Employee Mac Guide

This article has been created to provide information to employees with managed UFV Macintosh devices.

Logging In

During setup, your account name will have been set to be the same as your UFV logon and should have been linked to your UFV account using SSO. This means to login you will need to use the following:

• Name = UFV logon 

  Note: This is not your UFV email. This username is usually your last name and first initial ex: John Doe = doej

• Password = UFV password

Note: This is the same password you use for your UFV email

UFV Macs are setup with a primary user in mind, these devices are not meant to be shared by multiple employees. Only the primary user (usually the owner of the device) and UFV's IT team will be able to login to a device successfully. If another employee tries to sign-in the attempt will fail in one of two ways:

1. The device will act as though it is trying to sign the user in; it will remove the name and password boxes then gets stuck on the sign-in screen

   • To rectify this issue you will need to perform a forced shutdown by holding the power button your device until it turns off. When you turn the device back on you will see the login screen as normal.

2. The device will reject the sign in attempt by behaving as though the password the user has entered is wrong

   • These attempts do not cause any issues for the primary user.

Forgot/Reset Password

In the event that you forget your password, you can follow the same password reset procedure that all UFV employees follow. There is no special password reset process for employees with a UFV managed Mac.

Forgot password

In the event you have forgotten your old password, you will not be able to unlock FileVault using your credentials. To unlock your device, you will need to contact IT to have your device unlocked using a recovery key.

Once your device has been unlocked and you are able to login, you can expect an SSO authentication prompt to appear. You will need to click on the prompt to register your device with your new password.

Updated password while logged in to your Mac

If you reset your password while actively using your Mac, you should receive an SSO authentication prompt when your device next syncs with Intune. It is suggested that you manually sync your device using the Company Portal app after updating your password - see the Company Portal section for more information. 

You will need to click on the SSO prompt to register your device with your new UFV password. Once registered, you can use the new password when logging in to your Mac.

If you do logout/shutdown before SSO has registered the new password, you will need to use your old password the next time you login to the device.

Updated password while not logged in

If you updated your password while you were not logged in to your Mac, you will need to use your old password to log back.

Once you have logged in, you should see an SSO authentication prompt. Click on the prompt to register your device with your new password. Once registered, you can use the new password to unlock your Mac.

Applications

Your UFV managed Mac has a variety of commonly used applications and shortcuts setup by default. This section includes a list of automatically installed applications, and important information about some of them.

Installed Applications & Shortcuts

As a result of Macs being managed by UFV's IT team, you can now sign PDFs with a certified UFV signature using Adobe Acrobat. Simply log in to Adobe with your employee email and password and start signing.

For more information about Adobe Acrobat, and certified signatures, please review the Adobe Acrobat - UFV Managed Mac article.

Banner 9

As Banner is a UFV application, you will need to be connected to UFV's network to access it.

You can connect to UFV's network while on campus by connecting your Mac to a network port; either using an ethernet cable and an adapter or by plugging the device into a docking station that has a network connection.

If you are not able to plug your device in to a network port at UFV, you're working remotely/using wi-fi, you will need to use the AnyConnect VPN solution to connect. Information on how to use the VPN can be found in the VPN section of this article.

Company Portal

Company Portal is an application that will allow you to manually sync your device to Intune, and install UFV provided software and applications. The applications available in Company Portal are often applications that have been requested by numerous employees, but aren't required by all.

To manually sync your device, you will need follow the below steps:

1. Open the Company Portal application

2. Login with your UFV email and password

3. Ensure you are in the Devices tab

4. Click on the ellipses to the right of your device's name

5. Click on the Check Status option

6. Your device will check-in with Intune

Privileges

Employees do not have administrative privileges on UFV managed devices. In order to gain admin privileges to update or install software, you will need to utilize the privileges app. Using the Privileges app will provide you with temporary admin rights allowing you to install software or updates.

For more information about the Privileges app, including instructions for using it, please review the Privileges Application - UFV Managed Mac article.

Teams & Zoom Screen Sharing

Due to Apple's security settings, screen sharing is not automatically allowed in some applications such as Teams and Zoom. This means you may need to adjust a setting to allow Teams and Zoom to share your screen. To adjust this setting, please follow these instructions:

1. Go to System Settings > Privacy and Security

2. Locate and click on Screen & System Audio Recording

3. Click the toggles beside Teams and Zoom to toggle them on (blue is on)

If you have made these changes and receive an error message when you attempt to screen share, quit the application and re-open it.

Accessing Network Drives

Your UFV Network Devices can be accessed on any UFV device, giving you a secure and reliable way to store your files. If something were to happen to your device, you won't lose the files and can continue to work with them on a new device.

You can access the network drives on your UFV Mac by doing the following:

1. Locate the globe icon on the right side of your dock
   

2. A connection pop-up will appear, click Connect 
   

3. A login window will appear, enter your UFV credentials and click on Connect

   

4. The network drives you have access to will load
   

5. if you have a personal drive it will be located under HomeDIR
   

VPN Cisco Secure Client/AnyConnect

Some of UFV's Applications and Tools require a connection to UFV's Network to function. When you can't physically connect your device to UFV's Network, you can use the VPN solution Cisco Secure Client AnyConnect.

For more information, please review the Cisco Secure Client/AnyConnect article.

Printing

At this time the only printing option available for Macs at UFV is Web Print. For information on how Web Printing works, please review the Web Printing - Employee knowledge base article.

Remote Assistance Processes

There are a few ways an analyst will be able to offer you support remotely. The option chosen by the analyst will depend on various factors at the time of contact (location, issue, etc.). Below you will find information about what to expect when receiving support through each of the options.

Screen Share

When this option is chosen the analyst will initiate the remote connection to your device using its IP Address, which you will be asked to provide. You can find your IP Address by going to System Settings > Network and clicking on the active network connection.

Once the analyst has your IP Address they will send the request to connect to your station, which will appear as a Share Screen pop-up on your computer. You will need to click on the Share Screen button to give them access to your device

Teams/Zoom call

Teams or Zoom will usually be selected if there are issues with the other option(s), as they do have limitations the others do not.

In the event that a video call is the selected option, either you or the analyst will initiate a call and you will need to select the Share Screen option in the call. Once you've shared your screen the analyst will send a request for remote control of your device, a notification about this request will appear on your screen. You will need to click Allow on this prompt to give the analyst access.