Kyoto University's IIMC Magazine “Info!”

Contents
Featured Article: Master the new faculty&staff groupware!! ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ 2
1.

Three cloud services support new faculty&staff groupware ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ 2

2.

Let’s utilize the secondary groups! ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ 7

3.

Manuals and FAQs ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ14

Kyoto University Lifelong emails now support sending and receiving emails. ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ15
The way to use electronic journal database has changed － please installthe dedicated plug-in now. ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ17
Status of Activity Database on Education and Research ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ21
Renewal of comprehensive license agreement with Microsoft ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ23
Changes in Oracle Java SE support policyꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ 25
Warning on using masking function of PDF and PowerPoint ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ 26
We will hold the first round of introductory seminars and workshops on
campus information environment － be a master of IIMC services! ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ27
Upcoming NII Service Explanation and Consultation 2019 ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ28
Release of Kyoto University’s ICT Basic Strategy Brochure 2019 (PDF) ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ29
Login screen for CyberLearningSpace is renewed. ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ30
Info! articles are to be released on KURENAI and IIMC Blog
(announcement)ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ31
Editorial: What happens to the IDs in the PC you handed over to someone? ꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏꞏ32

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Featured Article: Master the new faculty&staff groupware!!
We installed a new faculty&staff groupware in January 2019. As a follow-up to the featured article of Info! No. 16(“Master the new faculty&staff email and groupware!!”), we will introduce the new groupware in more detail.

1. Three cloud services support new faculty&staff groupware
The new faculty&staff groupware consists of three cloud services. Each of them provides different functions, butthey are interconnected.
Table 1: Functions of each service

Service Name
GaroonProviderCybozukintoneCybozuG SuiteGoogleKey functions
Application such as Portal, Scheduler, Bulletin board, and Facility booking
Application such as issuance of staff directory or certificates of employment
and offering of public assets
Application such as Gmail-based faculty&staff email (KUMail), secondarygroups (Google Groups), Google Calendar, and Google Drive

For example, data in Garoon Calendar and G Suite Calendar are synchronized, and if you create a schedule toeither of them, it is reflected to the other calendar (for details, refer to Info! No.16 “Try new Groupware Calendar”).
In addition, all of the services support a single sign-on through Kyoto University Integrated Authentication System(Shibboleth), so once you gain access to one system, you can access all others without entering credentials again(Figure 1).

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New faculty&staff groupware

PortalEmailAddress bookLog inLog inIn sync

Cost-saving information
navigation

File management

Offering of
public assets

Survey datacollection

Scheduler

Messages

Issuance of employment
certificates

Policy performancesearchFacility booking

Service menu

Bulletin board

Scheduler

Staff directory

Log inLog inLink

Log inKyoto University Integrated
Authentication System(Shibboleth)

Smartphone

Brower or dedicated app(Windows or Mac OS)

Browser or dedicated app

Other oncampus
systems

On-campus
PCs

Figure 1: Structure diagram of new faculty&staff groupware

All systems require with SPS-IDs (faculty&staff member accounts), but in the case of kintone, the system
automatically switches to require login with organization IDs instead of personal IDs. Moreover, organizations andsecondary groups play different roles in each of the services (see Table 2).

ID(Login account)

Personal ID
One ID per person(no change)(former secondary
address)

One ID per person(no change)

Organization group

Organization
layer
Secondary group

Personal ID

Automatic sync with personnel system
Can be used to define content access
scopeGroup mailSecondary group

Available as ML

Automatic sync with personnel system
Can be used to define content access
scope

Organization ID
One ID per organization
Automatically logs in with yourorganization ID

Organization group
Automatic sync with personnel system
Can be used to define content access
scope

N/A
(kintone supports organization IDs only)

Table 2: IDs, organizations, and secondary groups in each service

So far, we have limited use of the G Suite services and allowed only faculty&staff email (Gmail), secondary groups(Google Groups), calendar, and drive (Google Docs, etc.) and disabled the rest, but now we are considering toprovide more apps and functions. After referring to the results of the survey of faculty&staff groupware users inNovember, and based on the examination of information security and operational concerns, we will start providing
new services in sequence.

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[Tips] Switching between university and personal Google accounts
There are different types of Google accounts: “Personal Google account (hereinafter referred to as “personalaccount”)” obtained personally and “Organizational Google account (hereinafter referred to as “organizational
account”)” that is used within Kyoto University.
There is no significant difference in services you can use with the two types of accounts, but while you can use
and change the settings of a personal account freely, the organizational account may not allow to configure on
your own because it is managed by the university.
You may find it inconvenient, but we’d like your understanding on this matter as it is for the purpose of ensuring
the security of information and operations, and we will continue to review and add new features as needed.
For those who already have a personal account, here are some ways to switch between the two accounts anduse them concurrently. The actual screens and operations may differ depending on the OS, browser, orapplication you are using. For specific instructions for your environment, please search the Internet or contactus.
* Please note that entering work-related information to Google services which can be used with your personalaccount could be considered as a breach of the university’s information security policy. In addition, entering
private information to your organizational account which is only available while you are in the university canalso cause troubles. A personal account and an organizational account are totally separate Google accounts,
so carefully select which one to use depending on your purpose.

A. How to switch accounts
Below are steps to switch between a personal account and an organizational account while using the samebrowser.
First, open the Google Account page (https://myaccount.google.com/). It is convenient if you bookmark thisURL.
If you are not logged in, the following screen will appear.

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Click “Log in,” and select the account you want to use when the account selection page appears. If the accountyou want to use is not displayed, select “Use another account,” and enter the account information to log in.

If you have logged in with your personal or organizational account, either of the pages below is displayed.
If you have logged in with both accounts, the “default” account (the one with which you first logged in thebrowser you are using) is displayed.

5In either case, the following account selection screen appears by clicking the upper right icon.

If the account shown at the top of the account list is not the one youwant to use, select the desired one. If you have logged out, log in.
If the account you want to use is not in the account list, select “Addaccount,” and enter information of the account you would like to use.
By toggling this icon, you can select an account, log in and out, or
switch between accounts.
If you feel your PC is not behaving correctly, open the Google
Account page (https://myaccount.google.com/) and confirm withwhich account(s) you are currently logged in.
Although it is possible to switch between the two accounts while
logged in with both accounts, if you have lost track of which account you are using, or cannot switch to theother account, we recommend you to once log out from all accounts and then log in again with the account youneed.
If the login page is not properly displayed, you can force to log out by directly accessing the logout page(https://accounts.google.com/Logout), which we recommend to bookmark as well, and start all over again.

B. Using different browsers depending on the account to use
It might be a good idea to use different browsers depending on the account to use, e.g., Firefox with a personalaccount and Internet Explorer with an organizational account (or choose such browsers as Chrome, Edge,
Safari, or anything you like). The interface and operations are slightly different among browsers, but you can
use multiple accounts simultaneously without switching them, so this might be an easier way as long as you
can remember which browser you are using with which account.

C. Switching profiles using Chrome
If you are a Chrome user, you can also use its Profile function, but it requires caution in usage and settings.
We do not go into detail on how to use this function, but if you are interested, check out the Google help page
below or search the Internet to learn how to use multiple accounts with Chrome.
Reference: Share Chrome with others
https://support.google.com/chrome/answer/2364824
Reference- Types of Google Accounts
https://support.google.com/work/android/answer/6371476?hl = ja
- Switch between multiple Google accounts
https://support.google.com/docs/answer/2405894?co = GENIE.Platform%3DDesktop&hl = ja

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2. Let’s utilize the secondary groups!
The new faculty&staff groupware has a function called “secondary group” that can be used for defining the accessprivilege setting and mailing lists (group mail). The “secondary group” is a feature called “secondary address” inthe former faculty&staff groupware (hereinafter referred to as “former secondary address”) and has new featuresin addition to the turned-over conventional features.
The new features of the “secondary group” are mainly divided into two.
First, you can now designate an organizational group when setting the members of a secondary group. Thisfeature eliminates the need to request for a member change when a personnel transfer occurs (note: personnel
changes involving people not included in the university personnel information such as temporary workers need tobe applied electronically).
For specific procedures, refer to the section “Staff member search (staff member search and secondary groups)”of the faculty&staff groupware manual. [For the exact location of the manual, refer to 3. Manuals and FAQs]
Another major change is the enhanced mailing list function. It’s more sophisticated and convenient now.
In this section, we introduce some ways to use the secondary groups with the new faculty&staff groupware
effectively.
2-1. Share information with members!
The secondary group can be used for sharing information at various levels. Below are three ways of using thesecondary group.

A. Share schedules among members [Garoon: Scheduler]

Designate members to display bydefault using the secondary group

On the Garoon’s Scheduler screen, select the “Group week” view or “Group day” view. Users included in the“Priority Organization” are displayed in a list by default. It’s a great way to share schedules because you canview other faculty and staff members’ schedules on one screen. By default, the organization associated withyour account is set as a “Priority Organization,” but it might not fit the reality of your work. In such cases, you
can set a secondary group to your “Priority Organization.”7

Here’s how.
1.

First, select one secondary group that includes people you want to see immediately when you open the
Scheduler screen. * You must be a member of the secondary group.

2.

Click the account name in the upper right corner of the faculty&staff Portal, and select “Account Settings”
from the drop-down list.

3.

An “Account Settings” dialog pops up, so click the pencil-shaped edit button on the right of “Basic
Information.”4.

Select the desired secondary group from the “Priority Organization” drop-down list, and click “Save.” Go backto the Scheduler screen and see if everything is set as you intended.

8B. Let’s share meeting materials [Garoon: File management, Messages]

Obtain privilege setting with highly-reliable maintainability
using Secondary group for the file management.

Message recipients can be set inbatch using Secondary group

Meeting materials often include sensitive information. By using the secondary groups, you can send information to
those who need it, as well as keep it inside the group.
Many of the students and faculty and staff members are using Garoon’s “File Management” to store meeting
materials. In using that feature, a secondary group can be used as a unit for setting a browsing privilege, etc. For
example, create a shared folder in an appropriate layer of File Management and grant the secondary group towhich you want to show the meeting materials access to the folder. Doing this not only promotes the appropriate
handling of information but also enables continuous control of browsing privilege to the information even when
personal transfers occur, by just changing members in the secondary group. For specific procedures, see the “FileManagement” section of the new faculty&staff groupware manual. [For the exact location of the manual, refer to 3.
Manuals and FAQs]* To set rights to create and access to a folder, you need to have an administrative right to the upper level folder
and the folder, respectively.
In addition, for sending meeting materials, we recommend using Garoon’s “Messages,” which is far more securethan sending them by email. Since recipients of messages are basically set on an individual basis, sending amessage to many people might sound a burdensome task. But by using secondary groups, you can easily selectand designate many people as recipients at once in the following way:1.

In the “To:” field of the Compose email screen, click the two squares button on the right of the user search
box.

2.

The “User Search” dialog pops up, so select the secondary group you want to set as a recipient from theleft column.

3.

Members of the selected secondary group are displayed in the left box. Highlight them in blue by selecting,and click “Candidate”>.”94.

Repeat 2. through 3. until all people you want to send the message to are in the “Selected” box, and click“Apply.” All of the addresses you selected are now in the “To:” field.

C. Speed up document creation by collaborative editing [Google Docs].

You are creating many documents daily. Of which, documents to go public are usually reviewed by multiple
people. The question is how you share these documents.
Sending Word and Excel files as attachments to emails are not recommended as it is not only troublesome but
also entails greater information security risks. Google Drive allows users to share documents with secondarygroups, so try collaborative editing using Google Docs and Google Sheets. As these files are updated real time,
this function can be used for brainstorming during a meeting.

10The flow from file creation to sharing is as follows:
1.

Open Google Drive (http://drive.g.iimc.kyoto-u.ac.jp/ ).

2.

Select My Drive from the left column on the screen, click New in the upper left corner, and select the typeof file you want to create.

3. A file opens in a separate tab, so fill in the content.
4.

Click the “Share” button on the upper right corner to share the file you created (or right click on the file in
the My Drive top page and select “Share”).

5.

Enter who you want to share the file with. You can specify each individual one by one, but it is mucheasier to use secondary group addresses.

6.

Click “Send” with the “Notify” box checked, and an email to notify that the file is shared is sent to thetarget addresses.

Actually, we have written this feature article using the collaborative editing function of Google Docs.
2-2. Master Mailing list function
Below are three examples of using the enhanced mailing list function.
A. Archive emails and share them with new members
When you are assigned to a new department, you might want to know the past email communications conveyed
among the group members.
Emails sent to secondary groups can be archived (stored). Only members can view the archive emails online.
Enable the archive function, and share past emails with new members.

11View archives
To view archived emails, follow the steps below.

(1)

Click the circle User icon in the upper right corner, and click “Groups” (if the Groups icon is not displayed,click “More” from Google).
(2)

Click “My Groups.”(3)

A list of secondary groups of which you are a member is displayed, so click the name of the secondarygroup you want to view the archive of.
(4)12Archived emails are listed as follows: Click the subjects to see the detail.

* To start archiving, “Google Group Owner” of each secondary group must change the settings. For specificprocedures, refer to “Operating procedures_Google Groups default settings” in the faculty&staff groupware
manual. [For the exact location of the manual, refer to 3. Manuals and FAQs]

B. Number emails for easy reference.
When we talk about a specific email, we tend to say “About the email with the subject XXXX received on
HH:MM from Y-san…”
There is a function to automatically attach prefixes or serial numbers to emails sent to the secondary groups(e.g., [Inquiry about XX system: 123], [XX Project: 55]). This makes it easier to talk about specific emails (e.g.,“About [Inquiry about XX System: 123]...”)* Senders cannot know the serial numbers attached to emails they sent.
* To set prefixes or serial numbers to the subject of emails, “Google Group Owner” of each secondary group mustchange the settings. Open the Google Groups administration page, click “Settings,” “email options,” and enter[ML name: %d] in the “Subject Prefix” field. For details, refer to “Operating procedures_Google Groups default
settings” in the faculty&staff groupware manual. (“ML name” is optional. “%d” refers to numbers)[For the exact location of the manual, refer to 3. Manuals and FAQs]

C. Change the posting privilege depending on your purpose.
Want to receive emails from only those you authorized?

You can do that by limiting people who can send (post) emails to the secondary groups. By default, only
those who have the faculty&staff email accounts (****@kyoto-u.ac.jp) can post messages to the secondarygroups. You can change these settings depending on the purpose of using the secondary groups.
* To change the posting privilege, “Google Group Owner” of each secondary group must change the settings. For
specific procedures, refer to “Operating procedures_Google Groups default settings” in the faculty&staff
groupware manual. [For the exact location of the manual, refer to 3. Manuals and FAQs]* Go to “Privileges,” click “Posting privilege,” and change the setting value for “Post” to the following:

PosterAnyoneRestricted to the faculty
and staff members of
Kyoto University
Restricted to members
Restricted to owners

Setting value (Post)
Anyone on the Web

Usage example- Inquiries, accepting applications

All members of theorganization (default)- Inquiries, accepting applications (oncampus faculty and staff members only)

All members of the group- Projects, working groups- Notifications that do not need to reply to- Email newsletters

Group owners

13Periodic review, please!
“Secondary group” feature is convenient, but as its usage grows, the importance of managing them inevitably
increases. We ask you to conduct periodic review of secondary groups by following the steps below:
1.

Member confirmation [Garoon: Secondary group search]

First, you need to know what secondary groups you have and who the members are. Go to the faculty&staff
groupware, and select “Staff member search” and then “Secondary group search” to conduct a check. You cannarrow the search using the search window, etc., at the top of the screen. To see the detail of each record,
click the blue button on the far left (open the record details).
Please note that “Secondary group search” only allows you to view the recorded information. You can neither
change records nor request their deletion from this page.
2.

Deletion of secondary groups and member changes [Garoon: Secondary group request]

When you find secondary groups to update or delete, make a request for edit or deletion by going to thefaculty&staff groupware, clicking “Links,” selecting “Requests and tools,” clicking “Secondary group request,”
and then selecting “Secondary group request (edit/delete).” If you select the secondary group in the “Category”
field and “Secondary group name” field, the information currently recorded is set, so update as needed. To
delete the secondary group, check the deletion box at the bottom of the screen. To complete the request, click
Set a route, Confirm the details, and Request. The secondary group will be updated or deleted in the next runof synchronization conducted hourly.
Note that if you edit groups from Google Groups (G Suite), it might hinder the use of the Group function, so
make sure you edit or delete secondary groups using Garoon request forms.

3. Manuals and FAQs
For manuals and FAQs about the faculty&staff groupware and email, please see below.
Faculty&staff groupware manual
Faculty&staff groupware > Links > Manuals, FAQs, Contact > faculty&staff groupware manual
Faculty&staff groupware FAQs
http://www.iimc.kyoto-u.ac.jp/ja/faq/portal/groupware/
Faculty&staff email (KUMail) FAQs
http://www.iimc.kyoto-u.ac.jp/ja/faq/mail/next_kumail/(Makoto Miyabe, Business System Management Team Leader, Information Infrastructure Division,
IT Planning Office/Planning and Information Management Department, IIMC)(Kazumi Kurikawa, Information System Development Office Leader and Research Administrator,
IT Planning Office/Planning and Information Management Department, IIMC)(Masato Yatani, e-work Promotion Division, Information Promotion Section,
IT Planning Office/Planning and Information Management Department, IIMC)

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