AAll students, faculty, and staff can submit SoftDocs forms through FDU webpages or directly in SoftDocs Etrieve Central. Etrieve Central is a browser-based, mobile-friendly electronic forms and document management system.

• Students only see student forms
• Employees only see employee forms

If you cannot find or access a form you were instructed to complete, submit a service request through the SAMI Support Portal.

SAMI Support Portal

Accessing and Submitting SoftDocs Forms

When you click a link to a SoftDocs form on an FDU webpage, you may be prompted to log in using SSO to access the form. If the form is anonymous, you will not be prompted to log in.

You can also log in directly to SoftDocs Etrieve Central:

SoftDocs Etrieve Central

If prompted to log in using SSO, use your FDU NetID/email and password. You may briefly see a redirect to the Duo authentication page.

Etrieve Central Layout

Etrieve Central has two sections:

• Submissions: All forms that you initiated or otherwise took part in during an approval process
• Forms: A list of all forms you have permission to complete and submit

The Submissions Panel

This section automatically prioritizes items that need your attention. You can also change the filter:

1. Needs Review: Items requiring review (default view)

2. In Progress: Forms you submitted, approved, or processed that are still in a workflow.

3. Completed: Forms you submitted, approved, or otherwise processed

Use Search to find text that appears in the Package Name, Workflow, or Submitter columns. You can also sort and filter columns.

1. Package Name: Typically a dynamic value that often includes information submitted by the form initiator (for example, Form Name + Student Name + Student ID)
   • This value is frequently used in email notifications
2. Workflow: How the form is routed (often shares the name of the form)
3. Step: The current step where the form is sitting in the workflow (workflows often have multiple steps)

When you select a submission, the form opens in a new window with three sections:

1. Review Submission: Package information and attachments
2. Testing Form: Form content and actions (for example, Approve, Decline)
3. History: History, comments, and auditing

Lock Items When You’re Ready

The Forms Panel

1. Locate the form you want to submit (organized by department)
2. Fill out the form completely
3. Click “Submit”

The Drafts dropdown stores incomplete forms. If you try to start a new form and already have a draft started, you’ll be reminded about your draft.

SoftDocs Approval Process

After you submit a form, it advances to the next step in the workflow for approval. Depending on the form, there may be several approval stages.

Approvers receive an email notification when a form is awaiting review. They can also select “Needs Review” under Submissions to view pending forms assigned to them individually or to their group.

Depending on the workflow, an approver can Approve, Decline, Return for correction, or refer the form to another person.

• If a form is referred, the referred party takes the place of the current reviewer in the workflow
• Once the referred party approves, the workflow continues along its path

When a form reaches the final approval step, the submitter may or may not receive an email notification (depending on the workflow configuration). Approved forms always appear under Submissions > Completed once the process is complete.

After the workflow finishes, the final document is stored in the Etrieve Content document management system. Departments that own the form can view filed documents in Etrieve Content if they have been granted access.

If access to Etrieve Content is needed, submit the SoftDocs Etrieve Account Request form. A supervisor must initiate the request. It then routes to the new Etrieve user for approval before arriving at MIS.

Softdocs Etrieve Account Request Form

SoftDocs Notifications

When a SoftDocs form is submitted, the first user or group in the workflow receives an email from FDU Forms(hostname: fdu-svc-softdocs@c.fdu.edu) containing a link to the SoftDocs package.

Email Notification Examples

Overdue Notifications: If a package remains in a user’s inbox beyond the time limit defined in the workflow, SoftDocs sends a reminder email with the subject line “Package Overdue”.

Submission Example: At each step in the workflow, all assigned users or groups receive an email notification. Each notification includes the name of the previous approver.

Overdue Notifications

If a package remains in a user’s inbox beyond the time limit defined in the workflow, SoftDocs sends a reminder email with the subject line “Package Overdue” to prompt the user to take action.

In accordance with FDU’s Acceptable Use Policy for Computer Usage, no employee shall copy or distribute software that violates copyright laws. All employees shall be aware that software and the accompanying documentation is generally owned by the manufacturer and the license only grants the user the right to use the software. Unlicensed software installations, also known as software piracy, are unacceptable at FDU.

The primary user of each computer shall take responsibility of keeping records of licenses for which software is installed. The University’s Computing Services Department shall also track licenses for software installed by the Computing Services Department though the purchase of high volume or site licenses. Users are advised that the software installed on University-owned computers may be audited internally (by the University) or externally (by software manufacturers or other anti-piracy software firms) at any time. Software found not to be in compliance with copyright laws will be removed and replaced with a licensed copy.

Computing Services will provide certain software that is commonly used by the majority of the University’s employees, including but not limited to word processing, spreadsheet, and anti-virus software. Some software manufacturers allow for non-concurrent use of a license on an office computer and an employee’s home computer. Computing Services will not provide non-concurrent licenses at off premise sites due to the inability to track these licenses.

In order to provide the best possible service and support, and to reduce the cost of software site licenses, Computing Services, in conjunction with the Center for Learning and Teaching with Technology, has standardized on Microsoft Office Professional and Symantec Endpoint Protection.

Popular Software Titles and Guidelines for Faculty and Staff to Obtain:

• Microsoft Office for Windows or Macintosh: Available through standard deployment of leased or owned equipment or by request for any University-owned PC or Mac.
• Microsoft Visual Studio: Installed in Labs. Available by request for staff and faculty machines.
• Adobe Acrobat: Available by request for staff and faculty machines.
• SAS: Installed in Labs. Available by request for staff, faculty and student machines.
• SPSS (Base): Installed in Labs. Available by request for staff and faculty machines.
• SPSS Advanced Modules: Available by request for staff and faculty machines.
• Adobe Products: Faculty and staff may purchase Adobe products at level three pricing with the University’s CLP Membership No. 4400062846.
• Symantec Endpoint Protection: Available through standard deployment of leased or owned equipment or by request for any University-owned PC or Mac.
• Other products: Faculty and staff may obtain pricing and submit orders to Purchasing. If assistance is needed, contact Computing Services.
  

Software Quality Assurance and Compliance Policy for Network Server & Lab Installations

It is no longer possible for individuals to install software on staff or faculty desktops or lab computers. Laptops or Macintosh users have administrative rights and individuals can install additional licensed software to laptops.

Instructors wishing to have a software application installed in a lab for use by 20 or more people simultaneously must provide Computing Services the original installation media, installation guide, and the appropriate proof of license. Note that the licenses for some software may limit our ability to install it on the network. These materials must be provided a minimum of sixty days before the software is needed. Because it is impossible to predict how the software will interact with our network and other software already installed, we cannot guarantee that a program will work on our system.

For programs that will be used by less than 20 people, the instructor may install the application on up to 5 machines in a lab not normally used for classroom instruction, plus an “instructor’s machine” in one of the teaching labs. If fewer licenses are owned, then only that many licenses may be installed. The instructor will be told which machines to install the program on and will be given a password which can be used to disable the security on the machine for the duration of the installation procedure. Software installed in this way will only be available on those designated machines. Computing Services will make a reasonable attempt to keep these designated systems functioning with the additional software, but in the event that the machine needs to have it’s base configuration and software restored from backup, the instructor will be contacted and will need to reinstall the application.

In all cases, software must be owned or licensed by the University, even if the application is only to be used for demonstration purposes. No software owned by an individual will be installed on the systems.

Departments wishing to obtain software, whether it is for use by the department or to be installed in the FDU computer labs and/or FDU Anywhere, should plan appropriately to provide adequate time to acquire the software and make it available to users.

The following steps should be used as a guide when planning to obtain software for instructional or business use:

Please begin by completing the Computing Services > Lab Reservation & Lab Software Request (Faculty & Staff NJ Only)

SAMI Forms

What is a phishing scam?

Phishing refers to the act of using a fraudulent identity and scenario to extract personal information or something else of value. Although phishing scams can occur over various mediums including text messages, phone calls, and social media, they are most frequently carried out via email.

Scammers have many means of acquiring bulk email addresses. Receiving a phishing attempt does not mean that your account has been singled out or has been compromised in any way.

Fairleigh Dickinson University’s email accounts employ Microsoft’s Advanced Threat Protection (ATP) which, in addition to traditional spam filtering, removes malware infected attachments and utilizes Safelinks to scan messages for malicious links. Additionally, we have appended the subject line of messages coming from outside of the FDU domain with the “[External]” tag. Although phishing can occasionally come from inside of our domain, messages with the external tag demand extra scrutiny.

Despite all of these efforts, keeping up with the latest scams is always a cat and mouse game. It is best practice to have a solid foundational knowledge of how these scams work.

Detecting a Phishing Scam

Although each phishing scam is unique, there are certain common traits which can serve as red flags. The most common “tell” is a sense of urgency. Generally, phishers would like for you to act promptly and without careful consideration. As a result, they will pepper their email with phrases such as “immediate action required” and “to avoid the immediate suspension of your account”.

Although an urgent tone is likely to be your first clue, there are plenty of other red flags that you will begin to notice over time. Many phishing attempts are poorly constructed emails. Incorrect spelling and grammatical errors are common. The message could contain a blank subject line and the sender’s signature may only list their title instead of their name. Be wary of messages in which the quality of writing does not meet your expectations for the purported institution.

The goal of many scams is to make a request for your personal information. This can take the form of bluntly asking for your social security number. However, it may also take a subtler approach. Many phishing attempts will create a mock version of a University, banking institution, or commerce website and ask you to log in. Once you enter your account information, the scammers have acquired your password.

Although most phishing scams cast a wide net, some recent attacks have specifically targeted individual members of the University. If someone is claiming to be your colleague or supervisor, check to confirm that the message is coming from their FDU account. Do not trust messages claiming to be from FDU employees which originate from external accounts such as Gmail and Yahoo.

Many of these personalized scams also have a very specific common thread. After a bit of conversation, the scammer will request that you purchase gift cards for common services such as iTunes, Google Play, or Amazon. No, your boss does not urgently require you to purchase gift cards out of pocket.

Also, beware of solicitations coming to your FDU email address from businesses offering deals or asking you to click on a banner to receive a promotion. Make sure that the email is coming from the domain of the company offering the sale or promotion.

What does a phishing scam look like?

Now that you know what to look for, let’s look at a sample phishing attempt:

Reporting a Phishing Scam

You can use your newfound expertise to assist the FDU community. When you see a message that you believe to be a phishing scam, please report it to us. Via Outlook this can be accomplished via our reporting tool. Please see Reporting Phishing or Junk Emails for more information. If you are using an alternative mail client such as Apple Mail, you can forward the suspected scam to phishing@fdu.edu.

How should I proceed if I have already replied to a Phishing Scam?

Please change any passwords that you have provided to the scammer. Once this is completed, please contact the SAMI Service Desk for further instructions.

Fairleigh Dickinson University provides an extensive array of technological resources and services tailored for our students. This guide is designed to assist students in navigating and utilizing these tools effectively, ensuring they can easily set up, access, and manage their accounts, while also offering comprehensive information on each service.

ID and Email

Academic Systems

Webcampus is a course content management system. FDU’s Webcampus is also known as the Blackboard System. On-line courses are taught through this system which also allows for interaction between the student and faculty member as well as on-line class discussions.

To learn more about how to access Webcampus, review the guide below:

Self-Service is an interactive web application that enables students to view their individual information contained in FDU’s Student Information System. Students can use Self-Service to do things like view their financial aid, pay their bills, and register for classes.

Review the Tutorial below to learn how to use Self Service:

Connectivity

Using your FDU NETID, you can connect to the FDU Wireless Network. For instructions view the links below:

Security

Understanding and implementing cybersecurity measures is crucial for protecting your personal and institutional information. This section provides essential resources to help you navigate the landscape of cyber threats.

Stay safe online by reviewing the articles below:

Software

Fairleigh Dickinson University has both licensed and open-source software, that is offered for academic and/or personal use for students. The links below point out to commonly used software, both licensed and open source, that are offered for academic and/or personal use to all Fairleigh Dickinson University faculty, staff and students.

In our digital learning environment, mastering online tools is essential for academic success. These resources are designed to guide you through the process of engaging in classes virtually via Zoom and accessing your files on OneDrive.

Printing and Labs

Computing Services has multiple computer labs available on both New Jersey Campuses for classroom instruction and student use.

FDU also provides remote access to many of the software applications typically found in university computer labs through our platform FDU Anywhere. You can access it using your FDU NetID credentials using the link below:

FDU Anywhere

Review the FDU Anywhere Tutorial below to learn how to use our virtual labs:

For any IT related questions and support, contact the SAMI Service Desk:

SAMI Support

Below is the policy regarding the return of Cisco Desk phones that are no longer in use.

The process, known as the “Telephone True-Up Process,” commences with a departmental request to remove currently active phones from service. The department is required to initiate the process by submitting a “True Up – Cisco Desk Phone Form” containing the necessary equipment details. Submission of this form generates a support ticket with Voice Services, initiating the removal process for the specified active phones from service.

The True Up – Cisco Desk Phone Form is accessible within the SAMI Support Portal via the link below:

True Up – Cisco Desk Phone Form

Once on the portal, navigate to Forms > Staff & Faculty > True Up – Cisco Desk Phone Form.

Leave these phones in place and mark them with a Post-It Note that provides the HOST/MAC address of the phone. This ensures easy identification when a technician arrives to retrieve the device.

There are two methods to find the HOST/MAC address:

1. Press the gear button on the phone and use the central navigation key to scroll to “Phone Information.”
2. Alternatively, this information is also listed on the back of the phone.

The True-Up process is carried out annually, around June, coinciding with the end of the University’s Fiscal Year. The new True-Up cycle begins on July 1st with the commencement of the new Fiscal Year. Phones can be removed at any point during the year and stored until the next True-Up. However, billing for these phones continues until the end of the Fiscal Year.

If you are scheduled to attend class using Zoom and you run into technical difficulties, here are some steps you can take.

Common Fixes for Zoom Connection Issues

1. Do. Not. Panic. This shift to distance learning is a sudden change. We will do everything we can to support your learning
   • Try your best to progress through the steps and troubleshooting resources below. Join when you are able. You can use the chat or hand-raising function once you join the class to let the faculty know if you have questions.
2. Try to exit Zoom and open it again
3. Try to restart your device and re-open Zoom
4. Check that you do not have pop-ups blocked. Also check that you have “allowed” the Zoom browser extension to operate, if needed
5. Try on a different device, if you have access to one. If you do not have access to a different device, proceed to step 6
6. If you still cannot access Zoom after taking these steps, please contact the SAMI Support Desk with a description of the problem (e.g., error message that you received). Please also bring the issue to the attention of your instructor so they can let you know what you missed in the class session that you were unable to attend

More Resources for Troubleshooting with Zoom

The following troubleshooting guide gives support for all devices that Zoom supports.