Configuring Mobile Devices at Micah

Transcription

1 Configuring Mobile Devices at Micah Contents I. Introduction... 2 II. Scenarios... 3 A. New Device New Service Line... 4 B. New Device, same team member, existing Service Line... 5 C. Same device, same Service Line, different user... 6 D. Departing User... 7 III. Task Instructions... 8 A. Determine if an end user already has an Apple ID /icloud account How to... 8 B. Create an Apple Id How to C. Reset a user s Apple ID password How to D. Perform initial set up of device How to E. Set up user s account on device How to F. Help the user to find their Micah contacts How to G. Install the Remote Desktop app on device How to H. Configure the Remote Desktop app on device How to I. Create an Icon for Micah Splash How to J. Create an Icon for SRS How to K. Record Serial number and SIM number How To L. Reset the passcode How To M. Confirm that icloud backup is turned on How To N. On the device, see which Apple ID / icloud account has been used How To O. Reset a device How To P. Add an Apple ID / icloud account to a device that doesn t have one How To Q. Check a user s contacts in Office 365 How To R. Check a user s contacts and photos in icloud How To Page 1 of 53 Last Modified 5 April 2016

2 I. Introduction Micah Projects is committed to providing its staff with tools to best assist individuals and families where they are. To that end, Micah Projects provides most staff with ipads, iphones or both to do their work. As the number of staff and devices grow, we will find it more productive to decentralize the tasks of configuring and managing those devices. This document will provide a guide to staff within teams who are responsible for configuration and management (IT Champs). Note that this document applies to configuring devices that are assigned to a single person. For devices that are to be shared among a team, please confer with IT. Following these instructions for shared devices creates a security risk. There are two ways to do this document: If you are unfamiliar with which tasks are necessary to configure a device for Micah staff use, Section II will guide you through various scenarios and list which tasks must be done. Once you have identified necessary tasks, Section III provides detailed instructions on carrying out those tasks. Note that decisions around acquisition of devices must take the following into consideration, if a team is considering acquiring a new device: The device (ipad or iphone) itself: Is there an existing device that is sufficient, functional and applicable? If not, the TL can request the purchase of a new device, which will have a one-time cost to the team. Don t forget that there is a need for an appropriate protective case. Account / Line / Phone / Service Number (Service Number): In order for a device to have Telstra wireless service, it must be associated with a Service Number. When we acquire a new Service Number we are entering into a contract that requires that we pay recurring charges for this Service Number for approximately 24 months. Therefore it is imperative that we not acquire a new Service Number until we are entirely sure that there isn t a Service Number that can be re-used. Decisions around who receives these devices are made by Team Leaders (TL), Cluster Leaders (CL) and the CEO. This is a guide for staff who are carrying out those decisions, usually the Team IT Champions (IT Champs). If you need assistance with any of these steps, please write to help.desk@micahprojects.org.au. Page 2 of 53 Last Modified 5 April 2016

3 II. Scenarios Please read through these scenarios and select the one that applies to your particular case. Then follow the tasks that are required for that scenario. A. TL decides to provide a new device to a team member who hasn t had that device. (For example the TL decided to give an ipad to a user who has only had an iphone; the user will use both an iphone and an ipad.) There is no existing Service Number that can be given to the team member, nor is there an existing device. [A. New Device New Service Line] B. TL decides to provide a new device to a team member who has had a similar device OR a device has broken; staff have taken it to the Apple store; staff have traded in the device for a refurbished device. [B. New Device, same team member, existing Service Line] C. TL decides to give a device that belonged to one current staff member to another staff member. (The two staff members can be in the same or different teams.) [C. Same device, same Service Line, different user.] D. A team member who is leaving the organization turns in their mobile device(s). IMPORTANT: FOLLOW THESE INSTRUCTIONS. DANGER WILL ROBINSON! NOT FOLLOWING THESE INSTRUCTIONS MAY MAKE IT DIFFICULT OR IMPOSSIBLE TO REUSE THE DEVICE!!!!! [D. Departing user.] Page 3 of 53 Last Modified 5 April 2016

4 A. New Device New Service Line 1. TL gets a blank equipment request form from ProjeX; TL fills it out completely, then attaches it to an to help.desk@micahprojects.org.au 2. IT will: acquire the device; set up a new Service Line; insert a SIM card; record serial and phone numbers; submit these to finance; give the Team Leader or team IT Champion the device in a box. 3. IT Champ will do the following steps. 4. Determine if the end user already has an Apple ID associated with their Micah address (firstname.lastname@micahprojects.org.au). (See Page 8.) 5. If they do not, create an Apple Id using user s firstname.lastname@micahprojects.org.au. (Please do not use an Apple ID associated with a user s personal address.) (See Page 12.) 6. If they do have one, work with the user to reset its password. (See Page 14.) 7. Turn on the device. Go through initial turn on steps. (See Page 16.) 8. When the device asks for an Apple Id, enter the Apple Id set up above. 9. Set up a passcode; it must be at least a four-digit code. Ideally it is a 6 digit code. 10. Occasionally, even with a brand new device, the device must get an operating system (OS) update. If you are alerted to do this, then do so. (See Apple s instructions at Set up user s account on device. (See Page 21.) 12. Help the user to find their Micah contacts. (See Page 30.) 13. On an ipad which is for a single user, install the Remote Desktop app. (See Page 32.) Do NOT install Remote Desktop on ipads that are shared. 14. On an ipad which is for a single user, configure the Remote Desktop app. (See Page 34.) 15. On an ipad, set up a link to Micah Splash. (See Page 37.) 16. On an ipad, set up a link to SRS. (See Page 40.) 17. Confirm that icloud backup is turned on. Do a backup. (See Page 44.). 18. From Office Works or similar store, purchase an appropriate protective cover, with or without a keyboard. Page 4 of 53 Last Modified 5 April 2016

5 B. New Device, same team member, existing Service Line 1. If the prior device is inaccessible because it was lost, then tell the user that their contacts, photos and other data may be lost. In this case, the TL must get a blank equipment request form from ProjeX, fill it out completely, then attach it to an to help.desk@micahprojects.org.au, indicating that the device was lost and providing as much info about it as possible. In this case, refer to scenario A. 2. If the prior device is so badly damaged that it cannot be turned on, then tell the user that their contacts, photos and other data may be lost. Unless the TL decides to purchase a brand new device (new form, submit to IT, scenario A), then take the broken device to an Apple Store. They will exchange it for a refurb model (at a cost) and, if the SIM is usable, insert the SIM into the new device. Configure the device according to scenario A. a) However, please write to finance, and tell them the serial number of the refurb device, along with the SIM number. (See Page 41.) 3. Otherwise, we assume that the prior device is available and somewhat functioning. 4. From the user, be sure to get the passcode for the prior device. Write the passcode on a post-it, and attach it to the device. Do not yet discard the prior device. 5. Determine if the user already has an Apple ID associated with their Micah address (firstname.lastname@micahprojects.org.au). (See Page 8.) 6. If they do not, create an Apple Id using user s firstname.lastname@micahprojects.org.au. (Please do not use an Apple ID associated with a user s personal address.) (See Page 12.) 7. If they do have one, work with the user to reset its password. (See Page 14.) 8. On the old device, see which Apple / icloud account was used. (See Page 46.) 9. If, on the old device the Apple / icloud account is not user s firstname.lastname@micahprojects.org.au, then you will need help from IT to proceed. Tell the user that they may not have access to some contacts, photos and other info. 10. If there is no Apple / icloud account at all, add one, so that you can backup contacts and photos. (See Page 50.) 11. On the old device, once you have confirmed that the Apple Id/ icloud account belongs to this user, confirm that icloud backup is turned on. Complete a backup. (See Page 44.) 12. Make sure the device is connected to 4G or Wifi, and give it time to back up. 13. Help the user log into their Office 365 account and their icloud account, and check that their contacts and photos are available. (See Page 52 for Office 365.) (See Page 53 for icloud.) 14. If the device is a current model and is broken, reset the device. (See Page 47.) Take it to an Apple Store and exchange it for a refurb of the same model (at a cost). The Apple Store will take out the SIM card and insert it into the refurb device. Write to finance, and tell them the serial number of the refurb device, along with the SIM number. (See Page 41.) 15. If the Team Leader decides to trade in a device for a newer model, then the TL must get a blank equipment request form from ProjeX, fill it out completely, then attach it to an to help.desk@micahprojects.org.au a) IT will: acquire the device; connect it to the Service Line; insert a SIM card; record serial and service numbers; submit these to finance; give the Team Leader or IT Champ the device in a box. 16. Next, refer to Scenario A to configure the new device. When you set up the user s Micah account, and their icloud account, their contacts and photos should appear. Page 5 of 53 Last Modified 5 April 2016

6 C. Same device, same Service Line, different user 1. Locate the prior user. 2. Get the passcode from the prior user. Write it on a post-it and attach it to the device. 3. If you cannot get the passcode, write to help.desk@micahprojects.org.au. IT will try to reset the device. If IT is successful, you can then follow Scenario A. 4. Ask the prior user if they have contacts, photos or other items on the device that they need. If they do, complete the following: a) Determine if the prior user already has an Apple ID associated with their Micah address (firstname.lastname@micahprojects.org.au). (See Page 8.) b) If they do not, create an Apple Id using user s firstname.lastname@micahprojects.org.au. (Please do not use an Apple ID associated with a user s personal address.) (See Page 12.) c) If they do have one, work with the user to reset its password. (See Page 14.) d) On the device, see which Apple / icloud account was used. (See Page 46.) e) If, on the old device the Apple / icloud account is not prior user s firstname.lastname@micahprojects.org.au, then you will need help from IT. f) If there is no Apple / icloud account at all, add one, so that you can backup contacts and photos. (See Page 50.) g) On the old device, once you have confirmed that the Apple Id/ icloud account belongs to this user, confirm that icloud backup is turned on. (See Page 44.) h) Make sure the device is connected to 4G or Wifi, and give it time to back up. i) Help the prior user log into their Office 365 account and their icloud account, and check that their contacts and photos are available. (See Page 52 for Office 365.) (See Page 53 for icloud.) 5. Determine if the user receiving the device already has an Apple ID associated with their Micah address (firstname.lastname@micahprojects.org.au). (See Page 8.) 6. If they do not, create an Apple Id using user s firstname.lastname@micahprojects.org.au. (Please do not use an Apple ID associated with a user s personal address.) (See Page 12.) 7. If they do have one, work with the user to reset its password. (See Page 14.) 8. Tell finance that the device is being transferred, from whom and to whom. 9. Reset the device, clearing out the prior user s data and configuration. (See Page 47.) 10. Next follow Scenario A for the new user. Page 6 of 53 Last Modified 5 April 2016

7 D. Departing User Most teams and staff are aware that if a user is departing, that we should get their mobile devices back. However, it is crucial to get security information from the departing user. IF WE DO NOT, THE DEVICE MAY BE UNUSABLE!!!!! Please do the following: 1. From the departing user, get the code used when they turn on the device. Write the code on a post-it and attach it to the device. 2. On the device, see if an Apple ID / icloud account was set up. (See Page 46.) 3. If the Apple ID/ icloud account is the Micah address (firstname.lastname@micahprojects.org.au) of the departing user, reset the password of the Apple ID/iCloud account. (See Page 14.) Write this on the post-it as well. 4. If the Apple ID/ icloud account is the departing user s personal address, reset the password of the Apple ID/iCloud account. Write this on the post-it as well. IF WE DO NOT DO THIS, THE DEVICE MAY NOT BE USABLE. 5. If the Apple ID /icloud account is the Micah address of another user, work with IT to reset it. 6. If the Apple ID /icloud account is the personal address of another user, try to locate them and reset the password. 7. If there is no Apple ID/ icloud account, we are fine. Page 7 of 53 Last Modified 5 April 2016

8 III. Task Instructions A. Determine if an end user already has an Apple ID /icloud account How to 1. At a desktop computer, open a browser. Go to: You will see this: Page 8 of 53 Last Modified 5 April 2016

9 2. Click on Forgot Apple Id or password? You will see: 3. In the ID field, enter user That is, their Micah address. Click on Continue. Page 9 of 53 Last Modified 5 April 2016

10 4. If the user has an existing Apple Id, you will see this: Great! You now know that this user has an existing Apple ID associated with their Micah address. Page 10 of 53 Last Modified 5 April 2016

11 5. If the user does not have an existing Apple Id, when you enter their Micah address, you will see: Since they do not have an Apple Id associated with their Micah , you will need to create one. Page 11 of 53 Last Modified 5 April 2016

12 B. Create an Apple Id How to 1. At a desktop computer, open a browser. Go to: You will see: Page 12 of 53 Last Modified 5 April 2016

13 2. Click on Create Your Apple ID. You will see: 3. Important! The Apple ID must be the user s Micah address! That is: firstname.lastname@micahprojects.org.au. 4. Fill in the rest of the page. Do your best with the security questions, but don t stress over them. Turn OFF the three checkboxes. Click on Continue. 5. Your new Apple ID will be created. Record the password you created. Page 13 of 53 Last Modified 5 April 2016

14 C. Reset a user s Apple ID password How to 1. At a desktop computer, open a browser. Go to: You will see this: 2. Click on Forgot Apple Id or password? You will see: 3. In the ID field, enter user firstname.lastname@micahprojects.org.au. That is, their Micah address. Click on Continue. Page 14 of 53 Last Modified 5 April 2016

15 4. You have ascertained that the user has an existing Apple Id, so you will see this: 5. Select Get an and click on Continue. 6. Apple will send to the displayed address a link to reset the password. Remember that password. Page 15 of 53 Last Modified 5 April 2016

16 D. Perform initial set up of device How to 1. Plug device into power, and press power button. 2. While setting up your device, you can start over at any point by pressing the Home button. (The large button at the base of the front of the device.) 3. You will see: 4. Use a finger to slide the slider to the right. 5. Select the language and then the country. Page 16 of 53 Last Modified 5 April 2016

17 6. Next, you will be asked to set up Wi-Fi. Ideally, you will set up the Wi-Fi network within the office. However, since you are using cellular service, this step is optional. You can either set up Wi-Fi, or you can tap on Use Cellular Connection. 7. Next you can turn on Location Services. This will help maps to work better. Page 17 of 53 Last Modified 5 April 2016

18 8. Next, you will be offered the chance to restore from backup. Even if the user has backed up data to their icloud account, using this function can be time consuming. We recommend selecting Set up as New Phone. 9. Enter in the user s Apple ID, (firstname.lastname@micahprojects.org.au) and the password you set up previously. Read the Terms and Conditions, and Agree. If you are asked to set up Apple Pay or Keychain, please do not do so on Micah devices. Page 18 of 53 Last Modified 5 April 2016

19 10. Next you may be asked to set up a Touch ID. Since this is a Micah Device, please skip this step, and select Set up Touch ID Later. 11. Next, you need to set up a passcode. Ideally, you will set up a 6 digit code. However, you can select Passcode Options, and choose a 4 digit code. You must at least set up a four digit code. Page 19 of 53 Last Modified 5 April 2016

20 12. You will be asked to set up Siri. The user may choose to do so later, so tap on Turn on Siri Later. 13. You will be asked if you wish to share Diagnostics data with developers. Please indicate that we do not share data by tapping Don t Send. 14. You will be asked about the view. Choose Zoomed so the user gets larger icons. 15. Finally, you will be asked to Get Started. Go ahead and proceed. Page 20 of 53 Last Modified 5 April 2016

21 E. Set up user s account on device How to 1. Return to your device s main screen by pressing the Home button: 2. Locate Settings. It may be on another screen, or it may be within another icon. Page 21 of 53 Last Modified 5 April 2016

22 3. Tap Settings. You will see the menu of various Settings Groups. Locate Mail, Contacts, Calendars. 4. When you tap Mail, Contacts, Calendars, if there is already an Exchange Account on the right, then tap on the Exchange account and remove it. Page 22 of 53 Last Modified 5 April 2016

23 5. Otherwise, when there is not an Account named Exchange, then tap Add Account. 6. Next, select Exchange. Page 23 of 53 Last Modified 5 April 2016

24 7. Next you will see a place to enter account information: 8. Fill in the user s entire Micah address, and have them fill in their normal log-on password. Then tap Next. Page 24 of 53 Last Modified 5 April 2016

25 9. Next, you will see a list of tools you can associated with Micah that you can enable or disable. Leave them enabled and tap Save. 10. Next, tap the Home button to return to the main screen and then go back into Settings -> Mail, Contacts, Calendars. You will see the general Mail, Contacts, Calendars settings on the right: Page 25 of 53 Last Modified 5 April 2016

26 11. On the right side, scroll down to the Contacts section. Make sure that the Default Account is Exchange. 12. Scroll down to the Calendars section. Note that sync for calendar is Events 1 Month Back. Page 26 of 53 Last Modified 5 April 2016

27 13. Tap Sync. On the next screen change the setting to All Events and then tap < Mail, Contacts to return. 14. Next, on the right side, scroll down a bit more in the Calendars section. Look for the Default Calendar setting. Tap on > to open the setting. Page 27 of 53 Last Modified 5 April 2016

28 15. Make sure that the default calendar is set to, under Exchange, Calendar. Make sure it is not anything under icloud. Click the < Mail, Contacts when you are done to return. 16. Back in General settings, on the right side, scroll back to the top, and tap Exchange. Page 28 of 53 Last Modified 5 April 2016

29 17. You will see that Mail Days to Sync is set to 1 week. 18. Tap on Mail Days to Sync. Change it to No Limit and then tap on the Exchange back arrow to save and return. 19. Tap the home button to close settings. Page 29 of 53 Last Modified 5 April 2016

30 F. Help the user to find their Micah contacts How to The user may worry that they cannot see their Micah contacts. 1. On the main screen, tap Contacts. 2. They might worry because they see this. Page 30 of 53 Last Modified 5 April 2016

31 3. However, tap Groups. 4. Make sure that Exchange contacts are all checked. Then tap Done. 5. Their contacts will now appear. Page 31 of 53 Last Modified 5 April 2016

32 G. Install the Remote Desktop app on device How to Recall that remote desktop enables users to access Micah s network, usually to access the M drive or Accentis. 1. On the main screen, locate the App Store. You may have to look at other screens or within other icons. 2. When you tap it, you will see the App Store. Locate the Search tool. 3. In the search tool, type Remote Desktop. Page 32 of 53 Last Modified 5 April 2016

33 4. The first one to appear should be Microsoft Remote Desktop. Do NOT select other Remote Desktop tools! Tap Microsoft Remote Desktop. 5. Tap the download icon for this app. 6. Wait patiently as the App downloads and installs. Tap on Open to proceed, or press the home button. You will see the RD client. Page 33 of 53 Last Modified 5 April 2016

34 H. Configure the Remote Desktop app on device How to 1. Tap The RD Client to configure it. If no user accounts are configured, you will see: 2. To configure a user, tap the + sign. 3. From the next menu, select Add Remote Resource Feed. 4. You will see: Page 34 of 53 Last Modified 5 April 2016

35 5. Tap on address or web feed URL > You will see a space to type this in. 6. Type in 7. Then tap Done. Page 35 of 53 Last Modified 5 April 2016

36 8. Next tap on Username and Password. You will see Add user Account. Tap >. Enter in the user s login and password. Tap Save. 9. Keep in mind that the ipad is only easily set up for a single user. If more than one user uses this ipad, it is not appropriate to use Remote Desktop. 10. Also keep in mind that you are storing a user s login on the ipad. This is why it is critical that a passcode be set up. 11. Tap save to save the settings. 12. The user can now tap a Desktop to log in as appropriate. Page 36 of 53 Last Modified 5 April 2016

37 I. Create an Icon for Micah Splash How to 1. Return to the Main screen. Locate Safari and tap it. 2. Locate the address bar. Tap it. Page 37 of 53 Last Modified 5 April 2016

38 3. Type in and then Go: 4. When the Micah splash page comes up, tap the upload icon. Page 38 of 53 Last Modified 5 April 2016

39 5. Next tap Add to Home Screen. 6. Finally, tap on Add to confirm. 7. You will now see an icon for the Micah Projects splash page on the home screen. Page 39 of 53 Last Modified 5 April 2016

40 J. Create an Icon for SRS How to 1. Tap on the Micah Splash Icon you just created. 2. Scroll down until you locate the SRS button. Tap it. 3. Again tap the upload icon. 4. Next tap Add to Home Screen. 5. Finally tap on Add to confirm. Page 40 of 53 Last Modified 5 April 2016

41 K. Record Serial number and SIM number How To 1. Tap on Settings, and then on General on the left. Locate About on the right and tap it. 2. Scroll down. Record the Serial Number, the IMEI and the ICCID (SIM) number. Page 41 of 53 Last Modified 5 April 2016

42 L. Reset the passcode How To 1. In settings, locate Passcode and tap it. 2. Locate and tap Turn Passcode On. Page 42 of 53 Last Modified 5 April 2016

43 3. You will be able to enter a passcode. However, please tap Passcode Options. 4. Select 6-digit Numeric code or Custom Alphanumeric code. 5. Enter in the code and confirm it. Tap Home to return to the main screen. Page 43 of 53 Last Modified 5 April 2016

44 M. Confirm that icloud backup is turned on How To 1. Go into settings, and scroll down on the left until you see icloud. Tap it. 2. On the right side, scroll down until you see Backup. Tap On >. Page 44 of 53 Last Modified 5 April 2016

45 3. You will see this. Make sure backup is On. You can also Back Up Now to get a full backup. 4. Press the Home button to get back to the main screen. Page 45 of 53 Last Modified 5 April 2016

46 N. On the device, see which Apple ID / icloud account has been used How To 1. Tap on settings. On the left, scroll down until you see icloud. Tap it. 2. If it is micah.it@micahprojects.org.au, then contact IT to get its password. 3. If it is the Micah address of the current user, firstname.lastname@micahprojects.org.au, see Page 14 to reset the password. 4. If it is the Micah address of a person no longer at Micah, see Page 14 to reset the password. However, you will need help from IT to access the account and reset. 5. If it is the personal address of a current person at Micah, work with them to obtain the password. 6. If it is the personal address of a prior person from Micah, and we cannot reach them, reach out to IT. If we cannot reset the password, the device may not be re-usable. Page 46 of 53 Last Modified 5 April 2016

47 O. Reset a device How To 1. To do this you will need the password of the Apple/ icloud account on the device. If you don t have that, you will need help from IT. IT may or may not be able to assist. The device may be unusable. 2. Tap on Settings. Locate General on the left and tap it. On the right side, scroll down to the bottom. You will see Reset. 3. Tap Reset. You will see this. Tap Erase All Content and Settings. Page 47 of 53 Last Modified 5 April 2016

48 4. When you do, you will see this. Tap Erase. 5. You will next asked for confirmation. Tap Erase. Page 48 of 53 Last Modified 5 April 2016

49 6. Next you will need to enter in the password for the Apple ID / icloud account. 7. Enter it and tap Erase. The device will restart. It will restart as a new device. Page 49 of 53 Last Modified 5 April 2016

50 P. Add an Apple ID / icloud account to a device that doesn t have one How To 1. Tap on Settings. Locate icloud on the left and tap it. 2. Next tap on Sign In. Enter the Apple ID/ icloud account for this user. Page 50 of 53 Last Modified 5 April 2016

51 3. You will see this. Tap Merge. This will copy contacts and photos to the icloud account. 4. Next, you will see this. Tap OK. 5. Press the Home button to return to the main screen. Page 51 of 53 Last Modified 5 April 2016

52 Q. Check a user s contacts in Office 365 How To 1. On a desktop computer, open Internet Explorer and go to 2. Locate the button for Office Click it. 3. Have the user log in with their Micah and Micah password. 4. Click the grid of 9 white tiles. Then click People. 5. You will see this. Have them check their contacts. Page 52 of 53 Last Modified 5 April 2016

53 R. Check a user s contacts and photos in icloud How To 1. On a desktop computer, open a browser and go to 2. Log in with the Apple ID / icloud account firstname.lastname@micahprojects.org.au. 3. On the upper left, click on icloud. You will see this. 4. Click on Contacts to see contacts. Click on Photos to see Photos. Page 53 of 53 Last Modified 5 April 2016