Friday, May 29, 2020

5 Healthy Computer Habits

Is your computer slow to load applications or boot up? Do you have a hard time keeping track of your files? There is nothing worse than being stuck with a slow, unorganized computer. That’s why we at ESU IT have compiled a comprehensive list of 5 healthy computer habits to keep your system running smoothly and efficiently.

1) Keep your software up to date

Keeping your software up to date is an easy habit that can go a long way. Not only does updating software regularly give you access to the latest features of an application, but it also helps protect you from vulnerabilities such as bugs and exploits. Hackers can take advantage of vulnerabilities within an application, so keeping your software updated will help you stay one step ahead of these vulnerabilities.

2) Backup your files

There is nothing worse than having an important file disappear. All it takes is one computer crash or accidental deletion and weeks of hard work can go down the drain in an instant. Luckily there are some easy steps that you can ensure your important documents are in safe hands.

Backing up your files to cloud-based services such as Google Drive or Microsoft OneDrive is a convenient way to secure your files. Both of these services have built-in features that allow your important files to automatically sync to the cloud. Better yet, as a student, faculty, or staff member of Emporia State University, both Google Drive and Microsoft OneDrive services are available to you at no cost.

Backing up your files to external devices such as USB drives or portable hard drives is another way to ensure your files are secure, although this may be less convenient than backing up your files to cloud-based services.

3) Keep your files organized

We all know how nice it can be to have a clean room at home, so why should our computers be any different? Keeping the files on your computer organized and prioritized using a file system is a great habit to get into and will keep you from losing track of saved work. As a student, for example, you may want to organize your assignments and classwork into a system of folders similar to this:

📂Classes
└📁Freshman
└📁Sophomore
    └📁CS341A
    └📁HI101B


Regularly deleting unnecessary files such as duplicates or old work is another great habit to get into and will not only free up extra space on your computer but will remove clutter. potentially saving you a lot of time and frustration down the line.

4) Use antivirus software frequently

Antivirus software is your first line of defense from cybersecurity threats. Without good antivirus software to defend your computer, you are effectively leaving your front door open to intruders. Luckily there is a wide variety of antivirus software out there and better yet, as a current ESU student, staff, or employee you get access to Symantec Antivirus for free! 

To make use of your free access to Symantec, navigate to Hornet365.com, and click on either ‘students’ or ‘employees’ depending on your affiliation. From there, there will be a tile labeled ‘downloads’ where you will find a link to get started with Symantec.

5) Clean your computer

Not only is it important to keep the files within your computer clean it is also critical that you keep the physical components of your computer clean as well. Wiping down your computer screen/monitor with a dry, soft, lint-free cloth is quick and easy and will keep your display clear of any dust or other marks. Using a can of compressed air can also help to remove any buildup of dust or crumbs that have accumulated on your computer. This is especially helpful for removing debris stuck between the keys of your keyboard.

Taylor Nelson
Student Media Producer
Web and Digital Strategies

Friday, May 8, 2020

OnBase Document History - Where is my document?


Do you ever wonder where your document is?  Whose workflow queue is it in?  There are a couple of different ways to find out.

1.  When you document retrieve it, the "hitlist" generally lists a status that tells where the document is

2.  If you right click on a document in the queue, then click Workflow, Workflow Queues


You will see a window like this:

This is most helpful when the document status is "Wait Dept" and you don't know who it's waiting for.  If it's not in a workflow queue you have access to, you may see "restricted".  In this case use option 1 or 3.

3.  From the document in question, right click History, click the 2nd tab Workflow Queues.





Starting at the bottom you can see who created the form working your way up, you can see all of the workflow queues this document has been in, how long it was in each queue, and if there is no Exit User at the top, it is still in that queue.

For more extensive OnBase documentation, please follow this link.

Thursday, May 7, 2020

Hyland Virtual Print Driver (VPD)

For Departments that scan documents into OnBase, the Hyland Virtual Print Driver can be installed to work with Unity Client.  When an email or document needs imported, just "print" the document and select Hyland Virtual Print Driver as your printer.


After clicking print, an OnBase import panel will appear.  Enter the appropriate doc type and keywords, then click Import.


 
The document has been "printed" into OnBase, and if it was associated with a workflow, that process is initiated.

VPD is not applicable for attachments on Unity Forms.  And for enhanced error checking and less typing, the preferred method for invoices is to use the Unity form called AP – Invoice Import Form.
 
VPD saves the documents as images.  Image documents can have pages appended, removed or split, and have the ability for markups.  If the document should be retained as a PDF or Word document, don't use VPD.

If you don't see the Hyland Virtual Print Driver option when you print, please call the helpdesk to have it installed, or you can install it from the link at the middle of https://www.emporia.edu/onbase.

For more extensive OnBase documentation, please follow this link.

Wednesday, May 6, 2020

OnBase Unity Client

OnBase Unity Client can be downloaded and installed (only when using Internet Explorer) by clicking the link at the bottom of https://www.emporia.edu/onbase, or this direct link.

Advantages of using Unity Client:

  • It is open until you exit.  The session doesn't die after 25 minutes like the web client.  You won't lose your work when you are distracted by phone calls or lunch.
  • It's designed like Microsoft Office with a ribbon at the top.
  • If scanning documents, you can "acquire" directly from the scanner without first saving to your computer.



  • You can use the Hyland Virtual Print Driver to "print" a document into OnBase.
  • You can have multiple windows open at one time (Document Retrieval, Workflow, New Form…).  Click File, Open in New Window.
  • Not available for Macs, but Mac users can use it via the SkyLab Employee Desktop.


For more extensive OnBase documentation, please follow this link.

Friday, May 1, 2020

Website Updates

Emporia.edu homepage screenshotThe Emporia State University website has come a long way since the launch of the new site in late October. We are constantly looking for improvements to implement based on usability information, analytics and feedback from our users.

One of the biggest issues with websites, and web content, nowadays is accessibility. We have been focused on updating our website to make it accessible to all users, no matter their device or browser. We are proud to say that our website is currently ranked #1, in terms of accessibility, in the state of Kansas by an external reviewer. We have updated all images to include alternative text, added metadata to each page so search engines can better optimize which pages display, icons displaying an error, and more.

Another hot topic would be the user experience, or feel, of our website. We have made nine site-wide updates to make navigation through our site as natural as possible. In addition to site-wide updates, we have completed over 800 feedback requests from our 77 departmental WebDACs. We work closely with our departmental WebDACs to ensure that each department's content is correct, updated, and fresh. We have recently created a new WebDAC Portal that allows for more feedback from our web team to WebDACs and allows for better tracking per request. Before the web team moved to work remotely due to COVID-19, we had been scheduling weekly meetings with various WebDACs to receive feedback and run through their pages together. We will soon start this back up again as time allows.

In addition to being highly involved with our WebDACs, we are also working towards expanding our involvement with faculty, staff, and students! Faculty and student focused meetings are taking place to receive more feedback on the website, not just from our internal web team and WebDACs. We want to have a website where all entities of the university are comfortable, and happy, using!

Check out a list of the site-wide updates that we’ve made, and updates that are on our radar for the future, on our Web + Digital Guide! You can also learn more about our WebDAC program, and find a list of WebDACs, on our WebDAC page.

Sam Derksen
Web Developer
Web and Digital Strategies

IT After Hours II: Xbox Series X

Xbox Series X Model

IT After Hours II: Xbox Series X

The next generation of console gaming is has been introduced with the Xbox Series X. Microsoft is set to showcase the console and it's game play Thursday, May 7th at 8:00 A.M. on Inside Xbox.

It's been almost 7 years since Microsoft release the Xbox One, and now they're leading off the next generation; with PlayStation announcing their next generation shortly after the Series X.

Advertised as the most powerful console ever, the Series X resembles a computer tower with a tall, vertical design. Microsoft promises minimal load times between games, and a new feature called "Quick Resume" which enables players to seamlessly switch between multiple titles and resume instantly from where they last left off. This is a huge step, as the loading times for games have increased with the size of the games.

This, combined with 4k graphics, more storage than ever, backwards compatibility, and a whisper-quiet cooling fan gives Microsoft a serious edge over it's competitors.

While Sony remains discreet with the PlayStation 5, Microsoft is set to release the Series X for Holiday 2020.

We are avid gamers here at IT, and continue to enthusiastically keep up on the latest and greatest in the gaming world.

Tyler Parker
Social Media & Marketing Student Assistant
Web & Digital Strategies

Wednesday, April 29, 2020

What’s the Difference Between Kaltura, Panopto and Zoom?



Emporia State has licensed three video products from many years, starting with Panopto in 2008, followed by Kaltura in 2014 and Zoom in 2016. Each product is intended for very particular verticals but are now beginning to expand their portfolio to include features that overlap with one another. Video is extraordinarily popular at ESU. In any given month several terabytes of video are captured and replayed. Canvas is not well suited to support that much video content, so we direct users to one of these other solutions.

Panopto (Ancient Greek for All Seeing) was originally developed at Carnegie Mellon University as a lecture-capture product used in medical schools. It is the workhorse for recording and uploading didactic presentations that are replayed later for review and study – mostly PowerPoint and web sites with a video insert. Panopto is unique in that it is one of the few products in its class that supports two cameras. ESU first adopted Panopto to be used in the Earl Center for recording counseling sessions. Later, it was rolled out across campus into every Learning Space and every office. Faculty can even record at home. Like all our products, Panopto is mobile friendly and provides automatic closed captioning. Panopto can also be used for live broadcasting events. It is not a product that is intended for synchronous web-conferencing.

Kaltura is the granddaddy of video hosting and streaming. It is used by many major corporations and universities, including the University of Washington, KU, and Indiana University. Think of Kaltura as a YouTube for the university but used primarily used for academics. ESU adopted Kaltura because Panopto did not afford video upload from non-Panopto sources at the time we conducted a review. (That since has changed.) Kaltura’s vertical is serving video content through Canvas and through a public facing portal called Kaltura Media Space. It also includes a desktop capture utility called Kaltura Capture that offers native screen recording. Kaltura also supports some of our best accessibility features using an add-in called Reach that not only captions, but also provides an automatic transcript of the video dialog that can be downloaded and printed. Kaltura is attempting to broaden its portfolio into lecture capture and web-conferencing. Kaltura Mobile allows faculty to capture and upload video from  their smartphones directly onto Canvas.

Zoom is the latest entrant to our portfolio. Zoom replaced Adobe Connect a few years ago when we saw Flash being deprecated by the browser vendors. This product’s primary vertical is web-conferencing, although it is commonly used for all manner of lecture capture given its ease of use. Our license for Zoom is underwritten by KanREN – our campus Internet provider. Zoom recordings are stored on Zoom Cloud for 60 days, and simultaneously stored on Kaltura using a product integration. Zoom is perhaps one of our more popular products given its ‘frictionless’ product interface. In a typical month we will see upward of 600 Zoom meetings. Zoom can even be used for desktop capture recordings. It is perhaps the most versatile of the products we license, but the storage limitations provide challenges.


Rob Gibson
Director
Learning Technologies

Tuesday, April 28, 2020

Checking for Updates in Zoom

We’ve come to rely on Zoom as our primary means of communication as we learn, work and teach from home.  It’s important, however, to make sure your Zoom software is updated.  As Zoom has become immensely popular, it has also been targeted for vulnerabilities and exploits.  Zoom is continually updating and patching their software, but it is up to YOU to install those patches.  Here's how.

Zoom will typically alert you when a new update is available.  It will appear across the top of the Zoom application.
Zoom shows update available

If you don't see it, you can always check for updates manually.  To do so, open Zoom.  Click your initials or avatar graphic in the upper right corner.  Choose “Check for Updates.”



If there are any updates, you’ll be shown an “Update Available” screen.  Click the “Update” button.

Zoom application prompts to click "Update" button
After a few seconds, you’ll now have the option to click the “Install” button.  Click it and Zoom will close to complete the update.
Zoom "Install" button


Follow any on-screen prompts for your operating system to install the update.  Zoom should then restart automatically, and you’re all set to go.

The Takeaway:  Update Zoom on your computer.  Check for updates at least once a week and install any that are available.