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Technology Tips & Information

Ohio Christian University offers many computing and information technology services designed to ensure academic success. We encourage you to become familiar with the information on this website in order to more easily navigate computing resources on the OCU campus.

Microsoft StaffHub to be Retired

Effective October 1, 2019, Microsoft will be retiring StaffHub and moving it’s capabilities into Microsoft Teams. Teams currently includes the Shifts app for schedule management and additional capabilities will roll out over time.

These changes are part of their continued efforts to empower every employee with Microsoft 365. With staff scheduling capabilities now in Teams, every manager in the organization will be able to use Teams to streamline their workday and collaborate with coworkers.

What is Shifts?

The Shifts app in Teams is a schedule management tool that keeps workers connected and in sync. Managers create, update, and manage shift schedules for teams, and team members can view their schedules, see who else is scheduled for the day, request to swap or offer a shift, and request time off, all from their mobile devices

When will StaffHub be retired?

Starting the middle of April 2019, Microsoft StaffHub will no longer be available for users and you will no longer be able to access the app from the Office 365 app launcher. Current users will still be able to use the service until October 1, 2019, however no additional features will be made available.

What will happen once StaffHub is retired?

Microsoft StaffHub will stop working for all users on October 1, 2019. Anyone who tries to open the app will be shown a message directing them to download Teams. The StaffHub data and core functionality from StaffHub will be available to upon your transition to Teams.

Between April 2019 and October 2019, StaffHub users will receive in-app notifications encouraging them to use Teams.

Will Teams offer all the functionality currently offered in StaffHub?

In January 2019, Teams began offering Shifts which was previously available in Microsoft StaffHub. This feature allows managers to plan and distribute shift schedules, and team members the opportunity to review their schedule and make schedule change requests from their mobile devices.

Create, edit, and collaborate on a form in Microsoft Teams

If you’re using Microsoft Teams, you can now access your Microsoft Forms directly in the a channel. Easily set up a Forms tab, create a new form to collect responses, add an existing form to collect responses or show survey results, collaborate with your team on a form, create notifications for your form, or conduct a quick poll just for your team.

Add a Forms tab to create a new form or add an existing one

In Microsoft Teams, you can add a Forms tab so you can create a new form or add an existing one that your entire team can edit.

Work with your team members to create and edit a form

  1. In Teams, go to the channel you want and click Add a tab Add button .
  2. Under Tabs for your team, click Forms.
  3. In the Forms tab configuration page that opens, choose Create a shared form that your team can edit, then provide a name for your new form.
  4. Post to the channel about this tab is automatically checked so you can immediately share your new form with your team. If you don’t want to share it right away, deselect this option.
  5. Click Save.

You are now ready to work with your team to create a new form. Each form tab will have an action status in front of the form title. In the following example, this survey is in the process of being compiled, so Edit is in front of the form title: Edit | Survey: Feedback on the New Tour.

Forms tab in Microsoft Teams that shows a form in "Edit" mode

Add an existing form to collect responses, show survey results, or collaborate with your team

  1. In Teams, go to the channel you want and click Add a tab Add button .
  2. Under Tabs for your team, click Forms.
  3. In the Forms tab configuration page that opens, choose Add an existing form.
  4. In the Search field, type in the name of the form you want to add or select from the list below the field.
  5. In the dropdown list below Add an existing form, choose whether to Collect responsesShow results, or Collaborate.
  6. Post to the channel about this tab is automatically checked so you can immediately share your new form with your team. If you don’t want to share it right away, deselect this option.
  7. Click Save.

If you are collecting responses from your team, the form will be in “Fill” mode, so you’ll see Fill in front of the title to let you know you’re in the process of collecting responses for your form. Example: Fill | Survey: Feedback on the New Tour.

Forms tab in Microsoft Teams that shows a form in "Fill" mode

If you are sharing the results of a form with your team, the form will be in “Results” mode, so you’ll see Results in front of the title to let you know responses have been collected and you’re now sharing those results with your team. Example: Results | Survey: Feedback on the New Tour.

Forms tab in Microsoft Teams that shows a form in "Results" mode

If you want to collaborate on an existing form with your team, the form will be in “Edit” mode, so you’ll see Edit in front of the title to let you know the form is open for edit. Example: Edit | Survey: Feedback on the New Tour.

Start a conversation with your team about a form

Now that you’ve created a new form or added an existing one, anyone on your team can contribute to your form. It’s easy to get a conversation going about it by clicking on the conversation icon in the upper right corner of Teams.

Conversation tab icon in Microsoft Teams

A conversation window will open to the right of your form tab. Learn more about using the Conversation tab in Microsoft Teams.

 

Set up notifications about your form

The Microsoft Forms connector can help you keep your team up-to-date on the responses for your forms. Just tell the connector which forms you want to subscribe to, and the channel will be notified with a summary of responses each day.

  1. Next to the channel for which you want to set up a notification about your form, click More options More options buttonConnectors.
  2. To the right of the Forms icon, click the Configure button.Add a Forms connector to your channel to keep your group current with content and updates for your Microsoft Forms
  3. Under Choose the form you want to receive notifications for, click the drop down menu and select a form. You’ll receive a daily update of responses to your selected form.

Learn more about notifications in Microsoft Teams.

 

Conduct a quick poll within your team

With Microsoft Forms quick poll, you can create an instant, real time poll in seconds by using the Forms bot.

  1. In the Conversations tab, type @Forms.
  2. In the Suggestions window that appears, select Forms.
  3. Click What can I do?
  4. Click Your question? Option1, Option2.
  5. Highlight and delete the placeholder text, Your question? Option1, Option2.
  6. Type your question, followed by options. For example: “How should we get customers’ feedback? Online survey, Interview in person.”Microsoft Forms QuickPoll in Microsoft Teams

Team members can now respond to the poll and see the result in real time.

Responding to a Microsoft Forms QuickPoll in Microsoft Teams

Tech Tip: New Features in Microsoft Teams

Microsoft has released some super cool new features for Microsoft Teams. One feature that may appeal to faculty is the ability to create a live event and stream it to an online audience. Another new feature allows audio messages to be recorded and sent to recipients. One of my favorite new features is the blurred background (to hide my messy office when I’m on a video call).

If you aren’t using Teams, now is a great time to start. It’s included with our Microsoft Office subscription. If you don’t currently have it on your computer, go to portal.office.com and click on Teams to download it. Log in using your network credentials.

To learn about all the cool new features in Teams, read this article. If you have questions or encounter any issues, please feel free to reach out to BlazerTech. If you have ideas for future tech tips, please let me know. You can see this and all previous Tech Tips by visiting our Tips page at https://it.ohiochristian.edu/tips.

Sonis Upgrade: The plan and how it may affect you

The IT department is excited to announce that it has started the process of upgrading Sonis. This is expected to take about 3 months because the Dev team will be rewriting all OCU custom pages so that they work properly with the newest version of Sonis. During this time, the Dev team will not be accepting any non-critical requests – they will be focusing all their attention on recoding all these pages. If you discover a critical bug, please submit a ticket and it will be addressed, but non-critical requests will be denied until the upgrade has been completed and is live.

Audits are currently being conducted to ensure every user has the correct permissions for their positions. This audit is critical to ensure we are in compliance with FERPA (which states that users should only have access to data they need for business purposes). There are times when a staff member moves to another department. When this happens, the user’s permissions in Sonis need to be updated to ensure OCU remains in compliance (so please report these departmental or functional moves to the helpdesk). We are currently working through these audits with your department heads, so please do not be alarmed if you find that your permissions have been changed in Sonis. If you no longer have access to a page or a report you need, please contact your department head to discuss the need. The Department head will contact the helpdesk if it’s deemed the page is needed.

Another purpose for this audit is to identify custom pages and reports that are no longer needed. This will allow the Dev team to focus on rebuilding pages that are being used and disable pages that aren’t.  The disabled pages will be kept for 3 months to ensure they weren’t disabled in error. After 3 months, these pages will be archived (just in case it’s discovered, later on, that the page or report is still needed).

Once IT is ready for testing to start, requests will be sent out to department heads to identify and provide staff members who can thoroughly test the upgraded Sonis. As a department head, please be thinking of which staff member(s) you would like to represent your departments for testing the new system. You can send more than one staff member – and this is encouraged (especially if they serve different functions). We need every page and report to be tested as though you are actually using the system (so we can catch and fix all the bugs before we take the system live). Please notify your chosen staff members as soon as you can so they can start preparing articles for testing. If you are a chosen tester, please collect actual work material to use for your testing purposes (things like forms that you enter into Sonis, transactions that you post, reports that you run, etc.). As you perform your daily duties, put aside copies of things you think would be good to test in the upgraded Sonis. We need you to be prepared to try to break the system, so be prepared to enter erroneous data as well. This is the time to break it, if it can be broken. The more we test it, the fewer problems we will encounter when we go live.

Thank you all so much for your time, attention, and patience throughout this process. Your participation is essential and appreciated!!

Tech Tip: The Dangers of Social Media Questionnaires

I regularly see questionnaires on social media asking all sorts of fun, “get to know you better” types of questions (see example in the screenshot below). I also see all the responses that are posted by people wanting to get in on the fun. The sad thing is, once you put something out there on social media, you can’t take it back and you have no control over who sees it (especially when it gets shared beyond your friends list). Hackers love these innocent quizzes because they can use the answers to gain access to your accounts, steal your money, or even worse, steal your identity.

I don’t know whether you’ve noticed this or not, but a lot of those questions are used as security questions for sites you really don’t want hacked (like banks or sites you do business with). In fact, as harmless as your birthdate seems, it is one of the most dangerous to share (read this article). You also need to be aware of the ones that take you to another page to take the quiz. To read more about those, read the two linked articles below the screenshot.

The bottom line is this: it is much safer to read everyone else’s responses but keep your own to yourself.

To learn more, read this article and this article. If you feel your account may be at risk, please feel free to reach out to BlazerTech. If you have ideas for future tech tips, please let me know. You can see this and all previous Tech Tips by visiting our Tips page at https://it.ohiochristian.edu/tips.

Tech Tip: Windows 10 File Explorer

Windows 10 File Explorer (formerly Windows Explorer) no longer contains a “Help” option, so luckily, several authors decided to write some helpful articles. This article is a great resource, packed with information, instructions, tips, and links to other helpful articles. I even learned something new, so it’s definitely worth the time to read through it. This article reveals some additional tips, tricks, secrets, and shortcuts for using File Explorer.

Microsoft recently released a simplified ribbon (for use throughout all Windows apps). If you don’t see it yet, you will. This article covers how to use the simplified ribbon. Microsoft continues to come up with new ways to simplify our Windows desktops and provide tools to help us work more efficiently. As they do, we will continue to pass on the information we receive, along with helpful articles on how to use all this new functionality.

If you need assistance, please feel free to reach out to BlazerTech. If you have ideas for future tech tips, please let me know. You can see this and all previous Tech Tips by visiting our Tips page at https://it.ohiochristian.edu/tips.

Amber Smith

Amber Smith

Documentation & Training

Amber Smith is the IT Documentation and Training manager, SIS Administrator, and SUG (Sonis User Group) Facilitator.

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