing Network Drives Double click on the My Computer icon on the Citrix Worksmart Desktop to see the network drives available to you in Citrix. The folder layout may look slightly different to what you would normally see, however all drives, network folders and documents will be available to you to view, print or edit as normal. Please make sure all documents are saved to folders on a network drive to ensure that they are secure and that you will be able to open them from any location. Do not save documents to your desktop as this will store the item on your hard drive and it may be lost. If you need to return to the laptop desktop without logging out of Citrix (e.g.to add a printer to the device), select Shift and F2 on the keyboard and minimise the Citrix Worksmart Desktop. Select Shift and F2 again to return to WS desktop. Printing via Citrix Many of the most frequently used printers are already installed on the Citrix servers, but you may want to add a printer that is not listed, or change the location you want to use. To do this, add the printer to your laptop before accessing Citrix, set it as your default, log on to the Citrix Worksmart Desktop and connect to the printer from there. This printer will then be available when using your Worksmart Desktop in any other location. Some locations across the council now have Follow you printers installed. These are Renfrewshire House, Abbey House, Renfrew Health Centre and the Mile End Centre. This means that you are able to pick up your prints from any multi functional device (MFD) in these locations. For all other locations the method is secure print. Provided you have set your printer as your default, you will be able to securely send a print request and pick this up when in the office, using the PIN number you previously set. 9
Using Lotus Notes Basic on the Citrix Desktop Citrix Worksmart desktop does not offer the full Notes 8.5 client and gives access to either Notes Basic or inotes instead. There are some differences between the full version of Lotus Notes and Notes Basic. When accessing Lotus Notes Basic for the first time in Citrix, you will need to configure your account. Configure Lotus Notes in Citrix Step One: Double-click on Lotus Notes 8.5 Basic. Step Two: The Client Configuration box will open. Click Next Step Three: Enter your full name, and dommail1 in the server field - if you are a GSX user, insert Securemail instead Step Four: When prompted, enter your Notes password. This should be the one you currently use in the full version of Notes, but if the system doesn t accept this, then it may be holding an old inotes password. If you are unsure, ask the ICT Servicedesk to reset it for you. 10
Step Five: Do not select any further boxes from the 2 screens that will display. Select Next then Finish to open Lotus Notes 8.5 Basic You will see the message Notes setup is complete The message Notes is not currently your default mail client, do you wish to set it? will then display. Select yes. The Home page (below) will display and your Citrix Notes is now configured. inotes If you experience difficulties configuring Lotus Notes in Citrix, please contact the ICT Servicedesk on 0141 618 7777 and use inotes on the Worksmart Desktop in the meantime. 11
Notes Basic - functionality in Citrix Notes Basic is similar to Notes full client and has most of the same functionality. However it does look slightly different. The first thing you will notice is how Sametime Instant Messenger looks. In both the full client and inotes, Sametime is integrated into the email database when enabled, and shows all the time. In Basic, Sametime opens as a floating window, meaning it can be dragged to any part of your screen. However, when you click to access another part of Notes e.g. your Inbox, Sametime will automatically minimise to the bottom of your screen; this is also where you can view your current status. Click on it to bring it to the front again. If you have been working in Notes full 8.5 client, most of your settings and preferences should pull through to the Basic version. You can check your preferences (such as signature, sender colours etc) by clicking on the dropdown arrow next to More near the top of the open inbox/calendar and selecting Preferences However, there are a couple of functions that will require action by you before they will be available in Citrix. 12
Adding Workspace Icons The Lotus Notes Workspace screen you see when you are connected to the network in the office may display a number of different icons or bookmarks that will not initially be available on the Workspace screen in Notes in the Worksmart Desktop. The action to take is similar to recreating your desktop shortcuts:- Open full Lotus Notes and create a new email Type in a subject such as Missing Workspace Links to easily identify the email later. Access your Workspace screen in Lotus Notes by selecting it from the Applications bookmark. Right- click on the first Workspace button that you want to copy into the Citrix Desktop. Select Application then Copy as Link. A link to this database has been added to the 'clipboard'. Return to the body of the email you created and type in the name of the database Right-click and Paste, to add a small blue icon representing the database you copied, into the email. Return to the Workspace window and copy any additional database icons Send the email to yourself Access the Citrix Worksmart Desktop, launch Lotus Notes and open the email Click on each blue link in turn. The database will open and save into your Workspace screen. You will then be able to use the link each time you work in your Citrix Worksmart Desktop. 13
Synchronising Notes Address Books Your personal/local address book is stored on your laptop and is not automatically accessible through Citrix Desktop. Any new contacts and/or groups which are added in to your local address book can be made available in Citrix Notes (or your Blackberry, if you have one) by synchronising address books. Citrix Notes and your Blackberry use the same address book on a server which can be synchronised with the local address book. You will need to synchronise the address books every time a change is made and for that reason some users decide to work entirely in the Worksmart desktop to avoid having to maintain two separate address books. The steps below show how to synchronise the address books in Notes Basic. Open Lotus Notes and contacts in Citrix Select Replication and Sync Tick the Synchronise Contacts option, then select Start Now and your contacts will start to pull through Contacts on your Blackberry, if you have one, will show any changes once these pull through to the Citrix address book. This can take some time, possibly even the next day, so be patient. 14
Log off from Citrix It is important that you correctly end a Citrix session. Always log-off - if you select Shut down, Citrix will shut down your laptop, your Citrix session will not close properly and you will not have correctly closed your Check Point Mobile VPN session. Save and close all documents and programs you have been working with until the Worksmart Desktop displays Click on the Start button and select the Log Off option. This will take you back to the screen where you launched the Worksmart Desktop. Select the Log off button and the Logged off screen (below) will display Exit from the browser, back to the RENFO Homepage Close RENFO and return to your standard desktop. 15
Closing your Check Point VPN Session To disconnect from Check Point VPN, double click on the Check Point icon the system tray and select Disconnect on the screen displayed in The status will change to Disconnected The Check Point icon in the system tray will now display with a grey cross if you hover over this, you will see the message and Check Point Mobile Disconnected Client is compliant You are now safely disconnected from the network and can shut down as normal. If you want to reconnect, right click on the Check Point icon again. and Connect 16
T-Mobile 3G USB stick If you normally use a 3G USB dongle to access the network, then you can still do this from Tuesday 22 nd April. Switch the laptop on using your normal network name and password, and connect your dongle as normal. Once you have a connection, the Checkpoint log-in screen will automatically launch. You will now need to make your connection secure. Enter your normal network user name in the username field Switch on the VPN token and enter your 4 digit pin code Enter the 8 digit number generated and displayed on the VPN token in the password field and the Check Point Mobile software will start to load The Check Point icon in the system tray will display with a green cross, indicating a successful connection. Hover over the icon and you will see the message - Check Point Mobile Connected to vpn.renfrewshire.gov.uk Client is compliant You are now securely connected to the network follow the guidance from page 4, on how to access Citrix and securely log out of the system. 17