Procedure:

  1. Equipment Verification: Confirm all the equipment the employee has received.

  2. Wi-Fi Connection: Instruct the employee to connect the computer to the Wi-Fi network from the lock screen.

  3. Password Setup: Guide the employee through the process of setting up their password in line with the company's password policy
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  4. Monitor Preferences: Assist the employee in setting up their preferred monitor settings in the computer’s system preferences.

  5. Email Setup:
    • Guide the employee in setting up their Outlook account and configuring Multi-Factor Authentication (MFA).
    • Instruct the employee to download the Microsoft Authenticator app on their mobile phone for MFA.
    • Explain the email signature process and how signatures are automatically appended after sending an email.
    • Go over the signature with the user to make sure all parameters are correct, if not; changes needed are noted and performed after the call. (ticket or notes required) 

  6. Browser Setup: Assist the employee in logging into Microsoft Edge and highlight the benefits of staying logged in, such as syncing preferences and bookmarks.

    Script: Being logged into Microsoft Edge has some benefits for the browsing experience. It allows you to sync your preferences and bookmarks across devices, enhances your privacy and security, and offers a seamless integration with other O365 services.

  7. Microsoft Teams Setup:
    • Guide the employee through the process of opening the Microsoft Teams app and explain its role in internal company communications.
    • Show the Hub within Teams, informing them that this serves as the company's intranet.

  8. OneDrive Setup:
    • Explain the basics of OneDrive, highlighting that their Desktop and Documents folder will be backed up.
    • Explain how to check the sync status and that files are only backed up if they have a checkmark under the Status of the folder. Instruct them on how to submit a ticket to IT if files are not synced.

      Script: OneDrive is our cloud storage service that IT at Homespire Mortgage provides. What is great about OneDrive is that it automatically synchronizes up your desktop and documents. Files are only synched up if they have a checkmark under the status of the folder. If files are not syncing, please let us know by submitting a ticket to IT.

  9. Adobe Login: Assist the employee in logging into Adobe, noting that it uses Single Sign-On (SSO) and is linked with their Microsoft 365 account.

  10. VPN Setup: If the employee is a corporate user, guide them through the process of setting up and connecting to the company's VPN.

    Script: We use a VPN to access applications that are only available onsite. In order to connect to the VPN, we use SonicWall NetExtender. It is important to be connected to the VPN when accessing the shared drives as they will not work without VPN connection. I will type in your username and we will be able to save this for easier access. The password for NetExtender is the same as your computer password. Passwords are set to expire every 120 days. It is important to be connected to the VPN when changing your computer password. The password will sync with Microsoft 365 and Adobe.

  11. Support Ticket Submission: Inform the employee about the Support-IT app located on their desktop. Explain that this is the preferred method for contacting IT and ensures the issue is routed properly. Encourage them to provide as many details as possible to expedite the resolution process.

  12. Email Quarantine: Explain the company's email quarantine system, which protects against spam and phishing. Teach the employee how to retrieve mistakenly quarantined emails and to submit a support ticket to whitelist trusted senders.

    Script:     The email quarantine system is an essential component of the email security infrastructure. It automatically isolates suspicious or potentially harmful emails and provides a daily quarantine report. Emails that are mistakenly quarantined may be released to your inbox. Please let IT know to whitelist a trusted sender and if you are expecting an email that is not in your inbox or quarantine.
  13. Encrypting Emails: Explain that we encrypt some emails due to PII. Guide the employee on how to encrypt and email and make sure that the user has the functionality to do so.

    Script: Encrypting emails adds an extra layer of protection to sensitive information. To send an encrypted email, please open a new draft of an email. Select the Options tab then Encrypt. There are two templates when sending to external recipients. The recipient will need to authenticate using a one-time passcode from Microsoft to securely access the email. 
  14. Microsoft Teams Test Call: Do a test call with the new hire to make sure that they are ready for orientation and the first day is smooth.

  15. Questions and Concerns: Address any questions or concerns the employee may have regarding their equipment or the setup process.