Work-From-Home (Remote Location) Procedures
1.0 Telecommunications
1.1 Forward Your Desk Phone to a Cell Phone or other External Number:
- From your desk phone:
- Press the FWD button.
- Press the number 8, then 1
- Dial the 10 digit phone number that you desire to receive the forwarded calls
- Hang up the phone (Press the Speaker Button).
- To Cancel Call Forwarding:
- From your desk phone:
- Press the FWD button
- Enter your extension number
- Press the Speaker button
1.2 Remotely Checking Voice Mail
You can check your voice mail by calling in to the Deflecto Main Phone Number – (317) 849-9555.
- When the Auto-attendant answers, press the star (*) button.
- You will be prompted to enter your extension number.
- Then, you will be prompted to enter your passcode followed by the Pound (#) sign.
- Press 1 to listen to your messages.
- You can also change your greetings and other voice mail options by following the prompts
1.3 Using your Desk Phone on a Home Network
Your Mitel desk phone can be configured to connect to the Deflecto PBX from your home network. This means that you will have the same extension as you would have sitting in the office.
Before you take your desk phone home, it will need to be configured for remote use by IT. Also, you will need to take network cables and a power brick in order for this to work. Please follow these procedures if you need to take your phone home for a few days:
- Arrange with IT to configure your phone. We will supply the power brick and Ethernet cables and show you how to connect the phone into your home network.
- The phone will have to be set up near your internet router. Also, your internet router will need to have at least 1 free Ethernet port for the phone to be plugged in.
- The power brick will plug in to a wall socket or a power strip. There are two Ethernet jacks on the face of the power brick.
- Connect an Ethernet cable to the Ethernet jack labeled ‘LAN.’ – This Ethernet cable will connect to your internet router.
- Connect the second Ethernet cable to the jack labeled ‘PHONE’ – This Ethernet cable will connect to the jack on the underside of your phone.
- **CAUTION** There are two Ethernet jacks on the phone. Be sure to plug the second Ethernet cable into the jack labelled ‘LAN/PWR’
- If you completed these steps correctly, you should see lights blinking on your phone as it powers up.
- Once the phone powers up, it should connect to your home network and then connect over the internet to the Deflecto PBX.
2.0 Systems Access
By connecting to the Deflecto network via our Virtual Private Network (VPN) your laptop will be connected just as if you were sitting in the office. Navigation to the different systems is the same as if you were at your desk.
You will use the NetExtender VPN Client to connect to the Deflecto VPN. There should be a NetExtender Icon on your desktop:
or in your program listing on the start menu:
- Launch the program and enter the following information into the appropriate fields:
-
- Server: securenet.deflecto.com:4433
- Username: Your network username.
- Password: Your current network password. (The same as you use to log on to your computer.)
- Domain: deflecto
- Click the “Connect” button. This will save the properties for this connection.
- You may not be able to connect at this time, if you are within the deflecto network (or at one our our offices.) Click on the “Close” button to end the NetExtender dialog. The network settings will be saved.
- If you are able to connect, then you can close the connection and the settings will be saved.
- The NetExtender client will remain active in your System tray:
- If you wish to close the NetExtender Client, right click on the icon and choose “Exit.”
2.2 Accessing Infor XA and Manhattan WMS
Our core ERP system (Infor XA) and Manhattan WMS are located at our private hosted cloud datacenter. Access to these applications is performed through Citrix. Use the following instructions to start Citrix:
- You must be signed on to the VPN (see How to Connect to VPN in prior section).
- Double Click on the Deflecto Citrix Icon on your desktop:
- This will launch your web browser to the http://xenapps.deflecto.local web page. If the Deflecto Citrix Icon is not on your desktop, or for some reason does not start the web page, open a web browser (Chrome, Microsoft Edge) and enter http://xenapps.deflecto.localaddress in the URL Bar. Login to the Xenapps.deflecto.local webestite:
- Use your network username and password to access this site. This is the same username that you use to sign on to your computer.
- The username consists of your initials and the last four numbers of your SSN, plus the number 1. For example, the username for John D Doe is: jdd12341
- You will use your network password for this login, which is the password that you use to log into your PC. This password expires every 90 days at that point be required to create a new password. The password requires at least one Capital Letter, one Lower case, and numeric characters.
- Once logged into the website, you will see the applications you have been granted access to:
- Click on the icon of the application you wish to launch.
- The application will start:
- The Application login page will appear:
2.3 Using Word, Excel from Citrix Apps for Files Located on Servers.
To access files using Word and Excel that are located on mapped drives to our servers, access will be much faster using Citrix for the software applications.
You will need to do a one-time setup of your Citrix Applications to add Word and Excel. Please follow the following instructions:
- From the Citrix Apps Desktop, click on the ‘+’ symbol:
- The following will be displayed. Click on ‘Office’:
- The following will be displayed. Click on ‘Excel’. Excel will be added to the Applications:
- Repeat the process for ‘Word’. Word and Excel are now added to your Citrix Apps.
You cans start Word or Excel. The applications are executing on a Cloud Citrix Server. From the applications you can navigate to data on the file servers or to your laptop:
3.0 Accessing Email
When attached to the internet from using your PC (VPN not required), you normal Outlook eMAIL application will work as normal. If you do not have access to your PC and want to use your home computer or a tablet, or a PC provided in a public place, you can use the ‘Outlook Web Access’ with any web browser to access eMAIL. This section provides the instructions.
-
Accessing eMAIL using the ‘Outlook Web Access’
- Open a web browser.
- In the URL bar, enter: https://mail.deflecto.com/owa
- You will be presented with a login screen:
- You must enter your user name using the following format: deflecto\xxx12341
- The password is the same password you use to log on to your computer.
- From within the Outlook Web Access, you can change your Out of Office replies, and you can change your network password.
4.0 Accessing Your Deflecto Office PC from your Home Network
You can access your desktop computer on the Deflecto network from your home network. We use the TightVNC program to gain remote control of computers. This section defines the procedure.
- Before you can access your computer remotely:
- The computer must be turned on.
- You must be connected to the Deflecto network.
- You must know either the computer name or IP address of your Desktop.
- You must have the TightVNC Viewer installed on the computer you are using remotely.
- You must contact IT to learn the connection password.
Follow these procedures to connect to your desktop computer:
- Click on the start button to bring up the Program Listings.
- This look be slightly different in Windows 7 and Windows 10 computers.
- Scroll down the list until you see the ‘TightVNC’ folder.
- Click on the folder and choose the ‘TightVNC Viewer’
- You should see the TightVNC Window:
- In the ‘Remote Host:’ box, type the computer name, or the IP address of your Desktop computer.
- The ‘VNC Authentication’ screen will appear:
- Enter the password given to you by IT.
- Your desktop screen should appear. If you have more than one desktop screen, you will be able to scroll over to the other screens using the scroll bar at the bottom of the TighVNC Window.
- **PLEASE NOTE** If your desktop computer is locked, you will not be able to press Ctrl-alt-Del on your local keyboard to get to the sign on screen!
- Use the Ctrl-Alt-Del button icon on the menu bar to send the command to your Desktop computer.
- From this point you will be able to access programs and files on your Desktop computer as if you were sitting at the computer
5.0 Video Conferencing
Connecting to a Video Conference
- In the meeting request, you will be provided a link to the meeting. The link will look similar to this: "Join the meeting: https://call.lifesizecloud.com/674113"
- Click on the link.
- You will be taken to the lifesize web app. The first time you join a video call, it will ask you to allow use of your camera and microphone. Please allow. Then Click on ‘Join’.
- You will then be joined to the meeting. You can use icons at the bottom of the screen:
- Turn Microphone Off/On (Mute)
- Turn Camera Off/On
- Display your screen to meeting attendees
- Disconnect from the meeting
List of Conference Room Links
If the meeting invitation is for a video meeting, but does not have a link, the following may be used:
Indianapolis Executive Conference Room (1st Floor)
- Join the meeting: https://call.lifesizecloud.com/748651
Indianapolis 2nd Floor Conference Room
- Join the meeting: https://call.lifesizecloud.com/674113
Beemak Conference Room:
- Join the meeting: https://call.lifesizecloud.com/679676
Canada Conference Room:
- Join the meeting: https://call.lifesizecloud.com/678614
Dover Conference Room:
- Join the meeting: https://call.lifesizecloud.com/680165
Deflecto Europe Conference Room:
- Join the meeting: https://call.lifesizecloud.com/660448
IDL Conference Room:
- Join the meeting: https://call.lifesizecloud.com/682037
Sate-Lite China Conference Room:
- Join the meeting: https://call.lifesizecloud.com/681686
IT Contact Information
This document covers basic information for working remotely. If you need assistance for any reason, please use the following contact information.
Email the Deflecto IT Help Desk
- helpdesk@deflecto.com
- Call the IT Help Desk: (317) 849-95555 x-4311