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Remote Work Technology Guidance
Table of Contents: RSA Token Support Page: 2
How to Using Office 365 from home computer Page: 37
Using Pulse from home computer Page: 40
Using Horizon VMware from home computer Page: 50
How to manually map your P drive Page: 55
Moving Files to P Drive Page: 57
Moving Documents to OneDrive Page: 59
Password Manager Page: 69
How to manage call forwarding using VOIP Phone Manager Page: 72
RSA Token Support
Rev. April 2019 Page 1 of 34
User Guide RSA SecurID
Token Requests
Overview
What is RSA SecurID?
RSA SecurID is a multi-factor authentication technology that is used to protect network services. The RSA SecurID authentication mechanism consists of a “token”, either hardware or software, which is assigned to a user, and generates a dynamic authentication code at fixed intervals. That code is then used when logging into a protected service from outside a network (e.g. from a home Internet connection, public Wi-Fi hotspot).
Use this link below to watch a RSA YouTube video that can help users learn more about RSA SecurID tokens. https://www.youtube.com/watch?v=BRCeHdhfWm0&index=25&list=PL69kuTXA1IavzxE6Q6jM_D1ctlsk-s6o6
What is Multi-Factor Authentication (MFA)?
Multi-factor authentication (MFA) is a security feature that works to protect your account. It adds an extra layer of protection when you access secure services online by requiring two or more unique factors to verify a user’s identity. When you log into New York State services protected by MFA, this feature lets us know it’s you accessing your account.
Why MFA and RSA SecurID for New York State?
MFA is an important step in protecting New York State’s critical information assets. Using MFA will reduce risk to both New York State and users. MFA helps guard against fraudulent online activities like Phishing scams and identity theft.
As the Office of Information Technology Services broadly implements MFA across the enterprise, we are better protecting NYS critical information technology assets by providing a higher level of security to verify the identity of our users.
RSA SecurID Authentication User Guide
This manual is designed to guide users through the process of requesting an ITS-issued token (software or hardware). For users who request a software token, this guide will instruct you on how to download the RSA SecurID App and how to import your software token.
Need Help?
Your Service Desk is ready to help you! If you experience any issues or need assistance, please contact the
Enterprise Service Desk (or your local Service Desk), email [email protected] or chat online with a Service Desk
Representative at chat.its.ny.gov/.
Page 2 of 34
User Guide RSA SecurID
Token Requests
Table of Contents
Section I: Requesting a Token (Hardware or Software Token)
Section I guides requestors through the registration process, which takes approximately 10 minutes. Users may request a hardware or software token.
Section II: Enabling the Hardware Token and Setting the PIN (Hardware Tokens
Only)
Section II guides hardware token users through the process of enabling the hardware token and setting a PIN
before using. This process is completed only after you receive your hardware token.
Section III: Downloading the RSA SecurID Software Token Application (Software
Tokens Only)
Section II guides users who request a software token through the process of installing the software on their
mobile device.
Section IV: Importing Your Token (Software Tokens Only)
Section III takes approximately 10 minutes to complete, and helps users successfully import the RSA
software token.
Section V: Troubleshooting Your Token (Hardware or Software Token)
Section V guides users through common token and PIN troubleshooting issues.
If you have a state-issued device, such as a smart phone or tablet,
you are required to obtain a software token.
Rev. April 2019
Page 3 of 34
User Guide RSA SecurID
Token Requests
Section I: Requesting a Hardware or Software Token
Users requiring a token may request a hardware or software token.
What type of token is right for me?
A hardware token is a small physical device (often referred to as a fob) that produces a secure and dynamic code
for each use and displays it on a built-in LCD display.
A software token is deployed to your mobile device (e.g., smartphone or tablet). To use your software token you
will need to install the RSA software on a mobile device. The RSA software can be downloaded to either a state-
issued device, or any personal device you use. Note: if you have a state-issued device, such as a smart phone
or tablet, you are required to obtain a software token.
Both types of tokens perform the same tasks, however, software tokens are super convenient. They can be used
on the device you already have, and do not require you to carry anything extra with you.
Before you begin make sure you:
Have at least 10 minutes to complete this process
Read through the instructions
Have access to a device with an Internet connection
Have decided on which type of token is right for you
If you choose a software token, you will need to know what type of operating system supports your device.Operating systems compatible with RSA SecurID tokens are as follows.
iOS
Android
Windows
Blackberry Series: Click here to identify Blackberries in the Blackberry 10 series
Blackberry 10 Series: Click here to identify Blackberries in the Blackberry series
Your Service Desk can assist in determining your operating system. For help, please contact the Enterprise
Service Desk at 1-844-891-1786 (or your local Service Desk), email [email protected] or chat online with a Service
Desk Representative at chat.its.ny.gov/.
Rev. April 2019
Page 4 of 34
User Guide RSA SecurID
Token Requests
Follow the steps outlined in this section to request a hardware or software token.
Step 1: Navigate to
https://mytoken.ny.gov.
You will land directly at
the Self-Service Console.
Step 2: Enter your email
address (firstname.
in the User ID box. Then
click Ok.
Step 3: Choose your
Authentication Method by
Selecting Password
from the dropdown and
Click the Log On button.
Rev. April 2019
Page 5 of 34
User Guide RSA SecurID
Token Requests
Step 4: Enter your
Office365 Password
(this is the same
password you use to log
onto your computer and
email) and select Log
On.
Step 5: Click the Set Up
link to set up your
Security Questions. Set
up is a prerequisite to
token approval.
Step 6: Select 5
security questions in
the language of choice
(answers will not be case
sensitive). Once
complete, select Submit
Your Request. Security
questions provide future
verification of user
authentication.
Rev. April 2019
Page 6 of 34
User Guide RSA SecurID
Token Requests
Step 7: Once
successfully completed
you will receive
confirmation. Select
Request a new token.
Step 8: Choose the type
of token from the drop-
down menu. You can
choose either a software
token or a hardware
token. If you choose a
HARDWARE token,
proceed to Step 9.
If you chose a
SOFTWARE token, click
here to jump to Step 12.
Rev. April 2019
Page 7 of 34
User Guide RSA SecurID
Token Requests
Step 9: For Hardware
Token Requests Only.
If you chose a
hardware token, enter a
reason for the token
request. For example, “to
access VDI”. Confirm or
edit your mailing
address. Select Submit
when complete.
Step 10: You will
receive confirmation
once your request is
submitted.
Your hardware token
request is now
complete.
Proceed to Step 11 on
information related to
token approval.
Rev. April 2019
Page 8 of 34
User Guide RSA SecurID
Token Requests
Step 11: Once your
token request is
approved you will
receive an email
notification from
Enterprise.RSA.Prod
@its.ny.gov advising you
of your token status.
Please retain this email
until you receive your
token. The enablement
code will be required to
enable your token.
Once you receive your
token refer to Section II
to enable your
hardware token and set
your PIN.
Note: Token requests are
approved by a Token
Administrator and not
automatically generated
by the system.
Rev. April 2019
Page 9 of 34
User Guide RSA SecurID
Token Requests
Step 12: For Software
Token Requests Only
Select the radio button
next to the operating
system that powers
your mobile device.
Please note: Sample
mobile phone photos are
included, however, an
RSA token may be
imported into any mobile
device (phone or tablet)
provided it is powered by
one of the operating
systems indicated.
Your specific Service
Desk can assist in
determining your
operating system.
Note: Users should
choose a token profile
that begins with the word
“Enterprise” followed by
their device operating
system. The “Support
Use Only” token should
not be requested by end-
users.
Rev. April 2019
Page 10 of 34
User Guide RSA SecurID
Token Requests
Step 13: After selecting
your device, scroll
down to create a 1)
nickname for the token
(e.g. Mike’s Token). 2)
PIN between 4 and 8
characters (a number
you can easily
remember), and 3)
Reason for the token
request. (e.g. “to access
VDI”). Select Submit
when complete.
Note: Do not edit the pre-
populated device serial
number field. This
number simply serves as
a placeholder. Device
serial numbers are not
required.
Step 14: You will receive
confirmation once your
request is successfully
submitted. Click Ok.
Proceed to Section III:
“Downloading the RSA
SecurID App”.
Note: Token requests are
approved by a Token
Administrator and not
automatically generated
by the system.
Rev. April 2019
Page 11 of 34
User Guide RSA SecurID
Token Requests
Section II: Enabling the Hardware Token and Setting the PIN
Hardware token users must enable the hardware token and set a PIN before using. This process is completed
only after you receive your hardware token. Follow the steps outlined in Section II to enable your hardware
token and set your PIN.
Before you begin make sure you:
Have your hardware token in hand
Have access to a device with an Internet connection
Have at least 2 minutes to complete this process
Review the instructions
Step 1: Once you have
your hardware token, you are ready to enable your token. Open the email notification you previously received from Enterprise.RSA.Prod @its.ny.gov.
Note: If you misplaced or
deleted this email contact
the Enterprise Service Desk
or your local Service Desk
for assistance.
Rev. April 2019
Page 12 of 34
User Guide RSA SecurID
Token Requests
Step 2: Verify that the
serial number in the email
matches the serial number
on the back of the token
you received. Your token
serial number is the 9-digit
number on the back of your
RSA SecurID hardware
token. It can also be found
in the self-service console
by clicking view details next
to the token image.
Important: If the number
on the back of the RSA
SecurID hardware token
does not match the serial
number listed in the email
STOP. You will need to
notify your specific
Service Desk as you may
have been issued an
incorrect SecurID
hardware token.
Step 3: Click on token
enablement link listed in email notification to go directly to the Self-Service Console. Enter your User ID (your work email address), the enablement code identified in the email, and your token serial number. Click Ok.
You will receive a message stating “your token is ready to use”. Click OK to be automatically directed back to the home page of the self-service console.
000155302827
Rev. April 2019
Page 13 of 34
User Guide RSA SecurID
Token Requests
Step 4: Click Create PIN.
Step 5: Create a new PIN
between 4 and 8
characters. Click Save.
Step 6: You will receive a
message indicating your
PIN has been successfully
created.
Rev. April 2019
Page 14 of 34
User Guide RSA SecurID
Token Requests
Section III: Downloading the RSA SecurID Software Token Application
Software token users must install the RSA SecurID software on their mobile device. Follow the instructions below, which takes approximately 2 minutes, to download the RSA SecurID App.
Before you begin make sure you:
Have your mobile device in hand
Have a network connection on your mobile device
Have at least 2 minutes to complete this process
Review the instructions
The RSA SecurID Software Token application for iPhone or iPad can be found here
https://itunes.apple.com/us/app/rsa-securid-software-token/id318038618?mt=8
The RSA SecurID Software Token application for Android can be found here
https://play.google.com/store/apps/details?id=com.rsa.securidapp
The RSA SecurID Software Token application for Windows can be found here
https://www.microsoft.com/en-us/store/apps/rsa-securid/9nblggh0ccn2
The RSA SecurID Software Token application for Blackberry world can be found here
https://appworld.blackberry.com/webstore/content/33979888/?lang=en&countrycode=US
From the App store on
your mobile device,
download the RSA
SecurID App. If you have
difficulty finding the App
type “RSA SecurID” in
the search field.
Rev. April 2019
Page 15 of 34
User Guide RSA SecurID
Token Requests
Section IV: Importing Your Token
Software token users must import their token before use. The directions in this Section will guide software token
users through the process of successfully importing the RSA software token. This section is divided into three
different sections depending on the type of smart mobile device you choose to use. Since each token has a unique
serial number, you can only import your token into the RSA App on one device.
Before you begin make sure you:
Have installed the RSA SecurID Software Token application on your mobile device
Have at least 10-15 minutes to complete this process
Read through the instructions
Have access to a device with an Internet connection. This device must be in addition to the mobile device
in which you will import your token.
Have your mobile device in hand
Have a network connection on your device
Can identify the type of device you have, and know what system operates it.
Click here for directions on importing your token for iOS / Android / Windows Devices
Click here to identify Blackberries in the Blackberry 10 series, and for directions to importyour token
Click here to identify Blackberries in the Blackberry series, and for directions to import yourtoken
If you have difficulty identifying the operating system for your device, please contact the Enterprise Service Desk at
1-844-891-1786 (or your local Service Desk), email [email protected] or chat online with a Service Desk
Representative at chat.its.ny.gov/.
Rev. April 2019
Page 16 of 34
User Guide RSA SecurID
Token Requests
Step 1: Log on to the Self-
Service Console
https://mytoken.ny.gov/con
sole-selfservice from a
device other than the one
on which the RSA SecurID
Token App is installed.
Step 2: In the My
Authenticators section of
the My Account page, click
Activate Your Token.
Step 3: Tap the RSA
SecurID App on your
mobile device to open.
Follow the directions below to import your token if your mobile device operates on iOS
(IPhone/ IPad) / Android / Windows
Rev. April 2019
Page 17 of 34
User Guide RSA SecurID
Token Requests
Step 4: If prompted, read
the license agreement and
tap Accept. You will be
directed to the Welcome
Screen.
Step 5: Tap the QR Code
symbol on the lower left
hand corner to launch the
camera which will scan the
QR code.
Tap Ok to allow access to
the camera.
Rev. April 2019
Page 18 of 34
User Guide RSA SecurID
Token Requests
Step 6: Point the camera
at the QR code. The
camera will scan the code
and import your token.
Step 7: Once successfully
imported, you will receive a
message on your mobile
device and on your
computer screen.
Rev. April 2019
Page 19 of 34
User Guide RSA SecurID
Token Requests
Blackberry Classic Blackberry Z10 Blackberry Q10
Step 1: Tap the RSA SecurID
App on your mobile device to
open.
Step 2: If prompted, read the
license agreement and tap
Continue.
Follow the directions below to import your token if you are using a blackberry from the
Enterprise Blackberry 10 Series (pictured below).
Rev. April 2019
Page 20 of 34
User Guide RSA SecurID
Token Requests
Step 3: Tap OK.
Step 4: On your device Mail
Application, Open the email
that you received from
gov with the subject line “New
or additional Software Token
request is approved” to Copy
the URL.
Rev. April 2019
Page 21 of 34
User Guide RSA SecurID
Token Requests
Step 5: Touch and hold the
entire link to copy. Select
Copy.
Step 6: Navigate to the RSA
SecurID app and select Import
URL (+) located at the bottom
of the screen.
Page 22 of 34
User Guide RSA SecurID
Token Requests
Step 7: On the Import Token
screen action bar, tap the
Paste icon.
Step 8: On the Import Token
screen action bar, tap Enter.
Once successfully imported you
will receive confirmation.
Note: Do not interrupt the
import process. If your token is
not imported within two
minutes, contact your specific
Enterprise or local Service
Desk.
Rev. April 2019
Page 23 of 34
User Guide RSA SecurID
Token Requests
Step 9: After the token is
imported, you can rename it. If
you prefer not to rename it click
cancel.
Note: You can rename your
token later from the Token List
Screen
Step 10: Enter your token
PIN. This is the secure code
you created when requesting a
token
Note: Refer to step 13 in
Section I: Requesting a RSA
SecurID Token for information
on Token PINs.
Rev. April 2019
Page 24 of 34
User Guide RSA SecurID
Token Requests
Step 11: For confirmation
your token was successfully
imported, ensure a Token
Code is displayed once your
PIN is entered. .
Note: Token codes are needed
to access protected
applications when outside of
the state network.
Rev. April 2019
Page 25 of 34
User Guide RSA SecurID
Token Requests
Model
8830
Model
9650
Model
9310
Model
9900
Model
9370
Model
9930
Follow the directions below to import your token if you are using a blackberry from the
Enterprise Blackberry Series (pictured below).
Rev. April 2019
Page 26 of 34
User Guide RSA SecurID
Token Requests
Step 1: On your device
Mail Application, Open
the email that you
received from
Enterprise.RSA.Prod@its.
ny.gov with the subject
line “New or additional
Software Token request
is approved”.
Step 2: Tap the RSA
SecurID App on your
mobile device to open.
Step 3: If prompted, read
the license agreement and
tap Continue to Accept.
Rev. April 2019
Page 27 of 34
User Guide RSA SecurID
Token Requests
Step 4: Tap the Menu
key, and tap Import
Token.
Step 5: In the Enter
Activation Code field,
type in the activation code
from the email you opened
in Step 1.
Step 6: Select the Menu
option and tap Switch
Application to return to
your email and copy the
URL.
Rev. April 2019
Page 28 of 34
User Guide RSA SecurID
Token Requests
Step 7: Paste the URL in
the Enter URL field. After
the URL is pasted, you
MUST remove the
https:// from the field
before tapping Enter.
Step 8: Once the
Activation code and URL
are entered, tap the Enter
key. Once successfully
imported, you will receive
a message on your mobile
device. Click OK.
Note: Do not interrupt the
download until at least two
minutes have elapsed. If
you still have not received
a message that your token
was successfully imported
contact your specific
Enterprise or local Service
Desk.
Step 9: Enter your token
PIN. This is the secure
code you created when
requesting a token.
Note: Refer to step 13 in
Section I: Requesting a
RSA SecurID Token for
information on Token
PINs.
Rev. April 2019
Page 29 of 34
User Guide RSA SecurID
Token Requests
Step 10: For
confirmation your token
was successfully
imported, ensure a
Token Code is displayed
once your PIN is entered.
Note: Token codes are
required to access NYS
protected services from
outside the state network
(e.g. from a home Internet
connection or a public Wi-
Fi hotspot).
Section V: Troubleshooting Your Token
Step 1:
Navigate to
https://mytoken.ny.gov
and choose
“Troubleshoot
SecurID token.”
Follow the directions below if you have forgotten your PIN to create a new PIN.
Rev. April 2019
Page 30 of 34
User Guide RSA SecurID
Token Requests
Step 2: Sign in with
your agency email
address.
Step 3: Answer your
previously defined
security questions.
Click Continue.
Note: Answers are
not case-sensitive.
Step 4: Choose
“I forgot my PIN”
from the “Common
problems with
SecurID tokens…”
menu
Hit “OK” after selecting
the appropriate option.
Rev. April 2019
Page 31 of 34
User Guide RSA SecurID
Token Requests
Step 5: Create a new
PIN
Hit “OK” after entering
your new PIN.
Note: Your PIN must
be between 4 and 8
numerical characters
long and cannot begin
with a zero. You
cannot re-use any of
your last 3 PINS.
Step 1: Navigate to
https://mytoken.ny.gov
and choose
“Troubleshoot
SecurID token.”
Follow the directions below to replace a lost or damaged token.
Rev. April 2019
Page 32 of 34
User Guide RSA SecurID
Token Requests
Step 2: Sign in with
your agency email
address.
Step 3: Answer your
previously defined
security questions
Hit “Continue” to proceed.
Step 4: Choose
“Token is
permanently lost or
damaged” from the
“Common problems
with SecurID
tokens…” menu
Hit “OK” after selecting
the appropriate option.
Rev. April 2019
Page 33 of 34
User Guide RSA SecurID
Token Requests
Step 5: Complete the
displayed “Replace a
Lost or Damaged
Token” form
Note: Your PIN must
be between 4 and 8
numerical characters
long and cannot begin
with a zero. You
cannot re-use any of
your last 3 PINS.
Rev. April 2019
Rev. Jan. 2017 Page 34 of 34
User Guide RSA SecurID
Token Requests
Need Help? Contact the ITS Service Desk at:
1-844-891-1786Reach us through online chat at:
Send us an email at: chat.its.ny.gov
Ask Watson Chat at: https://nysitsm2.service-now.com/sp
If your Agency is listed below, please continue to contact your Local Help Desk:
Administrative and General Services
Division of the Budget (518) 486-4357
Enforcement and Regulation State Board of Elections
State Inspector General(518) 473-4803
(518) 474-1010
(518) 486-5042
Grants and Licensing Higher Education Services Corp 518-473-0550
Environment
Adirondack Park Agency (518) 891-4050
Health
Department of Health
Office of Medicaid Inspector General(518) 381-2100
(800) 697-1323 / (518) 408-6487
(518) 474-5554
Public Safety
Division of Criminal Justice Services Department of Homeland Security and Emergency Services
Department of Corrections and Community Supervision Division of State Police
Office for the Prevention of Domestic Violence
Office of Victim Services
(800) 262-3257
• NYS Homes and Community Renewal
Housing
(518) 381-2100• Office of Alcoholism & Substance Abuse Services• Office of Mental Health
Behavioral Health
ATTN: Local Districts of Social Services county employees: Please follow existing protocol and contact your local Human Services Enterprise Network (HSEN) LAN Administrators for assistance, before reaching out to the ITS Help Desk.
How to Using Office 365 from home
computer
Accessing Office 365 Outlook Web App (OWA)
Office 365 Outlook Web App (OWA) is a mail, calendaring and scheduling program. In addition, OWA offers
connectivity to other cloud features of Office 365 such as SharePoint.
To sign in:
1. Launch your browser and Type https://portal.microsoftonline.com
Office 365 sign in screen displays.
2. Type your email address: [email protected]. When you click in the password field you will be directed to Outlook View
This brings you to the ITS Enterprise Single Sign On Page
1. Your email address will already be filled in
2. Enter your password (PC logon)
3. Click Sign In
The Outlook view displays when Office 365 Outlook Web App is opened.
Using Pulse from Home Computer
Quick Instructions for using Pulse VPN from your home computer. IF these do not work please read further down this document for more detailed instructions.
This is a new solution available to use to connect to your Work PC from a home Windows PC (does not support MAC at this time).
With the new solution you will use a web link to connect to your PC at DOT. Your DOT PC will need to be turned on for you to be able to connect. You should not need your PC name but it is helpful to have on hand just in case.
• Use Internet Explorer (preferred) to connect tohttps://nysra.ny.gov/MRA (Other browsers may work but IE preferred).Click Proceed
• Enter your Email Address and RSA Token Passcode• Enter your Email Address and Windows Password (what you use to log onto
your PC)• You should see a link under Terminal Sessions showing “My Work
Computer – XXXXXXXXXX.dot.ny.gov” (the xxxxx is your computer name)• You will get a Windows security screen requesting your credentials. Enter
your Email Address and Windows Password (what you use to log onto yourPC)
• Click OK. You will now be remoted to your PC at DOT
If you DO NOT see a link under Terminal Sessions which includes your computer name – please follow the steps below to proceed.
Domain:
Full computer Name:
Remote Access SSL VPN
Identifying your workstation name.
Your workstation name doesn’t change, unless you are given a new one. The following below has been added to your Workstation screen. It lists your System (workstation name), User-Name, Domain Name and IP. Your IP address may be needed to SSLVPN to your Workstation so please make note of it.
If your screen doesn’t show the above information, follow the instructions below. Hold and Press the Windows ICON and the letter R as shown below.
Type Control System press OK.
Write down your Full Computer Name AND Domain. Make sure you keep this paper as you will need it to reference “Wake On LAN” further within the instructions below.
Connecting to SSL VPN Service for Mass remote Access Use the following steps to connect from your home PC to your desktop.
USE Internet Explorer (IE) to access the URLS.
If you don’t have IE listed as a browser to choose, please do the following.
Click on the magnifying glass and type internet explorer. You should see the following below
Open a browser and type the following into the address bar then enter your email and
HTTPS://NYSRA.NY.GOV/MRA
Token instructions:
Enter Email Address
Enter Windows Password
Screen below should come up. Click Proceed
Type your work email address and then depending on which token you have, follow the instructions below.
Click Sign In.
You may see the following page. if you do, click Allow at the bottom right of the page.
Click to access your Work PC
The portal page should have your Work PC already created as a bookmark for you to use. Click the bookmark to access your work pc. If your Work PC is not created under Terminal Sessions, please continue down for instructions on how to manually create the bookmark.
Click Allow
Only use this section if your Work PC bookmark is not automatically created.
Once you have signed in, you will be brought to the SSL VPN Portal Page
Select the terminal Icon
to create a custom link to your workstation.
Username: Enter work email address Ex.
Color Depth: Select 32-bit (True Color)
Full computer Name
Ex. WABC1234.svc.ny.gov
Bookmark Name: Enter a familiar name.
Ex. Work PC
Creating a Bookmark on the SSLVPN Portal Page
When the icon is selected, a configuration page will appear. Only enter information in the boxes directed.
Scroll down to “Add terminal services session”
Click Add.
Enter Domain: and Computer Name:
Ex. Domain: SVC.ny.gov
Computer Name: WABC12
Click Wake on LAN
Remoting to your work desktop.
Wake on LAN
Once the configuration has been added, you will again see the SSL VPN Portal Page (“portal page for Network Connect VPN Access”) with a link to your workstation link “Work PC.” However, because you will probably be connecting to your workstation (Work PC) when it is in energy saving mode, you will need to “wake up” your workstation (Work PC) from Hibernation. To accomplish this, follow these steps:
Click Submit.
The following appears.
Number of WOL Packets queued: 1 If 0, check domain and/or machine name.
• Number of WOL Packets queued: 1 = your machine is now awake.• Number of WOL Packets queued: 0 = typo in domain or computer name.• Number of WOL Packets queued: 2 = your machine is turned off and cannot be woken up without physically
pushing the on button.
You are now ready to Connect to your Work Desktop. Click on the bookmark you have created
Your email credential will show in this box. Enter the password you use for your work PC
You are now connecting to your Work PC.
***If you receive the following error substitute your IP Address for your “Full Computer Name” (see "Creating a Bookmark on the SSLVPN Portal Page" section)
***If you do not know your IP Address, call the Help Desk to request assistance from local Techs (see example below)
Work PC
There are two methods to disconnect properly.
1. Click the X in the upper right corner of the Terminal Sessions bar.
Click X
Disconnecting from Work PC
2. On the bottom left of your screen click the power option button and choose Disconnect. DO NOT CHOOSE ANY OTHER OPTION. if you do, your machine will shut down and you will not be able to remotely connect again.
Sign Out
You can now choose Sign Out to end your SSL VPN session.
DO NOT choose Sleep, Shut Down or
Restart. You will not be able to remote into your Work PC again.
Click Disconnect
Using Horizon VMware from
home computer
How to access the VDI Horizon Client application from a non‐state
computer: Use these instructions to access the VDI Horizon Client on your device away from the DOT network
1) Access the Client
• Open MicroSoft Internet Explorer
• Go to https://desktop.ny.gov/
• Select the option to Access the HTML VDI Horizon Client
• A login screen will display
2) Log into the Client
Remote access outside the DOT network will require multi‐factor authentication, meaning that an RSA
token will be required for any device that is not attached to a state network connection. You can request
an RSA token by visiting located at https://mytoken.ny.gov. Using Remote Desktop to access your work
computer remotely will require you to know your computer’s name.
If you find an issue with your desktop, application or difficulty accessing VDI, contact the ITS Service
Desk at 844‐891‐1786 for assistance.
• Enter your DOT username, password and select “NYSDOT” in the dropdown box
3) Access your Remote Desktop
• A desktop selection screen will display
• Select the “DOT Virtual Desktop” Icon
• Your desktop will display
Starting the VDI Horizon Client from your DOT Desktop or Laptop Connecting to your virtual desktop.
1) Open the VDI Horizon Client (Desktop Icon shown)
1. Enter DOT Username
2. Enter DOT password
3. Select “NYSDOT
4. Click “Login”
2) Double‐click on the desktop.ny.gov server icon.
3) You will see the “Connecting…” graphic.
4) Enter “your DOT domain” login credentials.
5) You will see a new icon for DOT Virtual Desktop. Double‐click on this icon.
6) You should now see the Windows PC logon screen. Select the OK button to accept the Security
disclaimer.
7) You will notice a menu bar across the top of the screen. This gives you access to setup options
and for using USB devices. You may also minimize the VDI window from this menu using the
standard MS Windows line icon in the top‐right corner of the menu bar. Notice the option to
Send Ctrl‐Alt‐Delete. If your screen locks and asks you to hit Ctrl‐Alt‐Delete to get back in, you
should use the menu option instead of the keyboard.
8) Open the “Applications” folder on the desktop to access DOT applications
How to manually map your
P drive
How to Map your P: Drive when using Pulse
If you connect to Pulse Secure and have no P: Drive, follow these steps to manually add it to your PC
Open a file explorer window. You can do this by clicking the Folder Icon on your taskbar or by using the keyboard shortcut which is the Windows Key plus the letter E (see below)
Windows key looks like this on your keyboard (towards the bottom left side). The folder icon is also displayed above
In the explorer window, right mouse click on either “This PC” or “My Computer” (PC’s may say either in the same location)
From the list that appears, select “Map Network Drive”
Select the letter P from the drop-down list
In the folder box, type: \\nysdot.private\dot data\ (there is a space between DOT and Data)
Make sure “Reconnect at sign-in” is NOT checked
Click “Finish” and your drive will appear
Moving Files to P Drive
Step 1: Click “File Explorer” on the bottom left of your screen.
Step 2: Right Click on “Desktop” and select Copy
Step 3: Then Right click on your R Drive or selected P Drive folder and select “Paste”
As a rule, users should not save work documents locally on their PC/Laptops. All documents should always be stored in their R:/ or P:/, where appropriate. Users should identify any documents or items stored on their Desktop, in the Documents, or on their Download folders and should cut/copy paste these documents/items to their personal R:/ or appropriate P:/
Moving Documents to OneDrive
• Step 1: Open your File Explorer.• Step 2: Click on the “One Drive”
• The following screen will appear.• Enter your Email address and click
sign in
• Then Click “Next”
• Then click “next” again
• Then click “next” again
• Click “Next”
• Then click “Later”
• Then Click “Open my OneDrive –New York State Office of Information Technology Services folder”
• From there open the file explorer and copy the files you need into the one drive folder.
Quick StartGuideDo more wherever you are with secure access, sharing, and file storage. Sign-in to your Office 365 subscription and select OneDrive from the app launcher. This guide covers OneDrive for business or school, but most of the functionality is the same for home subscribers.
OpenOpen and edit a file online or in a desktop app.
ShareShare files directly from OneDrive. Files are private until shared.
Copy linkGet a link to the selected file to insert in an IM, email, or site.
SharedView and sort files with date shared, activity, or who theyare sharedwith.
Sharing statusSee which files are being shared and who they’re shared with.
DownloadDownload a copy of a file to work offline on a device.
Manage accessSee who can access a file,and manage what peoplecan do with it.
*Powered by Microsoft Graph Discover View does not change any permissions. Your private documentsare not visible to others and you can view only those documents that you have been given access to.
Shared librariesNavigate to shared librarieson Microsoft Teams,SharePoint sites, or Office365 Groups.
Move to/Copy toMove or copy to another destination in your OneDrive or any SharePoint site.
FlowCreate and manage automated workflows.
ActivitySee the sharing, viewing,and editing activity for afile.
Information PaneSee file information, recentactivity, and manage accesspermissions to the file.
OneDrive
SearchFind your content throughout OneDrive, SharePoint sites, and Microsoft Teams.
Recycle binRecover files you’veaccidentally deleted up to93 days.
Discover*View trending content in yourorganization and contentrelevant to your work.
OneDrive MobileThe OneDrive app supports both OneDrive personal and organization accounts across iOS, Android, and Windows and can be downloaded from the app stores.
The above screens represent OneDrive for business accounts in iOS. Android users will have similar experience except the file activity functionality.*Files and folders need to be taken from offline to online before they are synced to thecloud.
See files shared with you and discover content trending around you.
Send a copy of the file instead of sharing.
See details such as who the file is shared with.
Make files and folders available offline. *
Recoverdeleted files.
Access your files and folders on OneDrive.
Access yourSharePoint sites.
See all the files you have taken offline.
OneDrive
See your most recent active files.
Edit a file on the web or in client view.
See and manage multiple accounts.
See trend views and an activity chart.
See and manageall your accounts.
Capture whiteboards & scan or single or multiple page documents.
Search all of OneDrive for files, folders, shared content.
Copy the sharing link, email it in Outlook, or choose an app to send it with.
Share a fileinternally or externally with access controls.
Create or upload files and foldersYou can create New files and folders and upload existing files and foldersfrom your device. In OneDrive, select Upload > Files. Or select location inOneDrive and drag and drop files or folders from your device.
Copy LinkYou can also share a file by copying the link and pasting it in email, IM, a webpage, or a OneNote page. In OneDrive, select a file and then select Copy link. Copy the link and then paste it in the destination.
Save and Open files in Office apps(Requires Office 365, 2019, or 2016)
You can save or open Office documents in OneDrive from the Office apps. In any Office document, select File > Save As, choose your OneDrive, and then pick the folder where you want to save the file. To open a file stored onOneDrive, select File > Open, choose your OneDrive, and then select the file.
Share filesThe files and folders you store in OneDrive are private until you decide to share them. You can stop sharing at any time. You can grant Edit or View permissions for recipients and set time limitations on a file to specify when it will no longer be accessible. In OneDrive, select a file and then selectShare.
Based on admin settings, sharing levels are: Anyone – people inside and outside your org can access. Links can be forwarded.People <organization> – everyone in your org can access.People with existing access – create a link to be used by people who already have access.Specific people – specify email addresses of the people you want to give access to.
OneDrive
OneDrive
OneDrive FilesOn-DemandWith OneDrive Files On-Demand, you can set files and folders always to be available locally on your device or save space by making files online only.In the taskbar, select OneDrive icon, and select More > Settings. Then, ontheSettings tab, select Save space and download files as you use them.
Next steps withOneDriveFind helpExplore the help and training for OneDrive and other Office apps.Visit https://go.microsoft.com/fwlink/?linkid=871124 for more information.
Learn about OneDrive FilesOn-DemandAccess all your files in the cloud without having to download them. Visit https://go.microsoft.com/fwlink/?linkid=871126.
Get free Office training, tutorials, andvideosReady to dig in the capabilities that OneDrive has to offer?Visit https://go.microsoft.com/fwlink/?linkid=871128 to explore free training.
View syncactivityYou can view sync activity from the OneDrive activity center. Click the OneDrive icon in the Windows taskbar. If you click the folder icon, you can go directly to the OneDrive web view. Users on Mac have a similarexperience.
Sync files andfoldersSync your files and folders in OneDrive to your computer, so you can access them even when you’re offline. When you are back online, changes you or anyone else make will sync automatically. In Windows 10, select Start, type OneDrive, and sign-in to OneDrive on your PC. In other versions of Windows or Mac, get the OneDrive sync app from onedrive.com/download.
Files you open are downloaded to your device and available offline.
Online only files/folders do not use space on your device.
Mark files/folders to bealways available, even offline.
Change file/folders tobe online only.
Manage accounts, synced folders andnetwork limitationsettings.
Check the status ofthe synced files in FileExplorer
Password Manager
NYS ITS Password Self-Service Setup
Password Self-Service How To's
Setting Up Your Self-Service Account
1. Navigate tohttps:/fpassword.ny.gov
2. Enter your emailaddress and Click theCAPTCHA box then,click OK.
3. Click My Questionsand Answers Profile.
Login to access NYS ITS Password Self Service
l'mno1 arob0t
.. ,
-
� My Questions and Answers Profile� Conflgurt )'OUI' ptnOnal. Questl<>ns and MSwerS ptORlt that will allow )'(M.I to reset your fOflOtten
password and unlodc; ip,r KCOUnt in the future.
4. After clicking
My Questions andAnswers Profile, enteryour Windows passwordon the next page.
6. Answer any three
security questions andselect PIN. Youranswers to the securityquestions are secret,but the PIN will bevisible to the HelpDesk to validate youridentity if you forget theanswers to yourquestions or need otherassistance.
r-!J Foriot My PasswordlJI Set ycu new �sword boJ answerint a series of private questions.
To proc::ee<I, enter your password.
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.. ,.......,,__,_.,.., __ .,......,.�
At this time, all New York State employees should have registered their account with the Password Self-Service System located at https://password.ny.gov. This system is designed to assist you when you need to reset your password. It is also used by the ITS Service Desk to validate your identity when assisting with resetting your password. For more information
or instructions on how to use the Password Self-Service System, please visit https://its.ny.gov/password-reset.
How to manage call forwarding using VOIP
Phone Manager
• Note: You must be connect via Pulse secure or VDI in order to accessthe below link and perform these instructions
• These directions will allow you to set up either schedule for forwardingyour phone or allow your phones to be forwarded 24/7.
• In addition it will allow your voicemail to be sent to your email or staylocally on your phone.
• Step 1: Go to the followinglink:https://selfcare.ucc.ny.gov/login/#/background/?id=1511202126125
• Step 2: You will see thescreen to the right, enter yourDOT email and the samepassword you use to accessyour computer.
• Step 3 This will be the screen thatyou will see once you login.
• Step 4: Go to the bottom right and click “Click here to enable personal phone management.
• Step 5: The screen to right will appear. From here enter the phone number you would like forward your work phone to and description. (i.e. Cell phoneand (123)-456-7890
• Step 6: Click “on” for “Simultaneous Ring”• Step 7: Click “on” for “Move to Mobile”
• Step 8: Click “Next”
• Step 9: Select the time zone “America/New_York”
• Step 10: Check the “Set advanced timer options for simultaneous ring” box.
• Step 11: You will see the expanded section. Ensure it matches to the right.
• Step 12: click “Next”
• Step 12: You can either have calls forwarded 24/7 or provide a schedule.
• Step 13: Once completed click “Save”
• Step 14: The upper righthand corner the activity feed will show if it was successful.
• Step 14: Go to Voicemail on the left hand tool bar
• Step 15: Change the “Voicemail” from“Accept the message” to “Accept and Relay the Message”
• Step 16: Add your email under “Relay Address”
• Step 17: Click “Save”. This will forward your voicemails to your email instead of storing them on your phone. If you do not want this then click “Cancel” instead.
