COE Clinics Virtual Desktop

Your VDI session is a fully functional Widows desktop computer with a number of Desktop icons (Zoom, VLC, Titanium, Map V drive, Acrobat, and Internet browsers) You will see a small bar at the top center presenting a number of commands. Most importantly this will allow to disconnect or log of from the virtual computer you are using.

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On your first log in, please check for the existence of your personal “V:\” drive, by clicking on the “map V:\ drive” short cut, then check the File Explorer to verify that your “V:\” drive is present. This is where Zoom recordings are stored at the end of your Zoom sessions.

Remember to give yourself enough time to get everything set before a Zoom session (audio, camera, speakers, and anything you wish to make available via Zoom screen sharing). Be prepared for when your clients have trouble connecting, so make sure you and your client(s) have a way to connect with each other if you experience technical issues.

You will have use two-factor authentication (2FA) when logging into Zoom. If you have not set up the DUO client on your smart phone or obtained and registered a DUO token, please contact Information Services.

Once logged into to Zoom, check your camera, microphone, and speakers.

To open Zoom, you will need to use two-factor authentication with a smartphone or a DUO approved token to open Zoom. Once you double click on the Zoom desktop icon, you will be prompted to log on via the UO Single Sign On environment (SSO). When you click on the “Continue” button, you will be directed to a webpage for your Duck ID credentials

Enter your Duck ID credentials

Next, you will need to your your DUO app or token to complete the log on process for Zoom.

Once your account has been authenticated, your will be prompted to move to the Zoom application.

Click on the Yes button. This will open the application with your account.

Go to the Settings Gear in the upper right of the application to test your camera, microphone, and speakers to make sure everything is working as expected.

Your Zoom Sessions can be started by clicking on a specific session link in the Zoom application.

All Zoom sessions have the waiting room function on, so remember to allow your invitees into the session.

If you wish to record the session you will have to click on the Zoom record button (Zoom will announce when a session recording is starting or ending).

When you are ready to close your telehealth Zoom session, make sure to end the session for all users. You do this by clicking the End button in the lower right and then clicking End Meeting for All.

 

Once you have closed the Zoom session for all users, Zoom will start the downloading and conversion of the recording to a a set of video and audio files.

You must not log off from the virtual computer session before the Zoom recording has finished downloading and converting. You will see a progress bar indicating the progress of the conversion. Please wait until you the progress bar closed before logging off your virtual computer session.

If you need to start another Zoom session because you have two sessions scheduled back-to-back, you can start a new session while the video from the previous session is converted and saved. The Zoom session and the conversion are two separate processes.

You, may disconnect while the conversion is taking place, since the session will continue running for 60 minutes before automatically logging out the session, but do not log off the virtual com until you are confident that the recording has been converted.

Zoom only allows to only one device at a time: Due to its licensing and its dependence of the internet, a Zoom account can only be logged into one device at any one time. So, if you are actively logged into Zoom on another device (phone, tablet or computer) and you log into Zoom on a VDI Virtual computer, your Zoom connection will be closed on another device. Conversely, if are logged into Zoom in the VDI virtual computer and you try to connect to zoom with your “@uoregon.edu” account on another device, your Zoom connection on the virtual computer will be closed.

Microsoft Office applications such as Word and Excel can be found by clicking on the Windows start button in the lower left of your screen and then  scrolling through the list of applications.

When you have completed your virtual computer session and you have saved all your work to the “V:\” drive, you can log off from the virtual computer by going to options at the top of the screen and choose “Disconnect and Log Off”.

Remember Disconnect just closes your window to the virtual computer and tells it to Log Off in 60 minutes. However, Disconnect and Log Off closes your window to the virtual computer AND terminates your session, logging you off and recycling the virtual computer’s resources, so make sure your documents and recordings are saved in your personal V:\ drive before logging off.

For those using Apple Computers, the Disconnect and Log Off options look a little different. You will see them in the Apple Menu at the top of your computer screen. If you click on Connections you can choose to either Disconnect” or “Log Off. Similarly, you can click on the small electrical plug icon on the left side of the Apple Menu to Log Off.