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Workplace by Facebook - User GuideUsing Workplace for Business Purposes

Date: 17 April 2019Version: 2.3PROJ-821-30

PROJ-821-30UNCLASSIFIED

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Document information

VERSION DATE DESCRIPTION OF CHANGES AUTHOR

0.1 27/02/2018 Initial Draft M. Corcoran0.2 01/03/2018 Business Owner Updates A. Lutyens1.0 16/03/2018 Release M. Corcoran2.0 22/03/2018 Update to include – 1st use M. Corcoran2.1 04/05/2018 Updated to include notification

management guidesI. Nolan

2.2 24/07/2018 Updates to formatting I. Nolan2.3 17/04/2019 Updates to include Returning User

after 3 April Azure issue.K. Gareza


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Table of contentsIntroduction 4

Purpose 4

Email Domains 4

A guide to using Workplace 5

Accessing Workplace - Desktop 6Returning User 6

Returning User after 3 April 2019 6

First Use 6

Accessing Workplace - Mobile 11Returning User 11

Workplace Mobile – First Use 13First Use 13


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Introduction

Purpose

‘Workplace’ by Facebook is a social media tool used for connecting individuals and teams within the Ministry. It is a platform for developing, sharing and engaging with Unclassified Ministry information and new ideas as well as collaborating on cross-Ministry initiatives. Naturally, all information exchanged must be Unclassified and can be subject to OIA requests. These guidelines will help you understand how best to use Workplace.

Email Domains

As both a security measure and as a means to ensure that Ministry staff who do not have a login to the Orange Network can access MFAT Workplace, all access to Workplace will be controlled by the Azure service.

For information on how to access the Azure Portal please refer to the Azure Portal User Guide.

At this point, it is important to note that the Azure Service recognises all Ministry staff via an email address that uses the suffix: @mfat.net.

This is known as your Mercury Email address and all staff have one – even if you have not been advised or aware of this. A staff member can determine their Mercury Mail address by simply substituting the email domain: e.g. [email protected] becomes [email protected]

Any email sent to your Mercury Mail email address will be relayed to your corporate email address. You can also access your Mercury Mail email via an application presented in the Azure Portal.


mailto:[email protected]

mailto:[email protected]

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A guide to using Workplace

Be yourself Use your own voice and bring your personality to the conversation. Share your ideas. Avoid pedantic or formal language. Talk as you would to your colleagues at work. However, Workplace is not anonymous; all posts will be centrally monitored and material searched as required for OIA requests.

Be open Consider content that is open-ended and invites a response. Encourage comments and don’t be afraid to broaden the conversation by introducing new topics and citing others who may be discussing the same topic. You can link to external articles, videos etc.

Use common work-sense

Workplace is a professional tool, not a personal one. Engage on it as you would engage with people at work.

Think before you post. If what you are about to say makes you feel even slightly uncomfortable, pause and think why it makes you uneasy. Post only what you are willing to own 100%.

Think global Workplace will be used by our people all over the world. Make the most of this opportunity for welcoming different perspectives and be sensitive to cultural differences.

Be respectful Only say on social media what you would be prepared to say to someone face to face. Don’t spam or pick fights and remember humour doesn’t always translate.

If you find yourself in an antagonistic situation, recognise it early and ease out of it.

Be honest Represent yourself and the Ministry in a truthful way that can be well substantiated. Own your mistakes and correct them.

Be Careful Only post material that is unclassified, don’t discuss anything that you wouldn’t want to see go public, and protect your own privacy and that of others.

Questions and comments

If you have questions or comments, head over to the Workplace Help group once you are logged in.


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Accessing Workplace - DesktopThis process is for those who have logged into the Azure Portal previously. If this is your first time logging into the Azure Portal, please skip this section and go straight to the ‘First Use’ section.

Returning User

If you are working at your Orange Network desktop then you can access Workplace direct from the Azure Portal. For information on how to access the Azure Portal please refer to the Azure Portal User Guide.

Returning User after 3 April 2019

If you have logged on to Workplace before, you will be asked to create an account and see the screen below:

This doesn't mean that your account is gone and you need to create a new one.

Follow the prompts and log in as normal and you should see your profile after going through the two short steps.

First Use

When you access Workplace for the first time, via your desktop and after having re-set you Azure password as described in the Azure Portal User Guide, you will be presented with a set of screens you will see only once – when claiming your account. They will be as follows:


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Step 1 – Select the Workplace icon from the Azure Portal:

Step 2 – Select Log-in on the next screen


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Step 3 – Before you create your account, you MUST AGREE to the MFAT Terms of Use for Workplace. They can be read by clicking the option indicated in the screen shot below:

Step 4 – Please ensure you read the MFAT Terms of Use for Workplace fully before proceeding.


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Step 5 – Once you have read the MFAT Terms of Use for Workplace, return to the Workplace tab on your browser and select ‘Create Account’.

Step 6 – Now you are in Workplace for the first time and operational. Welcome!


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Manage your notificationsWorkplace will automatically generate notifications when other users post in groups that you’re a member of. Some of these notifications will generate emails. To reduce these emails, follow the steps below:

Step 1 - In the top right corner, click on the cog icon and select “Settings”.

Step 2 - Click on “Notifications” in the left hand menu.

Step 3 - Choose how you want to receive notifications – within Workplace, by email or on your mobile phone. You are able to turn off almost all email notifications by selecting “Only notifications about your account, security and privacy.”


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Accessing Workplace - Mobile

Returning User

Step 1 – Open the Workplace App and select LOG IN. If you do not have the app on your phone please go to the First Use section.

Step 2 – When presented with the login screen enter your email address – make sure you use the @mfat.net domain name. Then enter your password. If you have forgotten your password please go to the First Use section of this document.

Step 3 – As this is a mobile device using the public internet, you are required to use Two Factor Authentication (TFA). You will receive a text from Workplace with a code to be entered here.

NB: This may present your PERSONAL CELL PHONE number, which could be as a result of having added your cell phone number to the HR Portal. This is an Opt-In moment, by entering your personal cell phone number below, you are agreeing to the Ministry using this number to send you Azure security confirmation texts.


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If you do not wish to receive work based texts on your personal cell phone you can:

Update the HR Kiosk to record your Ministry cell phone

You will not be able to use Workplace outside of HuiNet if you are not able / willing to receive a security text message.


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Workplace Mobile – First Use

First Use

Step 1 – Load App to your Ministry iPhone from the Apple iStore

You must only use Workplace on a Ministry-owned device.

The icon for the Workplace app will appear on your device.

The Workplace app icon.

Step 2 – On starting the WORKPLACE App, select LOG IN and enter your email address – make sure you use the @mfat.net domain name.

When you click next – you will be asked to complete Two Factor Authentication as a secure login from the public internet. You will not be asked for this if you are operating from an MFAT Managed network – i.e. Orange or HuiNet.


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Step 3 – Two Factor Authentication works by being able to contact you via your cell phone .

NB: This may present your PERSONAL CELL PHONE number, which could be as a result of having added your cell phone number to the HR Portal. This is an Opt-In moment, by entering your personal cell phone number below, you are agreeing to the Ministry using this number to send you Azure security confirmation texts.

If you do not wish to receive work based texts on your personal cell phone you can:

Update the HR Kiosk to record your Ministry cell phone

You will not be able to use Workplace outside of HuiNet if you are not able / willing to receive a security text message.

Recommended Option is SEND ME A CODE BY TEXT MESSAGE


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Step 4 – Authentication Phone is the correct and default setting – so if you do select it, it will look like this

Step 5 – Select your geographic Region – New Zealand


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Step 6 – When you enter your cell phone number you must not enter the leading zero

Step 7 – You will receive a text message similar to this


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Step 8 – Enter that code on the next screen presented to you

Step 9 – Once complete you can log in on your Ministry phone.


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