Frequently Asked Questions

Windows 10:

  • Review the instructions
  • Download this configuration file and move it from your "downloads" folder to your desktop, so you can use it again
  • Click on this file to launch the connection
  • Use this format to logon: dentistry\DentID  example: dentistry\jonesj
  • Put in your Dentistry password, as if you were logging on to a computer at the Faculty
  • When finished choose "disconnect" to end the session
  • re-use the configuration file called "virtual desktop - Staff and Faculty only" on your desktop next time

MAC's with IOS version 10.1 or higher:

  • Read these instructions 
  • Download this APP from the Apple
  • Install the APP
  • Put your username in this format: dentistry\DentID  example: dentistry\jonesj
  • Put in your Dentistry password, as if you were logging on to a computer at the Faculty

 

1. Are you a NEW student?

  • Even if your computer account is created, the other "parts" of your access may not have been completed
  • Please be patient if it is the start of the term and contact IITS if you are unsure

2. Does your computer meet the minimum requirements:

  • Windows computer running Windows 10 or later, or
  • Macintosh computer running OS X 10.11 or later
  • An iPhone or iPad, with the App "Microsoft Remote Desktop" version 10 installed - available from the Mac App Store - free of charge
  • High speed internet connection - this also means a good home wireless connection to your router

3. Does your computer have pending updates:

  • Often an update will require a restart, (pending), or a confirmation to complete
  • Updates can affect your wireless connection - stop working, crashing, disconnecting
  • Updates can affect web browsers - (security updates, new features), causing disallowed connections
  • System updates can affect APPs - will stop working or only partially work
  • PLEASE complete all updates if you have any Remote connection issues

4. I cannot logon:

  • Your password may have expired?
  • Has your Dentistry computer account expired - graduating student accounts are expired in August
  • Are you putting your logon information in this form:  Dentistry\DentID (you do need the Denitstry\.....)
  • Are you using your UTORid password rather than your DentID password?

5. The remote connection keeps disconnecting:

  • Your remote connection will automatically log off after 5 minutes for Students  - IF...
  • ...you are considered "inactivity" - remember to open what you need, work on it, save it, and leave - (don't go for lunch)
  • The maximum session time is 2 hours
  • If you are on the University's wireless and this is happening when you are "active" it is likely a wireless connection issue

 

 

We call your type of remote connect to Dentistry - "Remote Apps", which is a series of shortcuts to access Axium, MiPac and your file shares on Dentistry servers. 

1. PC's with windows 10:

  • Read these instructions 
  • Press this link to connect to Remote APPS 
  • Use the format to logon: dentistry\DentID  example: dentistry\jonesj
  • put in your Dentistry password, as if you were logging on to a computer at the Faculty

2. MAC's with IOS version 10.12 or later:

  • Read these instructions 
  • Download this APP from the Apple
  • Install the APP
  • Press "Add a workspace" and put this workspace URL paste in:  https://dentra.dentistry.utoronto.ca/
  • Press ADD
  • Put your username in this format: dentistry\DentID  example: dentistry\jonesj
  • Put in your Dentistry password, as if you were logging on to a computer at the Faculty

 

  • Dentistry Remote Connections will not work for collaboration and advanced communication tools like Teams, ZOOM, Skype 
  • More restrictive for file sharing external to the Faculty
  • Files can only be accessed during your session to Dentistry.
  • Will not work with VoIP the phone app called Communicator or for applications that use sound and video, like Teams, Zoom, Skype, YouTube, etc.

 

1. Are you a clinical associates?

  • Unfortuately you do NOT have access to this service
  • University licensing arrangements only allow for fully time staff

2. Does your computer meet the minimum requirements:

  • Windows computer running Windows 10 or later, or
  • Macintosh computer running OS X 10.11 or later
  • An iPhone or iPad, with the App "Microsoft Remote Desktop" version 10 installed - available from the Mac App Store - free of charge
  • High speed internet connection - this also means a good home wireless connection to your router

3. I cannot logon:

  • Your password may have expired
  • Has your Dentistry computer account expired - has your status changed with the Faculty? 
  • Are you putting your logon information in this form:  Dentistry\DentID (you do need the Denitstry\.....)
  • Are you using your UTORid password rather than your DentID password?

3. The remote connection keeps disconnecting:

  • Your remote connection will automatically log off after 20 minutes for Faculty and Staff  - IF...
  • ...you are considered "inactivity" - remember to open what you need, work on it, save it, and leave - (don't go for lunch)
  • The maximum session time is 2 hours
  • If you are on the University's wireless and this is happening when you are "active" it is likely a wireless connection issue

 

 

  • Dentistry remote connections are the only way you can access Axium, MiPac and Filemaker.  
  • Properly have safeguards against Privacy requirement for Patient data and sensitive information.
  • We call this a "Virtual Desktop" because it is similar to your computer desktop but it is server based and standardized 
  • We include standard office applications, but not all software you might normally use
  • This is NOT a connection to your office computer
  • Office 365, (known as O365), is a suite of software available to you to install on your own computers.
  • You can be download to your home computer, laptop, tablet or smart phone.
  • This applications are core to working on your own computer away from the Faculty.
  • You can install up to 5 copies total on different devices.  
  • It includes popular applications shown below here:
Waffle
  • OR use the web-versions
  • The web-version of the app are available by pressing the "waffle" icon shown in the upper right from mail.utoronto.ca
  • Use Teams to do a video conference, plus other collaborations tools
  • Use "OneDrive University of Toronto" to upload your working files and access them anywhere

 

 

 

  • OneDrive is a Microsoft product that allows you to store files in the "cloud". 
  • You can easily access files from almost any device that has an internet connection 
  • "OneDrive - University of Toronto"  is an excellent choice for working files, or project files that you will want to access from home.
  • Windows 10 included Microsoft OneDrive - this is only available to you from a Microsoft account and is not connected to "OneDrive - University of Toronto" 
  • If you already have your own personal Microsoft account, you will now have two "OneDrive"s!
  • You will have to decide how to best organize your files and may consider just using one account
  • The Faculty of Dentistry is a medical institution and therefore great caution should be used with any Patient records 
  • The University has guidelines to help you decide what is not appropriate for OneDrive, please take a look in order to protect privacy and reduce the risks.
  • Please do not post any Level 4 information into "OneDrive - University of Toronto", (This includes Patient Information)

More information and helpful links:

U of T Enterprise Application and Solutions Integration 

U of T Information Commons

 

We recommend you use Teams.  All of the features of Skype have been integrated into Teams.  If you are familiar with Skype you will find Team easy to start using.

Here's why:

  • Teams has the advantage of access the all your contacts including the U of T published contacts. 
  • Often the need to have a "virtual" meeting is with members in your work circle, where you are likely a member in a TEAM's group anyway. 
  • Teams is integrated with Outlook and the other Office 365 apps that you are likely using anyway.
  • It is free and fully support by the University
  • Informal video meetings can happen ad hoc easily with any TEAM members - no need to schedule or send an invitation 
  • It is still possible to meet with someone external to your team to be part of a video meeting
  • It is free and fully support by the University
  • It is secure and relies on Data Centers in Canada
  • It has most features available in Zoom like recording, white boards, screen sharing, chat, calendaring, and file sharing
  • Teams has more integration with other Office 365 tools like getting files from OneDrive, or opening word, excel or PowerPoint files in Teams
  • Teams is also a better "all-round" collaboration tool

More information and helpful links:

U of T Enterprise Application and Solutions Integration 

U of T Information Commons

If there are files on your recently used list that you'd like to remove, simply right-click them and choose Remove from list.

 

For an example please click here.

 

 

 

To make password self-service process easier a native app for iOS & Android are available to download, it is called ADSelfService Plus.

 

You can download the iOS app from the App Store and the Android App from the Play Store.

App Store:  https://apps.apple.com/us/app/manageengine-adselfserviceplus/id731391592

Play Store: https://play.google.com/store/apps/details?id=com.manageengine.adssp.passwordselfservice

Setting up the iOS and Android Apps

To configure the ADSelfService Plus mobile app manually, you will have to perform the following steps:

  • Open ADSelfService Plus mobile app
  • Tap Server Settings 

           

  • in the Server Settings page, enter dentid.dentistry.utoronto.ca for the Server Name.
  • Enter the Port number 443.
  • Click the ‘Protocol’ toggle to HTTPS.
  • Tap Save to finish.
  • Now you can use the “Password Reset” or “Change Password” button on the main screen of the app.

To restart the computer, please click on the yellow triangle that says restart computer. below is an icon with what it looks like:

https://iits.dentistry.utoronto.ca/sites/iits/files/2020-09/restart.PNG

Hours of Operation and General Support 

The I&ITS office will remain closed to drop-in traffic until further notice.

The Help Desk will continue to operate remotely to support our students, faculty and staff. Staff will be available to receive inquires and support requests during the normal business hours of 7:45 AM to 5:00 PM, Monday through Friday. Support requests must be made through the I&ITS ticketing system by sending an email to help@dentistry.utoronto.ca. Urgent requests or quick inquiries can be made by calling 416-864-8123.

End users can expect to receive an initial response to help desk requests within one hour of placing a request during normal business hours. Several I&ITS staff are monitoring the phoneline for urgent requests throughout normal business hours. Unless, there are an unusually high volume of requests, end users can expect to have a staff member answer their call immediately. If, due to high incident volume, no one answers the phone immediately, a voice message may be recorded, and an I&ITS staff member will return the call with an initial response within 30 minutes.

On Premise Staffing 

The Help Desk will have very limited on-premise staff present from 10:00 AM to 3:00 PM, Monday through Friday to service hardware only. There will be no drop-in access to the I&ITS Department.

Scheduled in-department appointments will only be made if absolutely necessary and only once proper Help Desk barriers have been installed. If it is deemed to be necessary for you to enter the Help Desk area we ask that you stay within the defined floor markings.

New Student, Faculty and Staff On-Boarding Support

With the exception of the creation of ID cards, all on-boarding activities that require IT support can be done remotely. For ID cards please see the notes under Identification Photography support below.

Printer Support and Maintenance 

Support and Maintenance

I&ITS staff will continue to ensure the printers are replenished with toner as required. If a printer runs out of toner or if the printer is malfunctioning (e.g. paper jam) or exhibiting an error message we ask you to notify us of the issue by submitting a ticket to help@dentistry.utoronto.ca. In your ticket indicate the location of the printer and the nature of the issue. Help Desk staff will prioritize incoming printer issues and will contact the on-premise I&ITS staff member to investigate and correct the issue as soon as possible. If the issue is beyond our ability to resolve, we will place a service request with our print management supplier to schedule in a technician. We would ask that end users not resolve paper jams in the printers themselves but, rather, contact the help desk.

Faculty staff will also continue to refill paper in public printers daily. Refilling paper in printers located in offices will continue to be the responsibility of the office staff. If a public printer has run out of paper we ask you to notify us by submitting a ticket to help@dentistry.utoronto.ca. In your ticket indicate the location of the printer and the size of paper that requires refilling (i.e. letter, legal or tabloid).

Printer Use 

The printers have been configured to release print jobs automatically when you tap your card to avoid unnecessary touching of the menu. Before sending a print job from your computer workstation please ensure the accuracy of the document. This is particularly important for large print jobs and will avoid the waste of paper and toner.

For scanning, copying and faxing it will be necessary to use the printer’s touch screen menu system and the scanning hood. Please follow proper hand sanitizing protocol before and after you touch the printer. Hand sanitizer will be made available at all public printers.

Until the library opens for student use, we have moved one of the student printers from the Library to room 384 in the South Tower of the third floor. The door to the room will be unlocked in the morning and locked again at 5:00pm. There are two additional public printers that can be used after hours on the first floor in room 100H, opposite the Student Commons.

Classroom and Meeting Room Audiovisual Equipment and Teaching Aids

Though classroom and meeting room use has been reduced significantly, there will still be some programs using the rooms and the associated fixed audiovisual equipment or teaching aids on a regular or semi-regular basis. For complete classroom operational procedures refer to the Faculty’s guide called, “COVID 19 FOD Classroom Operational Procedures”.

For classrooms and meeting rooms equipped with teaching aids such as chalkboards and dry erase whiteboards, the instructor is expected to bring their own chalk or dry erase markers if they wish to use them.

For classrooms or meeting rooms that have an associated AV kits, we will be leaving the kits in the rooms. There will be no need to sign them out from the I&ITS Help Desk. Please ensure all equipment is turned off and all of the peripheral components are placed back in the kit when you leave the room. There is a laminated inventory list sheet included with the kits so you can verify all items are available in the kit when you arrive and have been returned to the kit before you leave.

Please follow proper hand sanitizing protocol before and after you touch the classroom computer peripherals and audiovisual controls. Hand sanitizer will be made available in all classrooms and meeting rooms.

If you experience audiovisual issues in any of the rooms call the Help Desk at 416-864-8123 to request assistance. The Help Desk staff will quickly try to troubleshoot the issue over the phone but if it cannot be resolved, the on-premise I&ITS staff member will be contacted to come and investigate. Help Desk staff will prioritize classroom issues as urgent. I&ITS staff will follow proper hand sanitizing protocol before and after touching the equipment. It will also be necessary to maintain physical distancing protocol while the I&ITS staff member is in the room attending to the issue.

If the audiovisual issue does not impede with the delivery of the course and does not require immediate resolution, we ask you to notify us by submitting a ticket to help@dentistry.utoronto.ca. In your ticket indicate the room location and the nature of the issue.

Faculty Computer Workstation Support and Maintenance in Admin Offices 

All requests to assess, configure, repair or replace a Faculty computer workstation must be made by submitting a ticket to help@dentistry.utoronto.ca. In your ticket indicate the location of the computer and its associated Service Tag number located on a label on the front. A service time will be scheduled, and it will be necessary for you to vacate your office for a minimum of 30 minutes while we work.  

If your computer needs to be replaced, we will also take away the old keyboard and mouse and replace them with new ones or with one’s that have been sanitized. Once a computer has been replaced any remaining work will be performed by Help Desk staff remotely. 

Strict protocols will be followed by I&ITS staff when handling IT equipment including hand sanitizing before and after servicing a computer and the donning of gloves. If we need to physically inspect or replace a computer, please ensure all “Post-it” notes are removed from the computer and ensure you have cleared away all items that are sitting on your desk around the computer, so staff have room to work.  

Computer Peripheral Support and Maintenance in Admin Offices 

All requests to assess, configure, repair or replace peripheral computing equipment must be made by submitting a ticket to help@dentistry.utoronto.ca. In your ticket indicate a description of the equipment, its location and, if it is connected to a computer, the Service Tag number. A service time will be scheduled, and it will be necessary for you to vacate your office area while we work. Peripheral computing equipment includes, barcode scanners, label printers, radiology sensors, USB hubs, headsets, VoIP phones, secondary monitors or anything else that needs to be attached to a computer to function.

Once a piece of peripheral computing equipment has been replaced any remaining work will be performed by Help Desk staff remotely.

Strict protocols will be followed by I&ITS staff when handling IT equipment including hand sanitizing before and after servicing an item and the donning of gloves. If we need to physically inspect or replace a piece of equipment, ensure you have cleared away all items that are sitting on your desk around the computer, so staff have room to work.

Faculty Computer Workstation Support and Maintenance in Clinics 

All requests to assess, configure, repair or replace a Faculty computer workstations in clinical locations must be made by submitting a ticket to help@dentistry.utoronto.ca. In your ticket indicate the clinic name, the computer’s dental unit location, its associated Service Tag number and, finally, provide a contact name for someone in the clinic in case we have questions. A service time will be scheduled when the clinics are not in operation. Once the date and time have been scheduled, it will be necessary for a clinical staff member to wipe down the computer monitor with 70% Isopropyl alcohol wipes or Biotext before I&ITS staff show up. If the computer needs to be replaced, we will also take away the old keyboard and mouse and replace them with new ones or with one’s that have been disinfected. Once a computer has been replaced, any remaining work will be performed by Help Desk staff remotely. 

Strict protocols outlined by the Clinic Office will be followed by I&ITS staff when entering and working the clinics.  

Computer Peripheral Support and Maintenance in Clinics 

All requests to assess, configure, repair or replace a Faculty computer workstations in clinical locations must be made by the Clinic Team Leader by submitting a ticket to help@dentistry.utoronto.ca. In the ticket, indicate the clinic name, the computer’s dental unit location, its associated Service Tag number and, finally, provide a contact name for someone in the clinic in case we have questions. A service time will be scheduled when the clinics are not in operation, typically before the clinics open. Once the date and time have been scheduled, it will be necessary for a clinical staff member to wipe down the computer monitor with 70% Isopropyl alcohol wipes and a “Safe to Service” tag attached before I&ITS staff can tend to it. If the computer needs to be replaced, we will also take away the old keyboard and mouse and replace them with new ones or with one’s that have been disinfected. Once a computer has been replaced, any remaining work will be performed by Help Desk staff remotely.

Strict protocols outlined by the Clinic Office will be followed by I&ITS staff when entering and working the clinics.

Portable Equipment Loans 

I&ITS will generally not loan out portable equipment until COVID restrictions have been lifted as on-premise staffing will be greatly reduced and there is not an effective way to sanitize, all equipment between use. Portable equipment includes, portable projectors, laptops, microphones, laser pointers, PowerPoint remote controls, and adapters. We recommend that academics use their own laser pointers, laptops and laptop adapters if they are delivering their teaching in-class. Alternatively, we recommend booking rooms that have a fixed projector, computer, laptop/MacBook adapters and podium microphones. With much of the Undergrad didactic courses being delivered online there should be enough fixed audiovisual equipment throughout the Faculty’s classrooms to accommodate everyone’s needs.

We understand that there we may need to make exceptions for some equipment. If this is the case, please make your request by submitting a ticket to help@dentistry.utoronto.ca. In your ticket indicate the date and location of the class and the type of equipment you require. We will then schedule a time for you to pick up and return the equipment to the Help Desk in room 346. Due to reduced on-premise staff and limited hours of operation you may be required to pick up portable equipment the day before your class and/or return it the day after your class.

Please follow proper hand sanitizing protocol before and after you pick up the portable equipment and after you have returned it.

Long Term Off-Premises IT Equipment Loans 

While many staff continue to work from home, I&ITS will continue to support the long-term loan of equipment when approved. This typically applies to laptops but may include other types of IT equipment when available. Before Faculty assets are loaned out for long-term home use a “FoD Employee IITS Portable Computing Provisioning Agreement” or a “Use of Fixed Asset away from University Premises” or form must be filled out and signed.

Managers can make an initial inquiry by submitting a ticket to help@dentistry.utoronto.ca. In your ticket indicate the type of equipment required, who it is for and when you would like to pick it up. If approved, we will have the recipient complete the form before you pick up the equipment.

Strict protocols will be followed by I&ITS staff when handling portable equipment including hand sanitizing before and after handling an item and the donning of gloves. Physical distancing will be maintained by all individuals entering the I&ITS department. We will try to use the hallway drop boxes whenever possible for the exchange of equipment.

BYOD Support 

Unfortunately, under the current circumstances we do not have an effective means to support BYOD (Bring Your Own Device). It is up to the end user to know how to configure and use their own mobile device such as Android, iPhone or tablet devices. 

Minimum Work-from-Home Computer Requirements 

Many administrative staff will continue to work from home for the foreseeable future. To ensure a secure work environment from home we recommend the following: 

Requirement 

Windows-based PC  

Apple Mac/macOS-based PC  

Operating System  

Windows 10  

macOS X  

Web Browser  

Firefox or Google Chrome  

Firefox or Google Chrome  

Processor  

Intel Core i5 based model 

Intel Core i5 based model  

RAM/Memory  

4 GB  

4 GB  

Storage  

5 GB of available space  

5 GB of available space  

Screen Resolution  

1024 x 768  

1024 x 768  

Connectivity  

Ethernet or WiFi; available USB port(s) to accommodate recommended accessories  

Ethernet or WiFi; available USB port(s) to accommodate recommended accessories 

 

  • Operating systems and software applications must always be kept updated to the latest versions. 

  • When critical security patches are released, they should be applied immediately 

  • Up-to-date virus or malware detection software must be installed on home computers 

  • Password complexity rules should be utilized in every case 

  • When alternating between working at home and from the Faculty we recommend using OneDrive as an effective way to easily access your files from both locations. This being said, confidential data such as patient information is never to be stored on OneDrive or on any personal device including a home computer. This type of information is only to be accessed through remote desktop services or other means deemed appropriate by the university. 

  • Never use public Wi Fi connections 

  • Ensure your home Wi Fi network is secure using best practices 

  • Talk to the I&ITS department for information on securing your home computing environment 

Identification Photography 

Student 

I&ITS will work with the University T-Card Office and the Faculty’s Student Services Office to utilize the T-Card ID photos for our Dentistry ID card. Dentistry ID cards for incoming DDS cohorts can be picked up in the Student Services Office when ready. For clinical specialty graduate students, IITS staff will leave your completed card with the receptionist in Clinic 1. For individual replacement of lost cards, Help Desk staff will schedule a time for you to pick up your completed Dentistry ID card.

Faculty and Staff ID Cards

If you require a new or replacement Dentistry ID card, submit a ticket to the Help Desk at help@dentistry.utoronto.ca. If you are new to the Faculty of Dentistry please refer to the I&ITS guide called, "ID Photograph Submission Instructions”. It will instruct you on the specifications we require for the photograph which can be taken with your mobile device and then submitted to us. The Help Desk staff will schedule a time for you to pick up your completed Dentistry ID card.

Instructors in Dentistry ID Cards

For new Instructors in Dentistry, please refer to the I&ITS guide called, "ID Photograph Submission Instructions”. It will instruct you on the specifications we require for the photograph which can be taken with your mobile device and then submitted to us. Help Desk staff will deliver all new ID cards for Instructors in Dentistry to the Clinic One reception desk once they are ready. If you have forgotten your ID card, please see Anna Pullano in Clinic-2, office 205. If you have lost your card please contact the Help Desk by submitting a help desk request to help@dentistry.utoronto.ca or by calling 416-864-8123.

Requesting Software Installs, New Computer, VoIP Phone Line or eToken

For new the above noted requests, please continue to follow standard procedure by filling out the appropriate online form found on the IITS support page here: https://iits.dentistry.utoronto.ca/iits-requests

Welcome to the Faculty! Please have your hiring authority fill out and submit the appropriate “IITS request for services and provisioning form” found here: https://iits.dentistry.utoronto.ca/iits-requests

This will provide us with the appropriate information to create your DENTid account. We will also prepare an identification card for you to use when in the Faculty of Dentistry. We require an ID photograph for this card and due to the new COVID-19 protocols, we are asking for you to submit this image. The instructions on how to take and submit this photograph can be found here:

Once we have created your Faculty of Dentistry ID card we will notify you to create pickup arrangements, as well as provide your username and password, for accessing our faculty computers.

There are many types of digital signatures.

This document covers making an eToken certificate based digital signature.  Please quickly review the Digital signature Primer to better understand why this is important to do this correctly to protect yourself by making it secure and recognized as being valid within the University and for other uses.

What is a eToken?

  • A USB key that is issued to use from the Directory of IITS
  • It only use is to store a secure certificate to verify you are who you say you are
  • The certificate on the eToken uses your UTORid and name and is locked and password protected
  • It is typically issues for a period of a year and needs to be renewed
  • you must physically have it plugged into your computer in order to use the certificate
  • you also need to have software on your computer to be able to read the manage the certificate
  • this is called a SafeNet client
  • The SafeNet client is need to set your password. re-set your password and to transfer the certificate to your signature

What software do I need for creating eToken based digital signatures? 

  • Adobe Acrobat Reader is recommended because it is free download an straight forward to use
  • Acrobat using PDF's can be protecting and secured once it has a certificate added

How do I create a eToken based digital signatures using Adobe Acrobat Reader?

  • Please see this printable guide for Windows based computers
  • Note that the document is for use when you are at your Dentistry computer 
  • If you are working form home, please see the appendix
  • Lastly this document is about using your eToken certificate for the digital signature - you can also add a picture of your physical signature to the digital signature which is not covered 

More Information:

eTokens

SafeNet client

There are many types of digital signatures.

The principle of digital signatures is that it is an viable alternate to physically signed something.  A real signature is verified, because you are doing this in person.  It is secure because it is unique and can only be produce by you.  It is protected as long as you have the document.  These principle need to apply to a digital version of your signature. Core to all of this is associating you, with a certificate.  A certificate is a digitally locked bit of data that is added to a document.

Ranges of digital signatures:

Basic - no certificate - not secure, not protected, and is not verifiable

  • A photo or scan of your physical signature.
  • The only thing about it that is digital is the scan of your signature saved to a file as a picture.

Self-assigned certificate- not secure, protected, poor for verifiable

  • In this case you "certify" yourself. You issue a digital certificate to yourself and insert this in your document.
  • This happen by a company or organization offering the tools to do this in the software
  • Adobe, for example, allows clients using there software to act as their own certificate authority. It is only as secure as the person making the assertion.  Meaning if you know this person, you might trust it to be real.  Therefore secure is poor.
  • It is not verifiable,other than you asserting it to be true. Over time you could verify that the digital signature came form the same source certificate. Otherwise it has little value
  • Documents like acrobat PDF's can be locked, encrypted and password protected which does offer protection over not being altered.
  • PDF are therefore a reasonable way of protecting a securing a document once it has a certificate added

Certificate Authorities - Secure, protected and verifiable

  • A certificate authority issues you a certification that you are who you say you are.  They also manage the issuing and revoking of such certification.  There are multiple types and levels of certification.  For example Adobe can also act as a certificate authority.  
  • Despite this type of signature having the highest standard, there are wide variants within this class of digital signature, but it should be the start point as an organizational solution
  • Key to this is trusting the certificate authority and know whether they have the means to validate the information
  • In other words it would be secure, protected and verifiable, but lack validation to confirm your identity

The University of Toronto has a means to act as a certification authority.  They do this most commonly by issuing a certificate on a physical USB "key" called an eToken. Most University divisions have a delegated authority to issue eTokens.  At Dentistry this is the Directory of IITS.  The validity is higher because it is issues to you personally with verification of you identity as a staff of the University. 

 

Teams Meeting Guides

Topic covered:

  1. What to expect 
  2. Teams Meeting etiquette
  3. How to join a meeting
  4. Joining the meeting - your settings
  5. In the meeting - your controls
  6. Other Resources

Teams meetings types 

Teams - General meeting guide

Teams - Quick guide

 

  • You must decide on a appropriate name for the account based on the purpose 
  • Shared email accounts are created by the University and will have a suffix of @dentistry.utoronto.ca to show they are associated with this Faculty 
  • By convention there is usually two titles, (names), as part of the address, separated by a dot 
  • Example: ortho.reception
  • Shared mailboxes must have at least one designated "owner" who is usually a Manager or Team Leader
  • The "owner" will manage who has access to the shared mailbox, when to revoke access, when to transfer access to another staff member
  • The proposed shared mailbox owner should make the request for creation
  • Email: help@dentistry.utoronto.ca with the subject "create a shared mailbox" and include the following:
    • Owners name:
    • Owners UTORid:
    • Shared mailbox name:
    • Reason for shared mailbox:

This request will create a ticket and you will be informed when it is completed.  As the shared mailbox own, you must be willing to use a University web-based tool to manage the shared mailbox.  This is called UTORgrouper.  You will be provided with links and guides once the request is completed.

  • A shared mailbox must be "owned" by someone
  • Usually Managers or Senior Administrators will request to be "owners" of a shared mailbox
  • The owner must have the authority to designate staff that will be tasked with sending, receiving and answering of the emails in this account 
  • In the event of a change of staff or their role the "owner" can make changes to who to add or remove having access to the mailbox as might be necessary 
  • The owner can decide if they want multiple staff having access or just one 
  • An email account for a group, unit, or "department" as you designate that needs to share sending and receiving of emails. 
  • Example: ortho.reception@dentistry.utoronto.ca 
  • The email account has a "mailbox" where the email is stored and is accessible to designated people. 
  • Such people can send an email on behalf of the group email and can open, view, organized and even delete emails from the shared mailbox.  
  • Remember that team members have been determined by the person who created your group, or "Team"
  • Team members must be part of the University of Toronto
  • You can search for and add anyone within U of T to join a video meeting as a "Guests" to your Team ad hoc without an invitation
  • If you want someone external to U of T to be part of a video meeting you must invite them as an "External Guest"
  • "External Guests" must be invited to a video conference meeting via an email sent from a calendar meeting request  
  • In Teams go to the calendars and click on the time you want your meeting  
  • Invite the guest by pasting their email in the attendees area
  • Save the meeting and your "External Guest" will receive a link to the scheduled meeting where they can join
  • Here is more information.

 

Blackboard Collaborate Ultra is a webinar/ web conferencing platform designed for use in online teaching. Instructors can create virtual classroom and online meeting spaces to share presentation material and communicate with students via synchronous audio, video and chat tools. Webinar rooms include a collaborative whiteboard tool that allows students to interact with peers and faculty in real time. Instructors can make use of polls directly within a session for immediate feedback and to check for understanding. Students can also be divided into break out rooms to facilitate active and collaborative online group work and assignments. Share content, including MS PowerPoint presentations, or share your desktop screen directly within the web conference room. An archived recording can be created for each session allowing students the opportunity to review material following the live online lecture. Guest links can be used to allow users who are not enrolled in your course to join the session, such as guest lecturers.

Enabling and Accessing Blackboard Collaborate in Quercus

The Basics of Blackboard Webinar for Faculty and Instructors - June 16, 2020

Real-time Teaching and Learning Online with Webinars Tip Sheet:

There are many resources for learning about Microsoft TEAMS.  Here are some useful links:

From Microsoft:

Teams videos

Quick Start video

Managing Meetings

From Linkedin Learning:

Essential Teams

Tips and Tricks

To Insert a MyMedia link into Quercus follow the link below:

MyMedia is an archival storage and streaming solution for the University of Toronto’s media content that was developed and is operated by the University of Toronto Libraries.  It provides an interface for uploading a wide array of video and audio file formats and for managing and sharing your media.  All media files are re-encoded into a standard format for web playback.  

To access your MyMedia account and for instructions on how to upload media content, please see the following guide:

  • It is a tool to communication and coordination with a group of people remotely or digitally rather that having an in person meeting. 
  • Teams is part of the Microsoft Office 365 suite of software available to you free for download to your device
  • Teams can also be used from any web browser using your U of T email account
  • You would use this for a project, perhaps a work team, a supervisory group or any organizational unit as you decide to designate. 
  • You create a TEAM and add people from within the University.
  • TEAMS is an organizational level application - our organization is the University of Toronto, everyone else is a guest 
  • TEAMS will also allow you to add someone to the group, (within the University), for a short period
  • Otherwise add a guest to allow them to temporarily participate in the group meeting 
  • Usually a manager, project manager or group leader will create the group and designate members.
  • Any Staff or Faculty can request a Teams group
  • "Teams" are created is by the University and must be requested via the Enterprise Service Center by logging in with your UTORid
Teams main screen
  • Teams features include screen sharing, scheduling in a group calendar, uploading of working files for the group, "chatting" features for quick communication and a "phone" feature for speaking to a group member within the software.
  • TEAMS is best for doing a video conference with all or some of the members.
  • TEAMS members will join the group by signing in
  • They will remain connected to all of the members like a small office where you are in the same room or office area.
  • Think of it as a virtual office for the group members. 

The "Virtual Office" for information sharing:

Have a question for Jim, (like a regular office), check to see he is at his desk, (showing as online),and look over the partition and ask him a question, (write a chat).  Maybe Jim is down the hall, just call him, (press call in TEAMS), and ask him.  Maybe it is a more detailed question, take your spreadsheet to his office, (press video call and share your screen with the excel file).  Going for lunch, or an appointment, even easier than the real office, just change your "status" setting to say you are busy, can't be disturbed, or just "away" with a note "on lunch" that shows up when people look for you in TEAMS.

 

 

 

  • Mobile printing is a way for you to be able to print from your devices to Dentistry printers
  • Mobile printing uses a print management software called "PaperCut"
  • It is available for Windows, MacOS, iOS, Android and Chrome Books. 

You need to install a "client" on your device that will connect to PaperCut:

Client requirements:

  • iOS 11.0+ (iPhone)
  • macOS X 10.12+ (Sierra) 64-bit (MacBook)
  • Windows 7+
  • Android 4.4+
  • Chrome OS with Chrome version 43+

When asked about a username and password, Please use your Dentid.

Example: Dentistry\DENTid and the password that you use to login to the machines here at the faculty.

 

 

 

If Mipacs fails to load for you on your remote desktop connect please follow these steps:

You must have no spaces or special characters in your computer name. You then must wait up to two to four hours for the changes to take effect.

To change your computer name you can follow the instructions below:

    1.  Open System Preferences

    2.  Click on Sharing

    3.  Click on the field Computer Name: at the top

    4.  Highlight the current name and enter a new one (Note: You must have no spaces or special characters in your computer name.)

    5.  Press enter or click anywhere in the window outside of the text field to set the new name

 

 

Please review the attached document below for detailed instruction on how to use Papercut:

  • From any Dentistry computer you will automatically see a "printer" called:  BW Queue
  • The BW Queue is a queue for collecting all the black and white print jobs
  • These print jobs are held until you request that they be released
  • Prints can be release at any printer in the Faculty
  • If you do not release a print job it is deleted after 3 hours
  • Prints are released by tapping your ID Badge on the card reader of a printer
  • You can choose to print all of the print jobs you have sent or pick and choose

No, you will not need to get a new card. The same card you used for printing before will work with the new print system.

Please review the attached document for detailed instructions on how to select a printer as your default setting. 

All of the new printers have a new network address, which will require that you add the printer location in Axium from your computer in order to scan a document into Axium. Please review the document below for detailed instructions.

Please see the guide below for more information on how to use webprint.

 

Please note that this is a quick way for you to print a PDF's and other picture files from your laptop or desktop machine. Mobile print has much more flexability for what files it can print for you.

To remove the address book cache start typing out the name of the account and select the x on the right side of the name you want to remove.

 

If you would like to change your display name in office 365 please click on:

https://my.auth.utoronto.ca.

Comprehensive AxiUm Training Manual

  1. Computer account – account directory information, listed as provided above
    • “Staff and Faculty” group email listing
    • BW and colour printer access with multifunctional capabilities throughout the building
    • Employee file storage area with capacity of 10 Gb
  2. U of T email account, (Provided when UTORid is activated)
    • Calendaring
    • Global Address List access for U of T
  3. Print account for accessing features of these multi-functional devices:
    • Controlled access via ID Badge for:
      • Copying
      • Faxing
      • Scanning to an email
    • Securely releasing prints via ID Badge – any printer
  4. Clinical Management System Account – Axium
    • Account with rights to approve student imaging, (x-rays) 
    • Second MiPacs account for viewing patient x-rays from their own computer account
    • Rights to edit images, export, import and capture images
  5. ID Badge
    • Photographer photo session for ID photo
    • Colour ID Badge with plastic sleeve and clip
      • Encoding on card for multifunctional printers
      • Q-code printed on the back of the card for rapid lab coat dispensing (if applicable)
  1. Computer account – account directory information, listed as provided above
    • “Staff and Faculty” group email listing
    • BW and colour printer access with multifunctional capabilities throughout the building
    • Employee file storage area with capacity of 10 Gb
  2. U of T email account, (Provided when UTORid is activated)
    • Calendaring
    • Global Address List access for U of T
  3. Print account for accessing features of these multi-functional devices:
    • Controlled access via ID Badge for:
      • Copying
      • Faxing
      • Scanning to an email
    • Securely releasing prints via ID Badge – any printer
  4. UofT VoIP Telecom account – (some exceptions)
    • Phone number assignment
    • Standard User account – a software based “phone”, (soft-phone), that is accessed on a computer with a Headset
  5. ID Badge
    • Photographer photo session for ID photo
    • Colour ID Badge with plastic sleeve and clip
      • Encoding on card for multifunctional printers
      • Q-code printed on the back of the card for rapid lab coat dispensing (if applicable)
  6. Standard “All-in-one” desktop computer  (For Academic/Administrative activities)
    • Dell Computer
    • 21.5 HD display
    • Wired keyboard and mouse
    • Built-in speaker and camera 
  7. Standard “All-in-one” desktop computer (For Lab/Research activities)
    • Dell Computer
    • 21.5 HD display
    • Wired keyboard and mouse
    • Built-in speaker and camera 
  8. Standard Dentistry software (Both computers)
    • Administrative Software - Microsoft Office 2016 Suite with Skype
    • Web browsers - Internet Explorer, Chrome, Firefox
    • Graphics and Media - Adobe Acrobat Reader, XnView, 7-zip, Inkscape, Gimp 2, VLC 
    • Clinic Software – Axium, MiPacs
  1. Computer account – account directory information, listed as provided above
    • “Staff and Faculty” group email listing
    • BW and colour printer access with multifunctional capabilities throughout the building
    • Employee file storage area with capacity of 10 Gb
  2. U of T email account, (Provided when UTORid is activated)
    • Calendaring
    • Global Address List access for U of T
  3. Print account for accessing features of these multi-functional devices:
    • Controlled access via ID Badge for:
      • Copying
      • Faxing
      • Scanning to an email
    • Securely releasing prints via ID Badge – any printer
  4. UofT VoIP Telecom account – (some exceptions)
    • Phone number assignment
    • Standard User account – a software based “phone”, (soft-phone), that is accessed on a computer with a provided Headset
  5. ID Badge
    • Photographer photo session for ID photo
    • Colour ID Badge with plastic sleeve and clip
      • Encoding on card for multifunctional printers
      • Q-code printed on the back of the card for rapid lab coat dispensing (if applicable)
  6. Standard “All-in-one” desktop computer
    • Dell Computer
    • 21.5 HD display
    • Wired keyboard and mouse
    • Built-in speaker and camera 
  7. Standard Dentistry software
    • Administrative Software - Microsoft Office 2016 Suite with Teams
    • Web browsers - Internet Explorer, Chrome, Firefox
    • Graphics and Media - Adobe Acrobat Reader, XnView, 7-zip, Inkscape, Gimp 2, VLC 
    • Clinic Software – Axium, MiPacs
  1. Computer account – account directory information, listed as provided above
    • “Staff and Faculty” group email listing
    • BW and colour printer access with multifunctional capabilities throughout the building
    • Employee file storage area with capacity of 10 Gb
  2. U of T email account, (Provided when UTORid is activated)
    • Calendaring
    • Global Address List access for U of T
  3. Print account for accessing features of these multi-functional devices:
    • Controlled access via ID Badge for:
      • Copying
      • Faxing
      • Scanning to an email
    • Securely releasing prints via ID Badge – any printer
  4. UofT VoIP Telecom account – (some exceptions for clinical staff)
    • Phone number assignment
    • Standard User account – a software based “phone”, (soft-phone), that is accessed on a computer with a Headset
  5. ID Badge
    • Photographer photo session for ID photo
    • Colour ID Badge with plastic sleeve and clip
      • Encoding on card for multifunctional printers
      • Q-code printed on the back of the card for rapid lab coat dispensing (if applicable)
  1. Computer account – account directory information, listed as provided above
    • BW and colour printer access with multifunctional capabilities throughout the building
  2. U of T email account, (Provided when UTORid is activated)
    • Calendaring
    • Global Address List access for U of T
  3. U of T Email contact information listed in the Global Address List
  4. Print account for accessing features for the B/W multi-functional devices:
    • Controlled access via ID Badge for:
      • Copying
      • Faxing
      • Scanning to an email
    •  Securely releasing prints via ID Badge – any printer
  5. Clinical Management System Account – Axium
    • Account with rights to approve student imaging, (x-rays) 
    • Second MiPacs account for viewing patient x-rays from their own computer account
    • Rights to edit images, export, import and capture images
  6. ID Badge – Assure ID database
    • Photographer photo session – Colour portrait
    • Colour ID Badge with plastic sleeve and clip
    • Encoded information on card – allow releasing of prints
    • Encoded Axium account username/password for approvals as defined above
  1. Computer account 
  2. U of T email account, (Provided when UTORid is activated)
    • Calendaring
    • Global Address List access for U of T
  3. U of T Email contact information listed in the Global Address List
  4. Print account for accessing features for the B/W multi-functional devices:
    • Controlled access via ID Badge for:
      • Copying
      • Faxing
      • Scanning to an email
    •  Securely releasing prints via ID Badge – any printer
  5. Clinical Management System Account – Axium
    • Account with NO rights to approve student dental procedures, prescriptions, treatment plans, etc.
    • NO Access to Axium subsystems
    • Rights to be dispensed a lab coat
  6. ID Badge – Assure ID database
    • Photographer photo session – Colour portrait
    • Colour ID Badge with plastic sleeve and clip
    • Encoded information on card – allow releasing of prints
  1. Computer account 
  2. U of T email account, (Provided when UTORid is activated)
    • Calendaring
    • Global Address List access for U of T
  3. U of T Email contact information listed in the Global Address List
  4. Print account for accessing features for the B/W multi-functional devices:
    • Controlled access via ID Badge for:
      • Copying
      • Faxing
      • Scanning to an email
    •  Securely releasing prints via ID Badge – any printer
  5. ID Badge – Assure ID database
    • Photographer photo session – Colour portrait
    • Colour ID Badge with plastic sleeve and clip
    • Encoded information on card – allow releasing of prints

Click HERE to download the cheat sheet.

Cheat Sheet

When you get your new Windows 10 computer some files may not be associated to open with the programs you are used to. In this example we will show you how to build the association between PDFs and the Adobe Acrobat Reader.

Step 1. Launch Adobe Acrobat Reader

Adobe 1

Step 2. The program will prompt you if you want to use Adobe as the default PDF viewer, say yes then the following menu will appear. Press continue.

Adobe 2

Step 3. A new window will popup select change, yet another window will popup, find the Adobe PDF icon and press save/continue. All done!

Adobe 3

Windows key
Open or close Start Menu.

Windows key + D
Display and hide the desktop.

Windows key + E
Open File Explorer.

Windows key + H
Open the Share charm.

Windows key + I
Open Settings.

Windows key + L
Lock your PC or switch accounts.

Windows key + M
Minimize all windows.

Windows key + R
Open Run dialog box.

Windows key + S
Open Search.

Windows key + X
Open Quick Link menu.

Windows key + Number
Open the app pinned to the taskbar in the position indicated by the number.

Windows key + Left
Snap app windows left.

Windows key + Right
Snap app windows right.

Windows key + Up
Maximize app windows.

Windows key + Down
Minimize app windows.

Windows key + Comma
Temporarily peek at the desktop.

Windows key + Ctrl +D
Add a virtual desktop.

Windows key + Ctrl + Left or Right
Switch between virtual desktops.

Windows key + Ctrl + F4
Close current virtual desktop.

Windows key + Home
Minimize all but the active desktop window (restores all windows on second stroke).

Windows key + PrtScn
Capture a screenshot and save in Screenshots folder.

Windows key + Shift + Up arrow
Stretch the desktop window to the top and bottom of the screen.

Windows key + Tab
Open Task view.

Windows key + "+" key
Zoom in using the magnifier. '

Windows key + "-" key
Zoom out using the magnifier.

Ctrl + Shift + Esc
Open Task Manager.

Alt + Tab
Switch between open apps.

Alt + Left arrow key
Go back.

Alt + Right arrow key
Go foward.

Alt + Page Up
Move up one screen.

Alt + Page down
Move down one screen.

Ctrl + Alt + Tab
View open apps

Ctrl + C
Copy selected items to clipboard.

Ctrl + X
Cut selected items.

Ctrl + V
Paste content from clipboard.

Ctrl + A
Select all content.

Ctrl + Z
Undo an action.

Ctrl + Y
Redo an action.

Ctrl + D
Delete the selected item and move it to the Recycle Bin.

Ctrl + Esc
Open the Start Menu.

Ctrl + Shift
Switch the keyboard layout.

Ctrl + Shift + Esc
Open Task Manager.

Ctrl + F4
Close the active window.

Click HERE to download the Windows 10 PDF overview.

This PDF outlines some new features found in the Windows 10 operating system.

Click HERE to download the migration guide.

The following video contains an overview of Windows 10 and it's new features.

If you want to make complex changes to a digital photograph you can either use a specific image manipulation software such as Gimp, XnView, Inkscape or Photoshop Elements. Or, for simple changes (brightness/contrast/cropping/colour adjustments) you can use features within an existing software such as the Microsoft Office. Please see the links below that offer instruction on a variety of image adjustments.

 

MICROSOFT OFFICE (WORD, OUTLOOK, POWERPOINT, EXCEL)

https://support.office.com/en-us/article/pictures-charts-and-tables-42b7df04-002d-48a8-9262-ad2f9ab408cd?ui=en-US&rs=en-US&ad=US

 

GIMP

https://www.gimp.org/docs/userfaq.html

 

XNVIEW

https://newsgroup.xnview.com/viewforum.php?f=17

 

INKSCAPE

https://inkscape.org/en/learn/faq/

 

PHOTOSHOP ELEMENTS

https://helpx.adobe.com/ca/support/photoshop-elements.html

Please see the attached PDF documents prepared by the University of Toronto for specific information or call the University of Toronto central Help Desk at 416-978-HELP if you are experiencing difficulty.

With a web browser go to https://mail.utoronto.ca and log in with your University of Toronto username and password.

Main Menu:

To listen to your messages - press 1

To record/change your “Busy” greeting - press 2

To record/change your "No answer" greeting - press 3

To record/change your "Extended away" greeting - press 4

To compose and send a new message - press 5

To delete all messages - press 7

 

After (pressing 1 above) WHILE listening to a message, you can:

To start at the beginning of the message - press 1

To pause message - press 2

To skip through message - press 3

 

After (pressing 1 above) and AFTER the message, you can:

To save current message - press #

To repeat current message - press 2

To go to previous message - press 4

To listen to envelope - press 5

To go to next message - press 6

To erase current message - press 7

To call back the number - press 8

To go to more options - press 9

To go back to the previous menu - press *

 

After (pressing 9 above) and getting more options, you can: 

To reply to message - press 1

To forward message - press 2

 

 

 

VoIP is a way of using your network cable to send and receive the sounds of your voice, or Voice over IP.  Rather than using a phone line it uses a network cable.  It is all digital, so it is great for networking and integration with other technologies.

At Dentistry we have two forms of VoIP. 

The first is a VoIP Phone, which is a device that looks like a traditional phone.  It is often called a "hard phone" because it is a physical piece of hardware:  

Polycom 311 phone

The second way we use VoIP is with a piece of software on your computer that "acts" like a phone. The software is called Communicator 7: 

The Communicator 7 Application          Logitech Headset

You may see this pop up on our computer desktop. You login using your username which is your new VoIP phone number. We provide a "headset" that has a microphone and headphone so you can hear and receive sound.  The combination of software on your computer and the headset are often called a "soft" phone because it is software based.

Most staff at Dentistry will receive a softphone using COMMUNICATOR 7 with a LOGITECH headset.  Most reception areas will receive a POLYCOM 311 hard phone.

 

Yes. Simply dial your Dentistry phone number with area code and wait for your voicemail message to start.  Once the message starts, press the * key.  This will take you to the voicemail menu where you can listen to your voicemail messages and access the other voicemail menu items.

Please see the following guide to change your passcode.  NOTE: You must know your existing passcode in order to make a change.  If you are accessing the voicemail for the first time please go to the following guide. 

You can change you passcode from:

  1. Your Dentistry computer using the Communicate 7 application
  2. Your own cell phone, home phone or other non-VoIP phone

If you need to get start and what to make a call, answer a call and learn the main functions of this new type of phone, attached is a guide to most uses of the new Polycom 311 Desktop phone:

I have been asked to manage an email account, and have been given the rights to do so, how to I send a email message from this account?

  1. If you have been given "full access" to the other email account, it will automatically show up under your personal email account in outlook.
  2. If you have been given only "send as" rights the email account will not be displayed.

Please refer to this guide to add the "from" field to an email so it will appear as if it is from the other email account you have been askd to manage:

Attached is a guide to setup voicemail with your Polycom 311 desktop phone.  It is recommended that you record a custom personal greeting for those times when you are on the phone, or for when you are away from the office or on Vacation. There is also an option to record and activate an extended absence greeting for leaves or other long absences.

If you need to get start and what to make a call, answer a call and learn the main functions of this new type of phone, attached is a guide to most uses of the Communicator 7 VoIP application:

You most likely have "Do Not Disturb" turned on.  See the attached guide on how to turn this feature on or off in the Communicator 7 application:

Most printers have been re-assign new network addresses and therefore you will need to change the network address for the scanning function from your computer.  Please see this guide to made the changes:

This folder is mapped automatically as the "X" Drive when you logon to any Dentistry computer with your computer account.

To access these files from your own laptop make a remote connection to "Remote Apps", press the "explorer" button and the "Student Resources" folder will open. 

More information here:

"I can't get voice messages".  "People have said they left a message but I don't see them". 

Please refer to this guide for the recommended settings for voicemail in the Communicator application to help with the above problems:

It is a common practice to use cloud-based storage services to share documents and collaborate with others. While there are a number of free cloud-based storage services available, the only one currently supported at the Faculty of Dentistry is Sync.com. Sync.com has completed an information risk assessment and it has been determined that this service is suitable for general file-sharing collaboration when there is a need to collaborate with peers outside of the Faculty of Dentistry. Please note that we only recommend this service for general file sharing and collaboration. For clinical files, we have an in-house secure managed file transfer service called DentDox. Finally, you should always be using your Faculty of Dentistry provisioned storage resources as the main location to store your documents on a daily basis.  For more information, or to discuss the most appropriate file storage solution for your particular scenario, please contact the IITS help desk and we will be happy to advise you correctly.

 

Email is not considered a secure means to transfer confidential documents between the Faculty and external healthcare providers in the circle of a patient's care. For this purpose, the Faculty of Dentistry has provisioned DentDox, which is a secure managed file transfer service that encrypts files at rest and in transit through a password protected portal. 

Below, you can access a range of instructional materials, including a password reset guide, and a guide to sending and receiving documents with secured parties:

How to download files from DentDox

How to reset your password (Non UofT accounts)

How to send documents to external people

How to setup external accounts

How users can send you files securely using Request Files

The communicator 7 application allows to you to customize whom will get your forwarded calls, when you do not want to be disturbed and under what conditions your call will go to voicemail.  Please see the following guide to configure these settings:

Phone numbers you use often can be managed in the CONTACTS area of the communicator 7 application.  You can search the U of T - VoIP phone directory, your personal Outlook contacts, or create your own list.  You can even create custom groups of numbers.  See the following guide to see how:

The Audio setting in Communicator 7 need to be set to use your provide headset in order to receive sound from your caller.  Also if you want to hear the ring of a call in Communicator 7 you will need to make sure the ring goes through your speakers.

It is recommended that you keep the password that you have been given and press remember password when you first login. 

You MUST know your present Password in order to make a change.  If you have forgotten your passcode you must come to the Help Desk at room 346 and we can re-set this for you.  If you are accessing the Communicator 7 application for the first time you will have been provided with a passcode.  Your "username" is the complete phone number, (* e.g. 416-864-____), that has been given to you. You may notice that your number is shown with a 1 in front, like 1-416-864-_____ You do not have to add this to sign in.

Please see the attached guide:

Please see the following guide to change your password.  Your new passcode will be 6 digits.  NOTE: You must know your existing password in order to make a change.  If you are accessing the voicemail for the first time please go to the following guide. 

You can change your passcode from:

  1. Your Dentistry computer using the Communicate 7 application: Go to General > Turn on update password > enter current password > enter new password
  2. Your own cell phone, home phone or other non-VoIP phone
  3. The U of T TeleCom Portal

 

Please use this guide below to setup your voicemail greetings for the first time. It is recommended that you record a custom personal greeting for those times when you are on the phone, when you are away from Faculty, or on a vacation. There is also an option to record and activate an extended absence greeting for leaves or other long absences.

"Call from phone" is only for people who have a VoIP phone and wish to use the Communicator 7 application to place their call via their attached Polycom 311 desktop phone.

The "Video call" feature is not available for Dentistry VoIP accounts.

If you accidently place your call using these button, your call will appear to be dialing but will not connect.  You must ONLY use “Call” when using the Communicator 7 application.

Yes - When you plug in your headphones you will get a message saying "which device do you want to use?".  Choose from the list: "Dell Speaker Out".  This setting will allow both your personal headphones and your Communicator 7 headset to work together.  You will hear a ring in your personal headphones, and then be able to put on your headset on to answer the call, without the other sound playing to your headset interfering.

You can do what is called "3 way calling" which will allow you to add 2 people in addition to yourself to a call. 

If you require more people to join a call you will not be able to do this from your phone or the Communicator 7 application.  You can call any regular phone number (even outside Dentistry) to add them to the call, they do not have to have a VoIP phone.

I want to transfer a call to someone in the University or outside Dentistry - can I do this?

Yes - You can transfer a call to any number you can normally dial.

 

Simple plug in the headset to a free USB port on your computer and use these handy switches:

Logitech headset switches

To access email from home, or anywhere:

  1. Use any web browser (chrome, firefox, etc.) to access a web version of Outlook.  In the web address area type: mail.utoronto.ca and press return. 
  2. You will be taken to the University of Toronto authentication page
  3. Enter your UTORid and password (Remember this is NOT your Dentistry password)
  4. When you are finishing, completely close the web browser for security

These are the Axium dispensary kit types and sundries available within the system as well as the powerpoint presentation.

Dispensary Videos

1. Personal Planner Dispensary Request: https://iits.dentistry.utoronto.ca/node/1086
2. Create appt's & linking tx's using the EHR: https://iits.dentistry.utoronto.ca/node/1087
3. Create appt's & linking tx's using Scheduler: https://iits.dentistry.utoronto.ca/node/1088

This video explains how to create an appointment and link in treatments using the Axium scheduler.

This video explains how to create an appointment and link in treatments to these appoints using EHR. 3 different methods are explained.

This video explains how to add a dispensary request using Axium.

When you navigate to the Faculty of Dentistry's main website and get the error message, "disallowed key characters" you will need to clear your browser's cookies and cache. This seems to be happening in very rare instances and generally on older browser versions. If you require assistance with this please contact our help desk at 416-864-8123, in person in room 346 or by email at help@dentistry.utoronto.ca.

If clearing the cookies and cache does not fix the problem please contact the I&ITS help desk and help us troubleshoot the issue further by providing the  following information:

  • The URL of the page that produced the error
  • The browser you were using and the version
  • Whether you were on a Mac or PC
  • A screen capture of the browser and error

This problem is the result of the switch from our old website to the new website and the way certain browser versions manage cookies and caching.

The Evaluations module will allow you to review all your grading cards for in process and completed work, along with unevaluated and unapproved procedures. Watch the video above and follow along with the instructions listed here:

  • Click on the evaluations icon on your desktop.
  • Click on the search button now. This will pull up all your grades.
  • Select the second to last item.
  • Click on the view button, to see that grading card.
  • The “unevaluated treatment” tab. This tab, lists treatments that have not been graded.
  • Click on the patient column header to sort the items by patient’s name.
  • Right click on the first item for patient Day Research.

Using the Mark-Up tool in Microsoft Word not only keeps track of changes made the article by the reviewer, but also allows for questions and comments to the author.

A quick video introduction to the Dental Procedure Education System (DPES) for students.

Here are the basic guidelines for creating a DPES Pro article.

This tutorial will show you how to copy a list of e-mails from excel to outlook.

  • Click on a column in excel by pressing 'Ctrl+a'.
  • Right click on the selected e-mails and press copy.
  • Goto Outlook and in the to field paste the e-mails by pressing 'Ctrl+v'.

This tutorial will outline how to edit adobe PDFs.

First step is to make sure your using adobe acrobat 10 pro. Acrobat pro can be distinguished by a white icon and the normal reader by a red one. To launch the program select the start icon and search for 'adobe x pro'.  Another method is right clicking on PDF and select 'open with' then select the acrobat with the white icon.

Once you open the PDF if you can select the text then it is editable. To continue,

  • Select tools then content.
  • Select edit document text.
  • Now you can edit the text.

Note: You may see warning, the warning means fonts might not be availabe and will use a substitute.

This module will allow you to get a list of all your patients including their account balances, all the treatments you've performed with a list of grades, and all the procedures you've completed. You will only be using 3 tabs of the information manager: Patient Clinical and Billing. Watch the video above and follow along with the instructions listed here:

  • Click on the Information manager icon on your desktop.
  • Click on the “Custom” button.
  • For this example, choose the last option.
  • Click on the select button.
  • Click on search to see the report.
  • Click on the billing tab now.
  • To get a list of all procedures, click on the custom button.
  • Select this option
  • Click on the select button.
  • Click on Search to see the list.
  • Click on the “treatment code” column header.
  • Click on the Add button and close the window.
  • Click on the custom button.
  • Select the AR option
  • Click on select.
  • Click on search
  • Click on the clinical tab.
  • Click on the “all grades” option.
  • Click on select.
  • Click on search.

This tutorial will show you how to add and refill a prescription for your patient. Watch the video above and follow along with the instructions listed here:

  • Click on the rolodex icon now.
  • Select patient Day Research.
  • Click on the Electronic Health Record icon on the desktop.
  • Click on the Prescriptions tab.
  • Click on the Create a New Record icon.
  • Select Amoxicillin from the DRUG drop down list.
  • Select the 250mg dosage.
  • Under the frequency type Once a day.
  • Click on the OK button.

The EHR Forms video will demonstrate how to add forms for your patient. This tutorial will show you how to add a prescription for your patient and print it out. Watch the video above and follow along with the instructions listed here:

  • Select plan treatment from your personal rolodex.
  • Now click on the Electronic Health Record icon on your desktop.
  • Select the forms tab
  • To add a form to this patient’s record, click on the “Create a New Record” icon on the bottom half of the screen.
  • Click on the OK button.
  • Enlarge the form by clicking on the up arrow.
  • Click on question number 1.
  • Choose Normal consideration from the dropdown list.
  • Click on the Calculate button.
  • Then click on the approve button at the top.

The Chart Add video will teach you when and how to use the Chart Add tab. The Chart Add tab is used to add treatments for a patient which is similar to the Tx Planning module with a few important differences. Watch the video above and follow along with the instructions listed here:

  • Select Patient day research from your personal rolodex.
  • Click on the Electronic Health Record icon.
  • Click on the chart add tab, this is the folder with the plus sign to the right of the odontogram.
  • Make sure dental Treatments is selected and click on the restorative category.
  • Under the quick list , select on code 27211 PFM crown, notice the pen beside this code.
  • Click on site 46 on the odontogram.
  • Add this item by clicking on the add planned tx button.
  • Click on the add button.
  • Click on the blue box on the main axium window.
  • Select the PFM crown and the lab.
  • Ask your instructor to approve.
  • Both items now appear in black.
  • The procedure will be added to the treatment history tab and in the progress tab.
  • Click on the Treatment history tab now.
  • Click on the estimate icon which is the yellow icon in the bottom. Here you can view the cost of all the procedure that you have added.
  • Click on the PFM corn.
  • Click on the PFM corn lab. The total cost appears at the bottom of the screen.

This video will teach you how to use the Treatment Plan tab in EHR. Watch the video above and follow along with the instructions listed here:

  • Select Patient on your personal rolodex.
  • Click on the Electronic Health Record tab on your desktop.
  • Select the treatment plan tab.
  • To enter a new treatment plan, click on the “create a new record” icon.
  • Click on the “3 dots” which is located on the far right.
  • Click on dental pain on this list.
  • Click on the add a new record icon on the top.
  • Click on the diagnosis tab.
  • Click on the general plan tab.
  • Click on the Detailed plan tab.
  • Click on the Create a new record icon.
  • Click on the diagnosis on this window.
  • Click on the codes subtab.
  • Click on the quick list sub tab.
  • Select code 01103, which is the complete exam.
  • Select the “add a new record” Icon.
  • Select preventive.
  • Click on code 11113, scaling 3 units of time.
  • Click on the add a new record icon.
  • Click on the codes subtab.
  • Select the restorative category.
  • Double click on code 21223 which is permanent molar 3 surface non bonded.
  • Click on the add a new record icon.  
  • Click on the codes subtab.
  • Click on code 21223 permanent molar.
  • Click on add a new record icon.
  • Select code 11113 from the treatment planning window.
  • Click on the details sub tab.
  • Click on the display button.  
  • Click on the copy
  • Click on the Entry button.
  • Select the item you want to delete.
  • Click on the delete record button.
  • Click on the codes subtab. Under category, select oral surgery.
  • Click on code 71101, extraction single tooth.
  • Select site 27 on the odontogram.

The EHR-Tx history tab allows you to see all the treatments, notes and forms for your selected patient. This video will teach you how to create multiple treatment plan options for your patient. Watch the video above and follow along with the instructions listed here:

  • Select Patient Take two video from your personal rolodex.
  • Click on the Electronic Health Record icon on your desktop.
  • Double Click on the blue box now.
  • Double click on this item.
  • Click on the in process option to change the status.
  • Click on the OK button.
  • Double click on the “complete exam procedure”
  • Select the completed option.
  • Click on the OK button.
  • Double click on the blue box.
  • Select the complete exam which has the status C.
  • Click on the 3 dots, beside the site box.
  • Click on the “deselect all” button.
  • Choose site 21 from the list.
  • Click on the OK button.
  • Click on the 3 dots beside the from date.
  • Click on the OK button,
  • Click on the in progress tab

The Electronic Health Record, commonly known as the EHR is one of the most frequently used modules in AxiUm with various tabs and subtabs. That's why we've divided the EHR tutorials into different sections to make them easier to understand. Watch the video above and follow along with the instructions listed here:

  • Select Patient from your personal Rolodex.
  • Select tooth: 22.
  • Right click and select age change.
  • Select tooth 44.
  • Right click and select missing.
  • Click on tooth 41 for this example.
  • Right click and select tooth notes conditions.
  • Click on the Add a new Note icon on the top.
  • Select tooth 28.
  • Right click and select Show tooth history
  • Select tooth 46.
  • Right click and select tooth details.
  • Right click and select view tooth.
  • Click on this icon now,
  • Click on the “add new” button. Your general note will then appear on the treatment history window,
  • By clicking on the print button, you can click any selected tab.

The Patient Care module is in fact a summary page for each and every one of your patients. If you wish to see this summary for a patient, first you have to select that patient from your personal rolodex and then click on the Patient Care icon. Watch the video above and follow along with the instructions listed here:

  • Click on the Rolodex icon now.
  • Select Patient Day Research from your personal rolodex.
  • Click on the Patient Care icon on your desktop.
  • Click on the Record Type header.

The Personal Planner tutorial will teach you how to use your personal planner. Personal Planner allows you to keep track of unapproved treatments, notes, assigned patients, appointments, patient needs and overdue patients. Watch the video above and follow along with the instructions listed here:

  • Click on the Personal Planner icon on your desktop.
  • Click on the magnifying glass.
  • Click on the magnifying glass now.
  • Click on the “end date” column header now.
  • Click on the appointments tab now,
  • Click on the magnifying glass.
  • Right click on the very last patient on the list, take two video, and select “go to appointment”
  • Click on the “reschedule” button. Now, you need to Close the Appointment History window.
  • Click on the chair tab to select your assigned chair. Make sure the correct clinic comes up, and if not,
  • Click on the book icon to change the clinic.
  • Select chair 163. click on the active tab.
  • Click on the Patient needs tab now.
  • Click on the Add a New Record icon on the top.
  • Under type, select “general treatment”.
  • Click on the 3 dots beside the “codes” section.
  • Double click on the appropriate treatment, in this case, choose Perio.
  • Click on the “add “button and close this window.
  • Click on the Overdue Pts tab now.
  • Click on the magnifying glass to see the list.

The Scheduler tutorial will teach you how to schedule appointments. You will also learn how to record a missed or cancelled appointment for your patient. Watch the video above and follow along with the instructions listed here:

  • Click on the scheduler icon,
  • Click on the book icon.
  • Double click on Clinic 1.
  • Now click on the 12:30 time at the very bottom of your screen.
  • Now click on the active tab.
  • Select the correct time from the App Code drop down list.
  • Click on the Treatment Plan button.
  • Double click on the Specific Oral exam.
  • Select the Perio kit from the appointment status drop down list.

The Messenger tutorial will demonstrate where you’ll find important email messages from the Clinic Office, Program Directors and Administration Staff. You may use this module to contact each other as well. Email messages will be generated automatically each time a new patient is assigned to you. Watch the video above and follow along with the instructions listed here:

  • Click on the message icon now.
  • Double click on the last message by Markia Banfi which is at the very bottom of your list.
  • Click on the forward button now.
  • Click on the three dots to the right of the “To” field to find the recipient.
  • Type Banfi in the Criteria box and click on column header “Member Name”.
  • Double click on the first option.
  • Type young in the criteria box.
  • Double click on Instructor Steven Young.
  • Select Marika Banfi from your recipients’ list. Now click on the left pointing arrow.
  • Select the send button and this message will be sent only to Steven Young.

The Patient Card tutorial will review all the tabs in the Patient Card and will focus on certain fields of importance. Watch the video above and follow along with the instructions listed here:

  • Click on the rolodex icon now.
  • Select Patient Production Video from your personal rolodex.
  • Click on the Patient Card icon.
  • Click on the Contact Notes icon.
  • In order to add a note, first you have to type your note in the empty box, and then click on the Add a New Record icon, that is the icon with the plus sign at the top.
  • Type “notes here” in the empty box and click on the Add a New Record icon.
  • Now close this window.
  • The Do Not Treat status means that the Patient has overdue payments therefore should not be treated;
  • Now let’s Move on to the Insurance 1 box, located on the left hand side of the screen.

The Rolodex tutorial will teach you how to call up a patient, place your patient in your personal rolodex and how to add a recall for your patient. Watch the video above and follow along with the instructions listed here:

  • Click on the rolodex icon which is the first icon on the top left.
  • Type the underscore character and press enter now.
  • Select patient “plan treatment”.
  • Double Click on patient “plan treatment”.
  • Right click on plan treatment and select “hold patient in list”.
  • Right click on Plan Treatment on your personal rolodex and select Patient recalls.
  • Click on the down arrow beside the Recall Code Box and select 2PER6 which means perio recall 6 months.
  • Click on add a new record icon which is on the top left.

These tutorials have been created to better acquaint you with AxiUm. These video demonstrations use audio narration so please ensure your speakers are on or you may use a headset.

The Alteration Memo video will teach you how to alter final treatment plans. Watch the video above and follow along with the instructions listed here:

  • Select patient Dave Smith.
  • Click on the Electric Health Record icon on your desktop.
  • Click on the create a  new record icon,
  • Click on the oral surgery category
  • Select extraction single tooth.
  • Select site 27.
  • Click on the add planned treatment icon.
  • Click on the chart number at the bottom of your screen.
  • Click on the Treatment history tab.
  • Click on the estimate icon.
  • Select the two procedures on site 27.
  • Click on OK.
  • Click on print.
  • Select on the procedure that you will no longer be performing.
  • Click on the delete record icon.

The CMOS status light should be green and indicate "Active". If it does not, please verify the sensor is plugged in, then close MiPacs, exit from Axium and restart the computer. If the issue persists, contact the Radiology Clinic at extension 4377.

Contact the team leader in your clinic or the Radiology Clinic at 4168648334.

Close MiPacs, exit out of Axium and restart the computer. This should resolve the issue.

Lecture capture uses specialized hardware and software in the classroom to record PowerPoint presentations along with the synchronous audio of the instructor. There is also an option to capture a second video window for a visual recording of the instructor or to record something such as a hands-on demonstration. The recording is made available to students to review after it is processed and posted to the University’s MyMedia video streaming service.

There is some manual processing involved before the recording can be made available for review, however, you can generally expect the recording to be available within two business days.

Since there are intellectual property rights involved, the recording must be agreed to and requested directly by the instructor. Please ask your instructor if she/he is willing to submit a request to I&ITS to have a class or series of classes recorded. It is important that I&ITS receives the formal request from your instructor at least one week in advance of the class so that it can be scheduled in the system.

At least one week prior to the class, contact the I&ITS Help Desk with your request. You will be asked to fill out and sign a formal request to have a class or series of classes recorded. Once this is done we will schedule the recording(s) in the system.

Just before going to the classroom, sign out a wireless microphone from the I&ITS Help Desk. The podium microphone can also be used as long as you stay at the podium during the entire duration of the lecture.  The recording has been scheduled to start automatically at the beginning of your class and stop automatically at the end of your class so you can just deliver your presentation as you normally would. It is as simple as that!

Lecture Capture is available for the following classrooms: the auditorium, 170, 171, 216 and 360.

Please contact the I&ITS Help Desk as soon as possible and describe your problem. Let them know whether you are playing back from a Mac, PC or portable device, what browser you are using and the specific nature of the playback issue. I&ITS will try to help troubleshoot the issue and find a solution. In some cases, a recording may fail altogether, meaning it will not be available. Due to the many hardware and software components I&ITS cannot offer lecture capture as a guaranteed service, therefore, it is important to attend class even if it is being recorded for later review.

You can, but there are often fees involved, and turn-around times may vary. Please drop by the IITS Front Desk (Room 346) or contact help@dentistry.utoronto.ca. In your email, please provide the following information:

  • Your role at the faculty
  • The number of scans required
  • Clarification as to whether the scans are for publication or for a PowerPoint presentation
  • The deadline for completion of your scan

Once we have assessed your request, we will provide a quote for this service.

University of Toronto WiFi is now operated by main campus. You can request an immediate guest account for WiFi here. You will be required to log into the account sponsor tool with your own UtorID credentials. This will allow the guest to have 5 days of access. 

If your guest requires more than 5 days, please contact the Help Desk at help@dentistry.utoronto.ca.  Please provide your guest’s full name, their e-mail address, the amount of time for which this account is required, and the purpose of the guest account.

  • Select the patient from Rolodex
  • Click on the ‘Patient Card’ icon
  • Click on the ‘Patient’s Physician’ section
  • Click on the ellipses (…) beside the ‘Name’ box
  • Type in the name of the physician or an underscore ( _ ) to see the entire list
  • To select a physician, double-click on their name.

To add a new physician, click on the ‘Add a New Record’ icon, and fill out the necessary information.

Please follow these steps:

  • Select the patient from Rolodex
  • Click on the ‘Patient Card’ icon
  • Click on the Patient’s ‘Physician’ section
  • Click on ‘By’ under the referrals box
  • Click on the ellipses (‘…’) to the right of ‘Referred By’
  • Type in the name of the DDS student. Typing an underscore (‘_’) will display the entire list
  • To select a DDS student, double-click on their name
  • Click on the ‘Add a New Record’ icon
  • Close the window.

If you wish to add a new DDS student to the list, follow the steps above, except instead of searching for a name or typing an underscore, select the Create a New Record icon, fill in the information, and click ‘Save.’

Please follow these steps:

  • Select the patient from Rolodex.
  • Click on the ‘Transactions’ icon.
  • Select the ‘Treatment’ tab.
  • Click on the ‘Planned’ sub-tab.
  • Select your procedure.
  • Click ‘Submit.’
  • Click ‘OK.’

A feature of AxiUm enables you to select a patient without opening Rolodex. Once you have a list of patients in front of you, right-click and select ‘Select Patient.’

The patient’s balance appears above the ‘Reason/Note’ box.

Note: please remember to enter the patient’s date of birth, since AxiUm automatically charts primary teeth on the odontogram if no date of birth is entered. If you enter the date of birth of a patient under the age of 18, AxiUm will prompt you to enter the guarantor’s information.

Yes: you can sort each column of the TX History by clicking on the column header.

Please follow these steps:

  • Double click the procedure
  • If the procedure is not completed, click ‘In Process.’
  • If you’ve finished the procedure, click ‘Completed’
  • Click ‘OK’

Undergraduate (DDS) students cannot modify notes. You can, however, add a new note updating an old one.

To connect to the wireless network with a Mac, follow these steps:

  • Go to the wireless icon on the top left of your screen.
  • Click on U of T and enter your UTORID Username and Password.
  • You should now be connected to the University of Toronto wireless network.
  • Please note that older versions of the Macintosh Operating System (Older than OSX 10.9 Mavericks) may require additional configuration steps when connecting to the U of T network.
  • If you are having connectivity issues, please submit an online help request to the IITS help desk at help@dentistry.utoronto.ca.

To connect to the wireless network on Windows, please follow these steps:

  • Click the wireless icon that appears on the bottom of the taskbar.
  • Click on ‘U of T,’ and a window will pop up.
  • Enter your UTORID username and password.
  • Note: If a message pops up notifying you that your computer cannot authenticate the server, just click ‘connect anyway.’
  • If you are having connectivity issues, please submit an online help request to the IITS Help Desk at help@dentistry.utoronto.ca.

If you are a new student you will be provided with an activation letter

If you are a new staff member HR will provide you with an activation letter

The activation letter will have your UTORid and a secret activation code needed to created your account.

With this letter in hand, Click this link and enter the above information and follow the step-by-step guide to activating and setting up your UTORid and @utoronto.ca email account. 

Follow these steps:

  1. Look below your Inbox to find the 'deleted items' folder
  2. Open this and search for the deleted item
  3. If you find the items, right click on the email and choose move. This only applies if you have not purged emails from your  'deleted items' folder
  4. If you have emptied your 'deleted items' folder, you can click on "Recover Deleted Items from Server" displayed in the Home menu in Outlook
  5. A list of the items that have not been purged from the email server will show and you can press "Restore Selected Items"

Recently, you may have received an email warning staff and faculty about email messages that may seem trustworthy, but, if opened, could be dangerous. CryptoLocker is a particularly malicious piece of ransomware (Ransom Software) that targets all versions of Windows, encrypts a user’s files, and then sells the files back to the user for a high price.
Once the software has finished its encryption process, displays a CryptoLocker payment program prompting the user to send a ransom of either $100 or $300, in order to decrypt the files. This screen will also display a timer stating that the user have 72 hours, or 4 days, to pay the ransom or, else the program will delete the encryption key.

How did I become infected?

This infection is typically spread through emails sent to company email addresses. These emails pretend to pose customer support related issues from Fedex, UPS, DHS, etc. These emails contain a zip attachment that, when opened, infect the computer. These zip files contain executables that are disguised as PDF files: they display a PDF icon and are typically named something like FORM_101513.exe or FORM_101513.pdf.exe. Since Microsoft does not show extensions by default, these files look like normal PDF files and people open them.

How to prevent your computer from becoming infected by CryptoLocker:

FoolishIT LLC offers a free utility called CryptoPrevent, which automatically adds the suggested Software Restriction Policy Path Rules listed below to your computer. This facilitates those using Windows XP, SP2 and above in quickly adding Software Restriction Policies to their computer, to help block programs like CryptoLocker and Zbot.

A new feature of CryptoPrevent whitelists any existing programs in %AppData% or %LocalAppData%. This is a useful feature which ensures that any restrictions do not affect legitimate applications that are already installed on your computer. To use this feature, make sure you check the option labeled ‘Whitelist EXEs’ already located in %appdata% / %localappdata% before you press the Block button.

You can download CryptoPrevent here

Once the file has been downloaded, extract the folder and run the program to keep your computer and data secure. If you have further questions or concerns about either CryptoPrevent, or the security of your files, please contact us at help@dentistry.utoronto.ca  or 416-864-8123.
 

Your files at Dentistry:

  • Logon to a Dentistry computer with your account
  • Navigate to where the file was saved
  • Go back to the folder where the file was located
  • right-click on the folder, and press Properties
  • select ‘Restore Previous Versions’
  • Choose a time nearest to when the file was accidently deleted
  • USE CAUTION with this feature because it restores all the files back to that moment in time, not just the one you deleted
  • Press the "Open" button and a folder will open with the files as they were at the point in time
  • Review the files carefully in the window to confirm with you need
  • If you have new files since that date in the folder you will notice that they are removed
  • This tool only works at the folder level, if you have lots of files in the folder you may want to move them to a folder called "New"
  • Move the "New folder" out of the folder you are going to restore
  • Click on restore and close the window after it says your files are successfully restored.
  • Your file should be back in its original location.
  • You will now need to carefully compare the other restored files to your "New" folder and make sure it has all of your other files
  • Remove or delete any duplicate files

From my OneDrive - Univerisity of Toronto:

  • It is possible to permanently delete files from OneDrive so if given the option to put files in the "recycle bin" please do
  • Logon to mail.utoronto.ca and go to the "waffle" on the upper left
  • From this menu, choose OneDrive
  • Go to the "Recycle Bin" and locate the file
  • choose the file and press restore

There are two methods of changing or resetting your DentID password.

1. Use a Dentistry computer:

  • Logon to a Dentistry computer, press CONTROL+ALT+DELETE and you will see an option to change your password.
  • Your password must be a minimum of 10 digits long with upper case, lower case letters, and numbers.
  • You cannot use a previous password.

 

2. From the IITS website:

  • You can enroll in the DentID password recovery service or reset your password here.
  •  If you do not know your password click on the “Forgot your Password” option and follow the instructions that will be presented to you on the screen.
  • Once enrolled in the service, you will be able to change/reset your password by being asked specific identifying questions that you filled out when you enrolled into the service. Once you answer these questions correctly the service will allow you to reset your password.
  •  It is STRONGLY recommended that you take the time to enroll with this tool, as password resets will not be available personally at the IITS help desk or after normal working hours.

Please review the following attachments for Office 2013 training materials:
Click here for Word 2013 Videos
Click here for PowerPoint videos
Click here for Excel 2013 Videos

Before we introduce new software at the Faculty we test it thoroughly, to ensure compatibility with our computing environment. To request new software, please submit a software installation request here

Follow these steps:

  • Select the patient from the Rolodex
  • Click on the ‘Transactions’ icon
  • Select the ‘Treatment’ tab
  • Click on the ‘Planned’ sub-tab
  • Select your procedure
  • Click ‘Submit’
  • Select as many procedures as you wish, and all items will show on the same form
  • Click ‘OK’

The endo procedure needs to be planned and approved prior to booking a chair. This task can be completed in Clinic 1, by the receptionist.

Follow these steps:

  • Select your patient from the Rolodex
  • Click on the Patient Card (on Rolodex)
  • Click on ‘Contact Notes’
  • Type your note and press the ‘Add a New Record’ icon
  • Close the window

Students cannot modify patient addresses or phone numbers. Patient address and phone numbers can be changed by the chartroom attendant, or the patient reception staff.

  • Select your PT from Rolodex
  • Click on the EHR icon
  • Select the date of the incorrect procedure
  • Print the procedures (without the notes) for that day only
  • Click on the Swiss Army knife
  • Uncheck the Show Notes box
  • Print the list
  • Highlight the incorrect item and make a note on the printout, correcting the errors
  • Have your instructor print their name on the form, and then sign it
  • Drop it off the form at Room 204B

Please follow these steps:

  • Go to the incorrect patient’s record
  • Select the date of the incorrect procedure
  • Print the procedures (without the notes) for that day only
  • Click on the Swiss Army knife icon
  • Uncheck the ‘Show Notes’ box
  • Print the list
  • Mark the procedure that needs to be deleted
  • Have your instructor print their name and sign the sheet
  • Drop off the form at Room 204B
  • Select the correct patient
  • Add the procedure you wanted to add
  • Secure approval, then put the procedure in its proper status

Follow these steps:

  • Plan the procedure again
  • Change the procedure to its proper status
  • Print the procedures (without the notes) for that day only
  • Click on the Swiss Army knife icon
  • Uncheck the ‘Show Notes’ box
  • Print the list
  • Mark the completed procedure and request a deletion
  • Request that your instructor sign the printout
  • Drop off the sheet at Room 204B

Follow these steps:

  • Highlight the approved, planned procedure in question
  • Click the ‘Delete Record’ icon

Please follow these steps:

  • Select the site on the odontogram
  • Right click, and from the drop-down menu that appears, select ‘Missing’

Please follow these steps:

  • Select the site in the odontogram.
  • Right-click and select ‘Tooth Notes/Conditions.’
  • Click the ‘Add a New Note’ icon.
  • Add your reminder.
  • Click on ‘Add New.’
  • Ask for your instructor’s approval.

Please follow these steps:

  • Click ‘Chart Add.’
  • Select the appropriate procedure.
  • Click on the ‘Details Tab.’
  • Type ‘99’ for site.
  • Click on the ‘Add Planned TX’ icon.
    Make a note, on that site, indicating the quadrant of the supernumerary tooth.
  • Have the note and the procedure approved.

If the lab procedure is already approved, please follow these steps:

  • Go to ‘TX History’
  • Click on the ‘Estimate’ tab

If the lab procedure is not approved, follow these steps:

  • Create a new plan called “Checking Procedure Prices”
  • Add any problem and diagnosis of your choice
  • Under the General Plan tab, add the first option: PERIO
  • Click on the Detailed Plan tab
  • Add a procedure to see the price

Suggestion: consider creating a Price Checking TX plan for one patient, and then using that plan for all other patients.

Please follow these steps:

  • Go to ‘Tools’ and select ‘Scratch Pad’
  • Type your note and press ‘Spellcheck’
  • Make changes and copy then paste

Please note that you should always have the Scratch Pad window minimized, and never close it.

By default, all of your planned procedures are displayed at the bottom of the TX History window.

Please follow these steps:

  • Go ‘TX History’
  • Click on the Swiss Army knife icon
  • Uncheck all the options other than the one you want to see
  • Press ‘OK’

To list a site in TX history, please follow these steps:

  • Go to ‘TX History’
  • Click on the three dots beside ‘Site’
  • Deselect all sites
  • Select the desired site
  • Click ‘OK’

 

In this instance, please follow these steps:

  • Go to ‘Evaluations’ (Evaluation Manager)
  • Search for the appropriate grading card
  • Click the ‘View’ button
  • Print the grading card
  • Have your instructor add the grade and sign the sheet
  • Drop off the sheet at room 204B

In this instance, please follow these steps:

  • Go to ‘Evaluations’ (Evaluation Manager)
  • Search for the grading card that was used
  • Click the ‘View’ button
  • Print the grading card, write an ‘X’ through it, and write which grading card should have been used instead
  • Request that your instructor sign the card
  • Drop it off at room 204B

Follow these steps to find a list of your primary patients:

  • Go to the Info Manager
  • Select the ‘Patients’ tab
  • Click on ‘Patient List’
  • Click on ‘Pre-defined’
  • Select ‘Primary Patient List’
  • Press ‘Select’
  • Click on ‘Search’

Please note that to print the list, you must first click ‘Select All.’

For a list of your patient’s balances, follow these steps:

  • Go to ‘Info Manager’
  • Click on the ‘Billing’ tab
  • Select ‘Patient Balances’
  • Click on ‘Pre-defined’
  • Click on ‘Patient Balances’
  • Press ‘Select’
  • Click on ‘Search’

Please note that the report may take a while to run.

Please follow these steps:

  • Go to ‘Info Manager’
  • Select the ‘Billing’ tab
  • Click on the ‘Treatments’ category
  • Press ‘Pre-defined’
  • Select ‘Completed Rest Procedures for Counting Surfaces’
  • Click on ‘Select’
  • Click on ‘Search’

Please note that to print the list, you must first click on ‘Select All.’

In these instances, please promptly contact patient reception using AxiUm Messenger.

In order to print insurance forms, please follow these steps:

  • Select the intended patient from the Rolodex
  • Click on the ‘Transactions’ icon
  • Select the ‘Treatment’ tab
  • Make sure the ‘Treatments’ sub-tab is selected
  • Select the desired procedure
  • Click ‘Submit’
  • Select as many procedures as you wish
  • Click ‘OK’
  • Click ‘OK’ again
  • Select a printer

Please send your request and requirements to help@dentistry.utoronto.ca. 

Please send an email to help@dentistry.utoronto.ca, advising when the guest lecturer is coming, what time the lecture starts, the room in which the lecture will take place, and any special AV requirements. 

When signing out equipment, please notify help desk staff that you may be returning the equipment after hours. We can then provide you with a key to one of our after-hours drop off boxes.

The Auditorium, Rooms 170, 171, 216, and 360 all have stationary computers at the podium, which connect to a stationary LCD projector.  The podiums also have a VGA cable, allowing users to connect personal laptops to the projector. Mac laptops and certain PC-based laptops may require an adapter to connect to the projectors.

For Faculty of Dentistry presentations, we loan the following equipment:

  • Digital LCD projectors
  • Dell laptops
  • Wireless microphones for all main lecture rooms
  • Elmo Visualizer
  • Extension cords

In collaboration with faculty and staff, we produce interactive course material. Please submit a help desk ticket by emailing help@dentistry.utoronto.ca and include as much information about the project as possible. After reviewing your ticket, we’ll contact you to book a time to discuss your proposed project.

Please note that we cannot guarantee commitment to all projects submitted. Initiation and completion of interactive projects depend largely on a project’s scope and timelines. In certain cases, you may need to find resources outside of the Faculty.

We have video equipment available on loan, including:

  • A wireless production microphone and receiver
  • A tripod
  • A consumer model digital video camera

A well-placed video can enrich many PowerPoint presentations. If you would like to include video in your presentation, please view our guide below to linking videos from a file, or – if internet connectivity is guaranteed – hyperlinking to a video on the web.

As long as this project is not a DPES production, you may book a recording for a short video clip by emailing help@dentistry.utoronto.ca with as much information as possible. We’ll then contact you, and book a time to discuss your proposed project. Because of the time and resources involved in video production, please be aware that last-minute requests may not be accommodated.

In order to book a surgery recording, please email help@dentistry.utoronto.ca with details such as date and time, procedure, surgeon name, instructor name, and location of the surgery.

The operatory in Room 340 must be booked for all surgical videos. This is the only location with a ceiling-mounted camera with remote access for camera control.

The DPES patient videos educate patients about dental procedures using plain language. These videos are available on the Patient Information site, which is easily accessible and searchable by the public.

The DPES student videos describe procedures in more detail, providing a concise visual overview of a procedure from beginning to end. These videos are available to students, faculty and staff at the Faculty of Dentistry.

Collaboratively producing a DPES production often follows these steps:

  • The first step towards creating a DPES project involves writing an article, reviewed by two of your peers
  • We will then take this article and create a script to be used for production, which we’ll submit to you, for your review
  • Depending on the subject, we may create two scripts – one for patients, one for students. We may also create a script for either patients or students
  • Production could involve either video and animation, or a fully animated production
  • We will record the narration, edit it all together, and once the final edit is approved, the video and article will be posted onto the DPES sites

If you are interested in producing a DPES project, please email help@dentistry.utoronto.ca, describing the procedure featured in your project. After reviewing your idea, we will contact you to discuss your proposed project.

Faculty of Dentistry staff and students can find dental procedural videos on the DPES (Dental Procedural Education System) page of the IITS (Information and Instructional Technology Services) here. DPES videos can be filtered by specialty, or searched by keywords.

Find videos tailored the general public on the DPES page on the Patient Information site, here.

We do not currently offer 3D printing services at the Faculty of Dentistry. If you are interested in 3D printing, please contact the MADLab at Gerstein Science Information Centre. Click here to learn about their services.

A NextEngine 3D scanner is available for special projects. You can book an appointment with us to review your proposal, and set up a brief training session with the scanner.

If you are interested in producing a 3D project, please book an appointment with us to review your proposal.

Time permitting, we can create unique poster content. Please contact help@dentistry.utoronto.ca with all the pertinent details to apply for this service.

We offer a library of PowerPoint-based templates, many of which suit research posters. These templates are labeled by their orientation (horizontal vs. vertical), and by their size. Click here to view and download a template. After creating your poster you can book an appointment with one of our staff to review your poster layout and design.

Time permitting, we create unique content for PowerPoint templates. Please contact help@dentistry.utoronto.ca with all the pertinent details to apply for this service.

Our PowerPoint template library is available for faculty and staff presentations; click here to browse the library. All templates have a title slide, followed by a text slides. 

If you require use of the Faculty of Dentistry logo, please contact Erin Vollick, Communications Officer. Please note the rules and guidelines for any material branded with the University of Toronto name. We advise you refer to this University of Toronto Style Guide and Watermark website when preparing presentations and posters.

Yes! We have a variety of free Research Day poster templates available for download. We also provide one-on-one assistance, helping Faculty students develop and polish their posters. To schedule your appointment, get in touch at help@dentistry.utoronto.ca, or drop by Room 346.

Yes! Arrange a one-on-one appointment by emailing help@dentistry.utoronto.ca to for assistance. You can also drop by the IITS office in Room 346.

The clinic office processes all requests for clinical records. Please contact Silvia Fontes at silvia.fontes@dentistry.utoronto.ca to request copies of clinical photos.

Due to privacy concerns, ID photos are only sent to the subject of each photo.

You can! Simply send a request to help@dentistry.utoronto.ca, and we’ll email the digital copy of your ID portrait to you.

Please drop by Room 346 to request a replacement. The ID badge replacement fee is $15 dollars plus HST.

We do! Passport photography turn-around time depends on studio availability and staff workload. The fee is $10 dollars + HST. Please contact us to book an appointment, either by dropping by Room 346 or emailing help@dentistry.utoronto.ca.

Specialized techniques, equipment and lighting are often necessary to document visual output from research projects. If you’d like help documenting an aspect of your research using photography, please contact us to book a consultation.

Yes! You may book a quick instructional session with an IITS staff member. Please contact us at help@dentistry.utoronto.ca, drop by Room 346, to schedule your session.

Clinical photography is a highly specialized field, requiring very specific camera equipment. Choosing the right equipment helps ensure the best photos possible for treatment planning. Click on the PDF below for an updated list of camera recommendations.

We have an extensive stock photography archive for your needs. Simply contact us at help@dentistry.utoronto.ca to book an appointment.

Yes we can! Arrange a booking by contacting us at help@dentistry.utoronto.ca, or by dropping by the IITS Office in Room 346. Please book group photos or event photography well in advance. Typically, we do not provide media support for events outside of the faculty building, but we do have a number of event-related promotional poster templates available. See the Layout, Design and 3D Modeling Questions section for more information.

To book a patient for clinical photographs, please follow these steps:

  • Check IITS studio availability in axiUm, and then contact us to book an appointment during the next available time. You can schedule your appointment in person at the IITS Office in Room 346, or by emailing your request to help@dentistry.utoronto.ca.
  • Locate the patient’s Patient Requisition and Release Form, which was included in the forms your patient signed upon their enrolment.
  • Drop by the IITS Office, and provide us with Patient Requisition and Release Form. We require this form at least 24 hours in advance of your patient’s booking.