- Created by Tran Le, last modified by Anonymous about 6 hours ago
Overview
The ARDC is using G Suite for Education - a set of cloud based productivity tools such as Gmail, Google Calendar, and Google Drive to drive communication and collaboration from within and without the organisation using the ardc.edu.au
domain.
Timeline
Users have received login details and may start sending from their @ardc.edu.au accounts.
All users must send mail from their @ardc.edu.au accounts.
Your current email accounts
There is no change to your institutional accounts (eg. Monash / Melbourne / ANU / UQ / CSIRO email accounts) which you can still access as normal.
There is no change to your @ands.org.au, @nectar.org.au, and/or @rds.uq.edu.au email which you can still access as usual.
Walkthrough
Credentials
Each staff member will receive an email with the subject line: ARDC Google Credentials
and this will contain your new ARDC Google account details.
All user accounts have been set up according to the following format:
<firstname>.<surname>
@ ardc.edu.au
Access your account via the following URL:
Enter your credentials:
You will also be prompted to change your password:
Read and accept the Google user agreement:
You will also be prompted for a recovery email address and phone number. While these fields are presently not mandatory, we highly recommend that you take the time to fill in these details just in case you'd like to reset your password and regain access to your account without Service Desk intervention. This can also be done at a later date.
You can now begin using your ARDC email address: @ardc.edu.au for sending and receiving emails.
Update your details
Once your account has been successfully set up, and you can send and receive emails from your ardc.edu.au address, please notify your contacts of your new email address and update any contact, subscription or membership details.
Calendars
All ARDC staff calendars are fully accessible within the organisation and can be freely added to any given ARDC account.
The sections below provide instructions for adding your coworker's calendar as well as a guide on how to manage the visibility of your other Google accounts with your ARDC one.
By default your ARDC
calendar is shared with all ARDC
staff. Events marked as private will show as a block of time with no detail, but other events are fully visible.
Your calendar can also be directly accessed by visiting the following URL: http://calendar.ardc.edu.au
Caution
It is not recommended adding your existing calendar events to your @ ardc.edu.au calendar:
Import events to Google Calendar
Be aware that this may not work perfectly, e.g. repeating events may not be linked, and lists of attendees may not come across.
You may still need to manage your old calendar until all events have been added to your new ARDC account.
Adding an ARDC calendar to your account
- Login to
ARDC
account, access theApps
menu, and select yourCalendar:
- You can add a colleague's calendar by entering their email address into the following field:
- You have now added your coworker's ARDC calendar; verify that you can see their events:
Sharing your previous calendar with your ARDC account
This is an optional but recommended
step.
Most users will most likely have two
(or more) Google accounts:
- '
Other
' i.e. a private or domain managed Google account (a general Google account owned by you or one that's managed by an institution or company eg. Monash) - '
ARDC
' Google account (described in the previous section)
The following recommendations should be done to minimise users missing out on calendar events and correspondence sent to your other
account:
Share
yourother
Google calendar with yourARDC
Google accountForward
all email from theother
Gmail account to yourARDC
Gmail account
Assuming that you're currently in your other
Google account:
- Login to your
ARDC Google account:
- Enter your
ARDC
Googleusername:
- You can now
switch
between eitherARDC
or theother
account by clicking theprofile
button:
- Select your
other
account, access theApps
menu, and select yourCalendar:
- Click your
primary calendar
settings icon and selectSettings and sharing:
- Share your calendar with your
ARDC
Google account and hitSave:
- A notification will be sent to the
ARDC
account.
Verify that the events from your
other
account now appears in yourARDC
calendar.
Congratulations! You have successfully shared your calendar and your
other
Google account to yourARDC
Google account. If you require any assistance, please contact services@ardc.edu.au.
Preparation
Guide for Google accounts only
The scope of this guide only covers Google accounts and presently does not provide any instruction for other platforms such as Outlook 365 and other providers.
For more information, please visit the following section:
You can check multiple email accounts in a single Gmail account. You can choose from the following options:
- Forward new messages (recommended): Choose this if you want your new messages immediately.
- Get all messages (old and new): Choose this option if you still use another email address, including another Gmail address. There might be a short delay in showing new messages.
- Get only old messages: Choose this option if you recently switched to Gmail from another provider.
Requirements
All Google accounts (e.g. Monash, NeCTAR, other Google) must have the following in place in order for forwarding or adding / importing of email accounts to succeed:
- First access your Monash / NeCTAR / other google account - and go to the account section:
- Select Sign-in & security:
- Scroll toward the bottom and check Allow less secure apps: ON
- Switch or log in to your
Monash/NecTAR/other
Gmail account. Click thecog
and thenSettings
- Enable POP and click save changes:
- Optional: If you are planning to add your email account to an
email client
such asOutlook
,Mail
, orThunderbird
, then you should also enableIMAP
as well.
Once these settings have been set, you may proceed with the desired configuration guides below.
- Forward NEW messages to my ARDC account
- Get ALL messages to my ARDC account
- Import OLD messages into my ARDC account
- Troubleshooting
- Let's set up
forwarding
from yourother
account to yourARDC
account. Switch to yourother
account. Click thecog
,and thenSettings:
- Click
Forwarding and POP/IMAP
andAdd a Forwarding Address:
- Enter your ARDC Google address and hit
Next:
- A
verification message
will be sent to yourARDC
Gmail account. Let'sswitch
over to yourARDC
account:
- Open the
verification message,
and click theverification link,
and finally click confirm:
- From your
Other
account, set up your desired forwarding preferences to theARDC
account:
Further reading:
share Check emails from other accounts guide
- Switch or log in to your
ARDC
Gmail account. Click thecog
and thenSettings
- Select
accounts
, and then clickAdd a mail account
- Enter the details of the Google account that you wish to add:
- Enter the relevant credentials and uncheck indicated option in the image below:
- Optional: You will also be given the option of being able to send messages from the email address that you've just added to your ARDC account.
- Uncheck
Treat as an alias:
Enter the details as indicated and the relevant credentials for the address you will be sending as:
- A verification notification will be sent to the other google account. Once verified, you will be able to send from that address from within your ARDC account:
Further reading:
share Check emails from other accounts guide
- Switch or log in to your
ARDC
Gmail account. Click thecog
, and thenSettings
- Click
Import mail and contacts
:
- Enter the
email address
that you'd like toimport from
and then click continue:
- You will be asked to login or to select the desired account to
allow
access to themigration app
:
- You will be prompted to
consent
to the migration app to access youremails
andcontacts
for migration to the ARDC account:
- Select your desired
import options
:
- The time for migration of completion is dependent on the
volume
of messages and contacts within your source email account.
Further reading:
share Check emails from other accounts guide
Hit an error? These tips may help ...
- Allow less secure apps: First access your Monash/Nectar/Other google account - and go to the “account” section, then “Sign-in & security”, check “Allow less secure apps: ON”
- Forwarding from nectar.org.au requires “ pop.gmail.com, Port 995
- Forwarding from Unimelb.edu.au requires pop to be “outlook.office365.com”, Port 995
Further reading:
share Check emails from other accounts guide
How to send as another email address from your ARDC account
- Switch or log in to your
ARDC
Gmail account. Click thecog
and thenSettings
- Select
Accounts and import
, and then clickAdd another email address:
- Enter the address that you wish to send as, and then uncheck
Treat as an alias:
Enter the details as indicated and the relevant credentials for the address you will be sending as:
- A verification notification will be sent to the other google account. Once verified, you will be able to send from that address from within your ARDC account:
Monash restrictions
Due to current Monash policy, users are unable to add their ARDC email addresses to their Monash Google account. Monash business and security policy dictates that email addresses can only be sent from domains that are under their administration - which ARDC is not.
ARDC account as a secondary identity
This guide also applies in the reverse - that is if you want to add your ARDC email address to another Google account instead. The SMTP details remain the same.
Gmail SMTP details
SMTP Server: smtp.gmail.com
Port: 587
Encryption: TLS
Create your email signature file
Hint: you can copy and paste your previous ARDC signature, just update the email address.
- Instructions on creating your signature:
share Create a Gmail signature
- Further resources (currently requires users log into intranet):
ARDC signature information on the intranet
ARDC logo
Google 2-step authentication
An ARDC targeted visual guide is in development. Users can follow the official Google guide to set up 2-factor authentication:
ARDC Google Team Drive Guidelines
Team Drives
The ARDC Team Drive uses the G Suite for Education platform and has been created for all ARDC staff to use for document creation, sharing and storage within the organisation. The ARDC Team Drive is used by all staff as the primary repository for internal working documents
. Final versions of documents, where they are not published elsewhere (e.g. on the website or Intranet), may also be stored and managed here. Any documents you put in Team Drive are automatically shared with all members
of the Team Drive. Working on personal drives is discouraged if the intention is to share the document within the organisation.
Sharing
Working on personal drives should not be undertaken
if the intention is to share it within the ARDC.
Conversely, any document or file that is on any of the team drives is viewable /
accessible by all members
of that Team Drive (usually all ARDC staff)
Migration of files
At this stage, it is not possible
to easily migrate multiple files
from a personal Google Drive, or a Google Drive in another organisational domain
, to the ARDC Team Drive. This is being investigated and further advice will be provided.
Questions?
All questions and feedback can be directed to: email services@ardc.edu.au
These queries or comments will then be assigned
to Catherine Brady who is the Lead
for Team Drive Working Group
.
1
Sharing documents outside the ARDC ...
Individual documents in Team Drive can be shared as required outside
the ARDC.
In general, it is preferable to share to a group
rather than to individuals.
However, it is not possible
to share Team Drive folders
externally.
Working Documents
Working documents (in-process documents), for working groups and teams include meeting
notes
, and project activity
documents.
Accessing your Team Drives
Team Drive URL
You may visit your Team Drives directly
via this URL:
share https://drive.google.com/drive/u/1/team-drives
You can also access your Google Drive directly
via either of these URLs:
share https://drive.google.com or share http://drive.ardc.edu.au
Team Drive access walkthrough
- Ensure that you are
signed
in to your GoogleARDC
account:
- If you are
already
logged in to a Google account, switch to yourARDC
account:
- Open the
Apps menu
and select theDrive app
:
- Access your Team Drives:
Team Drive structure
Team Drive Layout
The Drive has been structured by blending
our organisational hierarchy
(i.e. Governance, Management, Teams folders) with a project-based approach
to file organisation (i.e. Projects, Services & Infrastructure, Working Groups, Communities folders). This approach recognises that much of the work of the ARDC takes place across teams
and with external organisations
.
An evolving structure
This is not a fixed structure
and will be reviewed
over the next few months by the working group to ensure that the Team Drives and subfolders are further refined
to suit ongoing ARDC requirements.
Top-level folders
Top-level folders (aka Team Drives)
Team Drives are represented as top-level folders
and are managed centrally by a system administrator. To request new Team Drives please email:
email
services@ardc.edu.au
This folder has restricted membership
and relates to governance elements
of the ARDC. To request access please email:
email
services@ardc.edu.au
This folder has membership restricted
to the Senior
and Broader
Management Teams. To request access please email:
email
services@ardc.edu.au
What we and our partners are building.
Contains sub-folders for internal
and external
(funded) ARDC projects. The sub-folders may be archived
once the projects complete.
What we provide.
Contains sub-folders for operational cloud and storage infrastructure and data publication services.
How we work together.
Contains sub-folders for each team as represented in the interim
organisational chart.
What we facilitate.
Contains sub-folders for each of the external
communities that the ARDC supports. If additional sub-folders are required, please email:
email
services@ardc.edu.au
Contains sub-folders for each internal ARDC working group.
Subfolders
Projects
Projects undertaken with external partners
and institutions, often involving a funding arrangement
, e.g. RDC
and DeVL
projects. The external partner
is generally responsible for delivery of the project outcomes.
Sub-folders should be created for each project.
Internal
projects with cross-team
support and a focus on building or enhancing ARDC services or infrastructure, e.g. planned national Data Services Registry. The ARDC
is responsible for delivery of the project outcomes. Cross-program activities (such as FAIR) also go here.
Sub-folders should be created for each project
to store documents during the design and building phase
. Once the project is complete and implemented
, use Services & Infrastructure
for any further documentation.
Services and Infrastructure
Cloud and Storage Infrastructure
Activities associated with the support and operations of existing NeCTAR
Cloud Nodes
and RDS Storage Nodes
and incorporating the outcomes of the ARDC Capital Infrastructure Program
.
Activities related to the ongoing development and support of data publication
services
including: Research Data Australia (RDA), RDA Registry, Research Vocabularies Australia (RVA), and My Identifiers (DOI, handle, IGSN).
Sub-folders can be created for each service or infrastructure.
Teams
Teams are responsible for the organisation and management of their team folder, including the creation of further sub-folders (e.g. for meetings, planning, reporting, etc). These should be reviewed periodically.
If you are working on something across ARDC teams
, then consider whether it should be in a non-team folder
, i.e. Communities, Working Groups, Projects or Services & Infrastructure.
Documents space for staff in the Comms Team
and the Comms Manager
Documents space for staff in the Outreach Team
, the Engagements Manager
and the Engagements
Associate Director
Documents space for staff in International Coordination and Support
and the International
Director
Documents space for staff in the National Collections Team
and the Associate Director National Collections
Documents space for the Operations
, Business Systems
, Finance
& Contracts Team
and Chief Operations Officer
Documents space for Policy staff
and Policy Director
Documents space for Research Cloud
staff including Technical Operations Manager
, User Support Manager
, Associate Director Research Cloud and Storage
, and Director eResearch Infrastructure & Services
Documents space for the ARDC Services Team
, the DevOps Manager
, and Data & Publication Services Director
Documents space for the Skills Team
, Associate Director Skilled Workforce
, and Director Skilled Workforce and Partnerships
Communities
Activities associated with groups supported by ARDC and involving external
membership.
Research Data Provenance Interest Group
The Research Data Provenance Interest Group is an informal
discussion forum for data provenance and related issues.
The data librarian community is supported by ARDC with a range of events and resources aimed at building
community connections, skills, and knowledge, including through 23 (research data) Things self-learning and a G+ community.
The Data Technologists Community is supported by ARDC with monthly live
discussion events in cities around Australia (“Tech Talks”) to provide a forum for data technologists and others to discuss topics of interest.
The RIF-CS Advisory Board is comprised of stakeholders that oversee changes to the RIF-CS metadata schema that underpins Research Data Australia
.
Research Software Interest Group
The Research Software Interest Group (RSIG) provides a forum for people interested in describing, managing and discovering research software
, and implementing the Force 11 principles
in a wide range of settings.
The Data Services Interest Group (DSIG) aims to exchange
practices, establish visibility
of data services, discuss interoperability issues and identify opportunities for collective action
.
Data Management Plans Interest Group
The Data Management Plans (DMPs) Interest Group provides a forum for discussion about local DMP tools
and approaches as well as international
developments.
Community Development Interest Group
The Community Development Interest Group (CommDIG) was formed to continue the discussion of the challenges that exist around forming
and sustaining
communities around information infrastructure.
Australian Vocabulary Special Interest Group
The Australian Vocabulary Special Interest Group (AVSIG) provides a forum for discussion and activity in the use and creation of controlled vocabularies
in research, data, information and collection management.
Working Groups
Activities associated with cross-team internal
ARDC working groups. If the group involves significant external membership, use the Communities folder instead.
Business Solutions Working Group
Addresses issues raised in relation to the data publication services
and applications
provided by ARDC to the research community.
Provides metadata advice internally
within ARDC, and is a contact point for controlled vocabulary
enquiries.
Content owners for ARDC's external websites
and coordinates content development, maintenance and enhancements.
Provenance Projects Working Group
Focusing on improving
provenance information and advice provided on ARDC's external websites
.
RDA Content Strategy Working Group
Content owner for Research Data Australia
collection descriptions and provides advice on content and interface enhancements.
Coordinating PIDS activities and developments across ARDC.
Restricted Team Drives
The Management
and Governance
folders are the only folders whose membership is limited
and will not be visible to all staff. All other folders will be accessible to all staff, unless there is a specific requirement to limit access which means a new top level folder will need to be created.
File naming conventions
Naming guidelines
The title of a document should clearly state its purpose
and should include a short phrase
that defines the action, subject or topic of the document and, where relevant:
- Names (e.g. of an organisation, individual or project)
- Dates:
- Use
year-month-day
format (YYYY-MM-DD) - Include a
leading zero
for numbers 0-9 - When deciding the order of the elements,
date first
will usually be appropriate for events that are time specific and recurring, e.g. “2007-01-20 Agenda”. Event first will usually be appropriate for events that areinfrequent
, e.g. “Budget Report 2006-2007”.
- Use
- Versions of a document can be named within the file (Docs, Sheets, Slides) by selecting “File”, and then “Version history”, and then “Name current version” (e.g. “draft”, “v01”, “final”, “for consultation”, etc).
You can add keywords
or a brief description
to the “Description” metadata in the
edit
info details panel
for any Team Drive file or folder. This can help improve search results
for documents within Team Drive.
Working with your files
Moving files
You can move any file you own into the ARDC Team Drive, from your ARDC My
Drive
or from your computer or shared network drive.
Move shared network files or folders to a Team Drive:
In Drive, go to the Team Drive location where you want to move the files.
Choose an option:
- From your shared network location, drag the files into a Team Drive.
- In Drive, click New > File upload or Folder upload.
Select the files or folders you want to move and then click Open or Upload.
If you’re not the owner of a file in My Drive but have Can edit access, you might be able to move that
file into a Team Drive, if:
- Your G Suite admin has enabled this option.
- The file’s owner is a member of the Team Drive where you want to move the file.
Otherwise, you need to ask the owner to move the file into the Team Drive.
Organising files
With Team Drive, there is no option to “add” a file to multiple folders (using Shift + Z). You can only “copy” a file in Team Drive and save it in another folder.
Sharing files
Any files you put in a Team Drive are automatically shared
with all members
of the Team Drive. Any member can also share Team Drive files with people who aren’t members unless you restrict sharing permissions
. And, just like in Drive, there are different ways to share files in Team Drives with people who aren't members of the Team Drive. Folders
in Team Drive can’t be shared, only files
.
Search files
- You can
search / filter files
for activesuggestions
oractions
in any document by clicking theAdvanced Search
dropdown:
- Selecting the
follow-up
dropdown:
- Selection either
suggestions
oractions
:
Further reading
Interaction with other internal systems
JIRA and Confluence (Intranet)
Continue to use jira JIRA at this stage for:
Tracking progress on all projects, contracts and partner engagement activities
Recording contact details of key partners in the CRM
Tracking ARDC Services systems development activity
Continue to use the jira Intranet at this stage for final/current versions of:
Internal staff communications (including the events calendar, all staff meetings and SWEET meetings)
Internal staff contact lists and mailing lists
Corporate information (including governance, management reporting, Commonwealth reporting, annual reports, partner reports)
Office information (including HR, travel, finance)
How-to guides
Templates and guidelines for external communications (branding, logos, letterhead, slides)
Embedding and sharing Google files
Links to ARDC Team Drive documents can be made from within the Intranet (Confluence) and JIRA.
Future review
Usage of JIRA, the Intranet, and the ARDC Team Drive structure will be reviewed at a later time as part of a broader business systems review.
Help and feedback
Questions or ideas?
If you are unsure which folder you should work in or you’d like to provide feedback please contact: email services@ardc.edu.au
Google groups
Google group emails that are in current use will be assessed and updated with @ardc.edu.au emails. There is a working group assigned to this task and relevant staff will be informed of any changes.
The intranet and various websites will be updated in due course with all new email addresses in use across the ARDC.
Backing up and restoring
ARDC Google Suite currently uses Google Vault to backup the following data:
- Email messages
- Chats in classic Hangouts with history turned on and Google Talk chats that are on the record
- Google Groups
- Files in Google Drive and Team Drives
- Conversations in Hangouts Chat
It is important to note that users cannot access another user's data without authorisation from the senior management team.
The ARDC will be deploying Spanning Backup alongside Google Vault to provide redundancy as well as a self-serve portal for users to retrieve and export their own data without ARDC Services / Super admin intervention. Once this service is deployed for all users (over the next week or two), then a guide (or links to one) will follow.
Desktop and mobile email clients
An ARDC friendly guide for email client setup is in the works. In the meantime, please refer to the official Google guide to get you started.