Printing Securely and the Danger of Social Media

Fellow employees, today's IT tip concerns printing sensitive data/information (i.e. performance appraisals, client records, etc.).

To print the previously mentioned types of documents, the best way to do so is to use the 'Secure Print' feature available on many of our large copier/printers. Secure Print allows a user to set a password on a print job. Thus, the job isn't printed until the user walks to the machine and enters in the password he/she assigned to the print job.

Dan Scheingold, our IT Specialist, created a  step by step guide regarding  how to use the 'Secure Print' feature; it is available on SharePoint within the Public Documents Section, http://voadvdm/Documents/How%20to%20Secure%20Print.pdf.

Besides providing everyone an extremely useful tip, I would also like to use this little piece of inter-web pie to remind everyone of the danger social media poses to our network. Besides, consuming lots of memory (since the sites constantly update), they (Twitter, Facebook, etc.) harbor malware, malicious computer software that interferes with normal computer functions or sends personal data about the user to unauthorized parties over the Internet. We have, too many times, needed to clean infected servers, adversely impacting the important work of our employees. Therefore, we advise everyone to limit browsing to social media sites and other non-work related sites.

Information Technology Survey 2013 [Ended]

Hello Everyone,

If you haven't completed the survey already, please do so as soon as you can. The more feedback IT gets the better.


Click here http://voadvdm/Lists/Voice%20and%20Data%20II/overview.aspx  or simply open SharePoint and click on the survey named Voice and Data II which is on the lower left menu bar of the page.

Thank you!

Oscar Rueda
Information Systems Administrator
Volunteers of America Delaware Valley, Inc.
235 White Horse Pike
Collingswood, NJ 08107
Phone: 856-425-0449

SharePoint: How to Cancel a Workflow

1. Locate the workflowed document in SharePoint.
2. Place your cursor over the document to bring up the drop-down menu.
3. From the menu, select (click on) Workflows.
4. Click on the workflow listed below the Running Workflows section (e.g. Approval).
5. Click on Cancel this workflow.

Requesting IT Support

Requesting IT & TeleCom Support

If you need help with either an information technology or telecommunications related problem, employees should email the Help Desk, helpdesk@voadv.org. Emailing the Help Desk creates a work order for the IT department.

When emailing the Help Desk, please include a short description of your problem in the subject heading (e.g. printer problem, application problem, telephone problem, etc.) of your email and a detailed description of the problem in the body of the e-mail. Everyone, simply emailing the IT department something is "down" without providing a complete description of the problem (more often than not) increases IT's response time because someone from the department will need to contact you to ask for details about the problem (that could have been included in the initial email request).

If, after sending an email request to the Help Desk, you do not receive an email response from the Help Desk within 10 minutes (see the example below), your request was not received and you should either text or call the IT department at 856-452-0449.

If you need to add additional information to your initial request, reply to the email from the Help Desk or use the appropriate hyperlink listed within the email.

If email is not an option for you, please call for support, 856-425-0449.

SecurManage Conference (Pittsburgh, PA, Oct 14-16, 2012)

For the second year in a row, I had the pleasure (and honor)  of representing the Volunteers of America Delaware Valley at the SecurManage Conference (yes, the e is purposefully missing)  and, once again, I had the opportunity to speak with all of the SecurManage employees who were at the engagement. The following is what I learned during the three days I spent in Pittsburgh.

New Features:

• Dynamic Report Writer
• Using newly adopted technology, the SecurManage support team can now create and add customized reports to the application more efficiently and quickly. Additionally, they can remove reports from any of the report queues their customers identify as unneeded. The ability to remove reports exists on the 'company level' and not the program level.
• Dynamic Page Allocation
• The SecurManage support team can now easily rename fields and hide unneeded fields from the Intake module. In the future, the application will allow customers to make changes to other modules as well.
• High Availability Clustering
• The application is becoming a true 'cloud' program in the near future. The SecurManage technical team is setting up/partnering with a west coast data-center to cross save data between it and the east coast data-center to improve accessibility. The impact/benefit on our end is guaranteed up-time because if one data-center goes offline we will seamlessly switch to the other one.

On a side note, I toured the new Pittsburgh based data-center, PAIR Networks. I can assure you that is a state of the art facility; it has multiple levels of redundancy and an exceptional staff.

My contribution to the conference this year, during the "create a SecurManage wish-list" for the developers portion of the conference, was purely techie. Several of the organizations expressed a concern regarding how SecurManage fails to intelligently segregate case notes and other treatment related data during a clients different stays at programs. I diagrammed how the preceding could be accomplished effectively via schema and normalization best practices. (I will not bore you with the details.) The SecurMange developers  were receptive to my ideas.

Please email me, Oscar Rueda, with any questions pertaining to my time spent at the SecurMange conference.

SharePoint: Start an Approval Workflow

Point to the name of the document or item for which you want to start a workflow, click the arrow that appears, and then click Workflows. 

Under Start a New Workflow, click the name of the Approval workflow that you want to start.

Type the names of the people you want to approve the document or item on the Approvers line, or click Approvers to select people and groups from the directory service.

 NOTE    If your workflow is a serial workflow, type or select the names of the workflow participants in the order in which you want the tasks to be assigned.

If you are including groups as workflow participants, select the Assign a single task to each group entered (Do not expand groups) check box if you want only one task notification to be assigned to the group instead of individual task notifications for every group member.

If you want to include a message or specific task instructions, type this information in the text box under Type a message to include with your request.

To specify when the task should be completed, under Due Date, do one of the following:

• For a serial workflow, type a number, and then select either Day(s) or Week(s) as the increment of time.
• For a parallel workflow, type or select a date under Tasks are due by.
• If you want other people to receive notifications (not task assignments) when the workflow is started, type their names on the CC line, or click CC to select people and groups from the directory service.

Click Start.

How to Set the Default Font in Word

How to change the style of the default font in Word 2002 or in Word 2003
To change the style of the default font in Word 2002 or in Word 2003, follow these steps:

1. If you do not have a document open, create a new document that is based on the Normal template.
   
   To do this, click New on the File menu, and then click Blank Document in the New Document task pane.
2. On the Format menu, click Font.
3. Select the font, the point size, and any attributes that you want.
   
4. Click Default.
5. Click Yes when you receive the following message:
   Do you want to change the default font to font name?
   This change will affect all new documents based on the NORMAL template.
6. On the File menu, hold the SHIFT key down, and then click Save All.
   
   Note If Word prompts you to save the new blank document, click Cancel. Word will not prompt you to save the changes to the Normal template unless the Prompt to save Normal template option is selected on the Save tab. To find this option, click Options on the Tools menu.

How to change the style of the default font in Word 2007

To change the style of the default font in Word 2007, follow these steps:

1. If you do not have a document open, create a new document that is based on the Normal template.
   
   To do this, click the Microsoft Office Button, click New in the New Document task pane, click Blank Document, and then click Create.
2. In the Font group, click Fonts.
3. Select the font, the point size, and any attributes that you want in the Fonts dialog box.
4. Click Default.
5. Click Yes when you receive the following message:
   Do you want to change the default font to font name?
   This change will affect all new documents based on the NORMAL template.
6. Click OK.
7. Click the Microsoft Office Button, and then click Word Options.
8. In the Customize tab, select Commands Not in the Ribbon in the list, and then select Save All.
9. Click Add, click OK, and then click Save All in the customized Quick Access Toolbar.
   
   Note If Word prompts you to save the new blank document, click Cancel. If you want Word to prompt you to save the changes to the Normal template, follow these steps:
   1. Click the Microsoft Office Button, and then click Word Options.
   2. In the Advanced tab, click to select the Prompt before saving Normal template check box in the Savegroup.

How to change the style of the default font in Word 2010

To change the style of the default font in Word 2010, follow these steps:

1. If you do not have a document open, create a new document that is based on the Normal template. To do this, clickFile, click New, click Blank Document, and then click Create.
2. In the Font group, click the Font flyout.
3. Select the options that you want to apply to the default font, such as font style and font size. If you selected specific text, the properties of the selected text are set in the dialog box.
4. Click Set As Default.
5. Select the All documents based on the Normal.dotm template? option, and then click OK.

Support, Microsoft. "How to set the default font in Word."http://support.microsoft.com/kb/291291 ."