New Computers - What's Changed?
What is a Yubi Key?
A Yubi Key is a security measure Southwood is using to prevent unwanted users and hackers to gain access to our computers and sensitive data. The password you set up with your Yubi Key is unique to you. If you lose your Yubi Key, your regional will have to physically bring you a new one. To get it set up again, you will need to follow the 2 steps in the IT Support Portal home page. The Y in the Yubi Key that needs to be touched when signing into a computer is only validating the presence of a human at the computer. It is not scanning fingerprints.
What is OneDrive and why should I save all my files there?
Saving your files in your personal OneDrive folder (i.e. "First Name - Southwood Realty), means that your files will follow you no matter what computer you're logged into. If there are files that are not in your OneDrive folder, they will still be specific to you - but only from the singular computer you downloaded them to.
Where is my property Shared Folder now?
There is a shortcut to your property shared folder within your personal OneDrive folder. If your shortcut was never added, or got removed, you can add it back using these instructions.
How do we use the leasing email mailbox going forward?
Your main leasing email is now located INSIDE of your personal work email. In the left side menu, all the way down, you will see "Shared with me" (pictured below). If you click on that and the nested arrow, it will drop down all available mailboxes shared with you. From there, you can access the Inbox and all corresponding folders by clicking the arrows on the left side.
You will not be able to see who sent emails from this folder. Because of this, your property can either CC your shared property email address on every email sent. Or use a folder system to organize which employees have responded to/answered emails.
*Note - once the move to Real Page happens, the majority of your communication will be through Knock - not through Outlook.
How do I send emails from the leasing email mailbox?
Outlook will always try to send emails from the same email address it was sent to. For example, if a prospect emails palisades@southwoodrealty.com, when you go to respond, Outlook will try to send that email FROM the palisades@southwoodrealty.com email address. Because your leasing email is now shared, you cannot send emails from that address. You will need to send all emails from your new, personalized email address (ex: jane.doe@southwoodrealty.com). If you do not see a dropdown menu next to your SEND button (see below), you can set your Outlook up to "Always Show From" via the instructions here.
What is SSO?
SSO stands for "Single Sign On". This means that once you login with your Yubi Key - you've confirmed your identity and that is shared with your computer and the Microsoft Edge browser (not Google Chrome). So when using Chrome, if you click on the "Sign in with SSO" option, you won't have to enter in any usernames or passwords.
*Note - SSO is only available on websites that have that capability. In the coming months, more and more websites will be converted to SSO (Courtesy Connection, MyHub/Corp Web, ITSupport Portal, etc.). If you're not sure if a website has the SSO option, click the button! If it's not setup - nothing will happen and you can just login normally.
Why should I use Microsoft Edge going forward instead of Google Chrome?
As stated above, Microsoft Edge is connected to Windows, which is also connected to your Yubi Key. So once you login to your computer, your identify is full validated. With Microsoft Edge already knowing who you are, what your email is and that you're a Southwood employee, you will be automatically logged into websites (if the option is available). It is the IT Department's goal over the next several months to integrate as many websites as possible to SSO, so there will be minimal to no passwords that you will need to remember.