FAQ

I want to order something (Software, Tool, Hardware). Who shall I contact ?

You shall contact Roberto (roberto.genesi@fors.unil.ch)

I have a problem with a FORS website

Please go to the “Web Space”: https://forscenter.ch/intranet/web-space/

Pulse secure works, but I cannot connect to my computer from home

You shall contact Roberto and Guillaume (roberto.genesi@fors.unil.ch, guillaume.lefebvre@fors.unil.ch)

I want to send many emails at once / use Mailwizz

You shall contact Monika (monika.vettovaglia@fors.unil.ch)

My technical issue is not listed here

You shall contact the UNIL helpdesk (helpdesk@unil.ch or tel. 2211)

Guidelines for home office

Guidelines for working from home

Collaborative tools

Asking for help

Remote support

Remote access to UNIL network (Pulse secure)

  • Mandatory for
    • Remote access to your work computer
    • FORS intranet
    • Remote access to FORS shared folders (L, M, N, O, …)
    • Remote access to any protected UNIL resource
  • To install / use it, follow this guide (only in FR): https://www.unil.ch/ci/reseau-unil-chez-soi

Remote access to your workstation

  • First, make sure you are connected with Pulse Secure
  • From Windows
    • Click on the search icon in the task bar (Windows 7: Click on the start menu)
    • Type in “Remote desktop” (in French “Bureau à distance”) and open the application
    • Enter your computer’s full name (ask us if you don’t know it)
    • Enter your UNIL credentials (prefix your username with ad\)
    • If a security warning pops up, click “Yes”
  • From a Mac

Remote access to your “M” home folder

To access your FORS personal folder (Letter M on your Windows workstation) directly from your home computer

  • First, make sure you are connected with Pulse Secure
  • Second, connect to the server, according to one of the procedures below
  • Third, your FORS personal folder is the one with your username
  • Procedures

Remote access to FORS shared folders

To access FORS shared folders directly from your home computer

  • First, make sure you are connected with Pulse Secure
  • Second, connect to the server, according to one of the procedures below
  • Third, choose which folder to access according to the “Drive letter mapping” (which drive letter on your Windows workstation)
  • Procedures:
    • For Windows:
      • Click on the search icon in the task bar (Windows 7: Click on the start menu)
      • Enter: \\nas.unil.ch\fors in the search field
      • Use your UNIL credentials (prefix your username with ad\)
    • For Macs:
    • Drive letter mapping:
      • Drive letter L: P-FORSBASE
      • Drive letter N: G-SHP
      • Drive letter Q: G-SURVEYS
      • Drive letter R: P-OSR
      • Drive letter S: G-SHARE
      • Drive letter T: P-DWB
      • Drive letter U: G-DARIS
      • Drive letter V: G-MANDATES
      • Drive letter W: G-ADMIN
      • Drive letter X: G-RAPP
      • Drive letter Y: G-INFO
      • Drive letter Z: G-SELECTS

Several steps you can take to protect your work and data while working from home.

  1. Use strong passwords – it’s as important as ever to ensure that all accounts are protected with strong passwords. Unfortunately, many people still use the same password across multiple accounts. This means that all it takes is one compromised password for a criminal to take over all of your accounts.
    Passwords should be unique for every account and should comprise a long string of upper- and lower-case letters, numbers, and special characters. Clearly, it’s difficult to remember all these passwords, which is why password managers are such popular tools these days. We would recommend to use:
    – KeePass for Windows/Linus (https://keepass.info/)
    – MacPass for MacOS (https://macpassapp.org/)
  2. Use an antivirus software – make sure that an antivirus software is installed and running on your computer (https://www.unil.ch/ci/fr/home/menuinst/catalogue-de-services/documentation/securite-utilisateurs/antivirus.html)
  3. Secure your home network – It’s important to take simple steps to protect your home network to prevent malicious parties having access to connected devices. Make sure that your home Wi-Fi is protected with a strong password.
  4. Install updates regularly – Updates to OS and other applications can be a source of annoyance. But they really are important. Updates often include patches for security vulnerabilities that have been uncovered since the last iteration of the software was released. In many cases, you can set updates to run automatically.
  5. Back up your data – Data can be lost in a number of ways, including human error, physical damage to hardware, or a cyberattack. Make sure that you have CrashPlan installed on your computer (https://www.unil.ch/ci/fr/home/menuinst/catalogue-de-services/sauvegardes-et-securite/sauvegarde-poste-de-travail.html ). Keep your data on UNIL servers – FORS shared folders and your M drive.
  6. Look out for phishing emails and sites – With the rise in the number of people working from home due to the coronavirus outbreak, no doubt there will be plenty of cybercriminals looking to cash in on the trend. It’s highly likely that phishing emails will target remote workers in a bid to steal their personal information or gain access to company accounts.

To spot a phishing email, check the sender’s email address for spelling errors and look for poor grammar in the subject line and email body. Hover over links to see the URL and don’t click links or attachments unless you trust the sender 100%. If in any doubt, please forward this email to the IT team.

If you do click on a link and end up on a legitimate-looking site, be sure to check its credibility before entering any information. Common signs of a phishing site include lack of an HTTPS padlock symbol (although phishing sites increasingly have SSL certificates), misspelled domain names, poor spelling and grammar, lack of an “about” page, and missing contact information.

  1. Lock your device – make sure that your computer is always locked when you are not using it.

 

 

Check out the following guidelines to properly install your computer /lab top for home office.

Security guidelines

In this section, you will soon find information on our security guidelines.

Manage web groups

On some website (like forscenter.ch), the access rights are managed by UNIL’s groups system. Here is how to add or remove a user from said groups :

Add a member to a group

  • Connect to https://applications.unil.ch/intra/auth/php/Sy/SyMenu.php
  • Click on “My rights”
  • Click on the group name (“FORS W Editors” or “FORS W Publishers”)
  • Go to “members” section and click on “Add a member”
  • Find the person you want to add and select “Immediately after a change”
  • Click on “add this person as group member”

Remove a member to a group

  • Connect to https://applications.unil.ch/intra/auth/php/Sy/SyMenu.php
  • Click on “My rights”
  • Click on the group name (“FORS W Editors” or “FORS W Publishers”)
  • Go to “members” section and click on the list of manual members button
  • Select the member(s) you want to remove and click on “remove selected users from the group”

Note on publishers

This will not give the “teams” permissions on the website. Once the user is added to the group, he/she will have to connect a first time to the website to create the account, then an editor will have to give him/her to correct teams access rights on their profiles.

Ubicast (rec.unil.ch)
You can find documentation for the use of Ubicast provided by UNIL here.

Mailwizz

Features
How to use Mailwizz. Training material for the publishers of the FORS.

Mailwizz Training

Features

  • Send many e-mail at once in HTML and / or plaintext
  • User friendly e-mail composition with predefined snippets
  • Collect statistics about mail sent / received / opened and link opening
  • Adjust e-mail volume to SMTP server limits / restrictions
  • Automatically handle bounces
  • Handle subscribers import, manual and automatic

Main concepts

Lists

  • A list holds subscribers, uniquely identified by their e-mail address
  • Each list belongs to a customer
  • Each subscriber has a Status. We only use those:
    • Confirmed: Will receive mail. Default when import
    • Unconfirmed: Will not receive mail. Default on manual creation
    • Unsubscribed: Will not receive mail
    • Blacklisted: Will not receive mail. Address exist in the global blacklist
  • Subscribers can be copied across lists
  • One can import / export subscribers from lists
  • Import formats:
    • Text: one e-mail address per line
    • CSV: Last name;First name;Email

Campaigns

  • A campaign is a single sending of a defined template to all the subscribers of a list

Users & User Groups

  • Basically, in our use case, we have 2 kind of users:
    • Administrators
    • Statistic viewers
  • Users can access the backend area of Mailwizz
  • They can belong to groups
  • Groups allow to manage permissions

Customers & Customer Groups

  • Customers are what we call in user documentation Managers
  • Each customer is tightly bound to a specific e-mail address
  • They access the customer area of Mailwizz
  • They can Manage Lists, Templates & Campaigns (CRUD)
  • They can send campaigns
  • They can view their own stats
  • There are global settings applying to customers which can be overriden through the use of Customer groups

What to consider when writing content for a campaign

It has been observed lately, that email sent via mailwizz happen to land in a spam folder or publicity folder of the recipients of the email. Here are some ideas how this can be avoided. Please ask Monika if you are unsure about this.

investigation_spam_buisness

Quick start

Important notice

  • Always include an unsubscribe link in your templates. This is a legal issue
  • Before using a template, test it

1 – Connect

Mailwizz is protected by a firewall. Only the following links are open to the Internet:

  • Unsubscribe links
  • Statistic counting links
  • Web-view links (to directly view an e-mail from a browser, if not correctly displayed in mail program)
  • Link used to report abuses

For other uses, you have to be at UNIl or connected by pulsesecure.

Go to https://newsletter.forscenter.ch/newsletter/customer and login with the wished Manager account (more info about Mailwizz accounts)

2 – Create a new list

3a – Manually add subscribers to a list

  • Go to //Lists//, click on the list, then click on //Subscriberss//
  • Click on //Create new//, then enter the subscriber’s //Email// address, set his //Status// to //Confirmed// and //Save//
  • Repeat the last step to manually add as many subscribers as you wish

3b – Import subscribers to a list

  • Go to //Lists//, click on the list, then click on //Tools//
  • Click on //Import//, then choose either //CSV Live import// or //Text Live import//*
  • Select the appropriate file on your computer, then //Upload File//
  • Wait for the import to finish

*CSV / Text file formats:

4a – Create a new Template

  • Go to //Templates//, then //Create new (Drag&Drop Editor//
  • Give it a //Name// and //Save// it
  • By default, you have two blocks:
    • A //Title// block
    • A //Text// block
  • For each of those blocks (and also for the ones you will add), you can:
    • Move it with the //cross// icon
    • Edit it as HTML with the //bracket// icon
    • Duplicate it with the //+// icon
    • Remove it with the //x// icon
  • On the right side, you have the snippet bar. There you have predefined blocks (snippets)
  • Drag&Drop the blocks you want to have in your template
  • Personalize each block according to your wishes
  • Don’t forget to save

4b – Reuse an existing Template

  • Go to //Templates//, then click on the //Copy// icon of the template you wish to duplicate
  • Click on the newly created copy to immediately change its name. Save it.
  • Personalize your template as described before
  • Don’t forget to save

5a – Create a new Campaign

  • Go to //Campaigns//, then //Create new//
  • Define the campaign //Name// (internal name) and choose which list to use, //Save and next//
  • Set the //Subject// (e-mail subject), optionally change the //From Name//. Never change other fields. //Save and next//
  • Select a template previously created by clicking on //Change/Select Template//, //Save and next//
  • Review the campaign settings before sending, then //Send Campaign//

5b – Send a Campagn to a list’s segment

Segments are part of lists constructed on a condition, for example the language of the subscriber.

  • Go to //Campaigns//, then //Create new//
  • Define the campaign //Name// (internal name), choose which list to use, then select the segment you want to use. //Save and next//
  • Set the //Subject// (e-mail subject), optionally change the //From Name//. Never change other fields. //Save and next//
  • Select a template previously created by clicking on //Change/Select Template//, //Save and next//
  • Review the campaign settings before sending, then //Send Campaign//

5c – Reuse an existing Campaign

  • Go to //Campaigns//, then click on the //Copy// icon of the template you wish to duplicate
  • Then follow the same steps as in //5a// above, but with all values prefilled

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