MEP IT SupportMail: mepitsupport@europarl.europa.euTel: 83800External number: 00 800 111 83800

ITEC Service DeskMail: itecservicedesk@ep.europa.eu

Internal extension: 84300External number: 00 800 111 83800

September 2020

Remote connection tothe EP using VDIUser guide for Windows 10

This document is intended to introduce youto the Virtual Desktop Infrastructure (VDI),a tool that allows you to work remotelyon a desktop in a similar configurationto the one that you have in the office

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IntroductionWhen you connect to Virtual Desktop Infrastructure (VDI), you have access to the files and mostof the software you use in your office. VDI can be accessed anywhere and from most devices. Thisguide describes accessing VDI from a Windows 10 computer and the Firefox browser; for otherconfigurations the procedure might differ slightly. The prerequisites are: internet connection andan EP token.

In order to use VDI, it is imperative to have the rights to install software on the PC from which youintend to use it. The steps below need to be followed:

1. Go through the authentication procedure using your token.2. If not already available, Install Citrix Receiver, the software that allows you to remotely

connect to your desktop. Please note that this step is to be carried out only once.3. Connect to the virtual desktop via VDI using your EP Windows login.

This document is structured in five sections:

1. Security Authentication Physical token SMS token

2. Install Citrix Receiver3. Connect to VDI4. Use the virtual desktop Desktops, taskbars and shortcuts to applications XenDesktop toolbar and switch to Citrix explained Access your documents and other applications

5. Exit and log off

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1.Security AuthenticationThis section describes the steps to follow in order to go through the security authentication procedure.Please note that the procedure differs depending on the type of security token you use toauthenticate. There are two types of tokens: SMS tokens (delivered on your mobile phone) andphysical tokens (small hardware devices).

If you need additional information about the EP tokens, please consult the Intranet page:Connect to the EP network remotely.

Physical token

Connect to the following site:http://www.europarl.europa.eu/portalep/vdi.html

Click on Security Access.

Enter your username.

As password enter your personal PIN codefollowed by the 6 digits displayed/generatedon the token. In total a string of 10 numericcharacters should be typed.

Click on Log In.

This screen shows that you have been successfullyauthenticated and have now access to the EPNetwork for the indicated time.From this moment on, you have six minutes toconnect to VDI. If you do not connect within thistimeframe, you will have to go through theauthentication process again.

Do not close this window as long as youare teleworking.

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SMS token

Connect to the following site:http://www.europarl.europa.eu/portalep/vdi.html

Click on Security Access.

Enter your username.

As password enter your 4-digit personal PINcode of your SMS token.

Click on Log In.

Enter the 8-digit code that you received bySMS.

Click on Submit.

This screen shows that you have beensuccessfully authenticated and have nowaccess to the EP Network for the indicatedtime. After this delay you will have toreconnect.From this moment on, you have six minutesto connect to VDI. If you do not connectwithin this timeframe, you will have to gothrough the authentication process again.

Do not close this window as long asyou are teleworking.

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2.Install Citrix ReceiverIf you have previously installed Citrix Receiver on your device, go to section 3, Connect toVDI.

Connect to the following site:

http://www.europarl.europa.eu/portalep/vdi.html.

Click on Virtual Desktop Login.

You are redirected to the NetScalerGateway. Enter your Windowsusername and password.

Click on Log On.

Click on Detect Receiver.

If Citrix receiver is not yet installed, itwill prompt to install it. Click on I agreewith the Citrix license agreement andthen click on Download.

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Depending on your browser, you willbe prompted to save, open or run thefile CitrixReceiver.exe.

If offered Save, save the file, locateCitrixReceiver.exe in yourdownloads and run/execute the file.

If offered Open or Run, select thatoption.

Open CitrixReceiver.exe.

Click Yes when requested to allow theapplication to make changes on thecomputer.

On this pop-up window click on Startto set up and install Citrix Receiver.

Select I accept the license agreement.

Click on Install.

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Back in the Web browser, a pop-up tolaunch the application might appear.Select Citrix Receiver Launcher andclick on Open Link.

3.Connect to VDI

Connect to the following site:

http://www.europarl.europa.eu/portalep/vdi.html.

Click on Virtual Desktop Login.

A message is displayed indicating thatthe installation was successful.

Click on Finish.

Do not click ‘Add Account’.

Citrix is launched and loading. Youcan continue reading now section 4,Use the virtual desktop.

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You are redirected to the NetScalerUnified Gateway. Enter your Windowsusername and password.

Click on Log On.

Click the Windows 10 icon tolaunch your VDI session.

A pop-up to launch the applicationmight appear. If it does, select CitrixReceiver Launcher and click onOpen Link.

A new window should be nowdisplayed on your desktop. Theconfiguration/loading may take awhile. Once it is completed, thisbecomes your virtual desktop withsimilar configuration, files,applications and access rights to youroffice desktop.

For more information, see belowsection: Use the virtual desktop.

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4.Use the virtual desktopThe virtual desktop runs in a window on your physical device’s desktop. You can easily switch fromone to the other with the toolbar on top of your screen, if you need to work on both simultaneously.

Desktops, taskbars and shortcuts to applications

At the top of the virtual desktop you canfind the XenDesktop toolbar. Click it toshow the buttons. This is the menu ofyour VDI session. Through it you canaccess your private desktop (Home),lock and unlock the virtual desktop,modify your preferences, switch into afull screen, disconnect or accessshortcuts. Place your cursor on thetoolbar icons to get a description ofeach one. The most important ones arealso explained below.

You can see here the two differentdesktops, each one with its own taskbar.The taskbar above is for the virtualdesktop. The taskbar below (outlinedred) is for your physical device’sdesktop.

You can access the applications usingthe shortcuts on the virtual desktop(outlined yellow) or via the Start menu.

XenDesktop toolbar and switch to Citrix explainedWhen you are on the virtual desktop,click on the Home in the XenDesktoptoolbar, if you would like to go toyour private/local desktop andapplications.

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When you are on your physicaldesktop, click on the Citrix icon inthe Taskbar, if you would like toswitch to the virtual desktop.

If you would like tominimise/maximise the virtualdesktop, you can either use theWindow/Full screen in theXenDesktop toolbar, or the usualicons of the virtual desktop window.

Disconnect is only closing thevirtual desktop window butdoes NOT close the session, i.e.

this is like switching off the screenwhile the virtual computer keepsrunning.

Information about inactivity timers:

After 30' the session isdisconnected and you have toreconnect.

The session is completely closedat server side after being idle for atotal of 4 hours, and after a further15' you are automatically loggedoff. Any unsaved data is lost.

To securely logoff and release thevirtual desktop usage, pleaseselect Shutdown from Start menuof the virtual desktop.

Access your documents and other applications

To access your documents, click on Startand then on the Documents icon. Viathe Start menu, you can access otherapplications that do not have a shortcuton the virtual desktop. Please note thatnot all applications are available onVDI.

Jabber is unavailable on VDI butyou can install and use it on your

private desktop/device. See on“Communicating with Cisco Jabber”.

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5.Exit and log offAfter using VDI, it is important that you exit and log off. Failing to do so is a security risk.

Make sure you are on the virtual desktopand click on the Start button > Powersymbol > Shut down.

Go back to the web portal where youstarted the VDI session. If your session hasnot timed out, click on your profile nameon the top right corner and select Log Off.

You have now exited and logged off fromyour VDI session.

It is also very important to close thenetwork access (authentication is grantedfor 8 hours).

Find the specific browser window and clickon Log Out.

This is the confirmation that you havesuccessfully logged out from the network.