Virtual Computer Services (VCS) Support Guide

Virtual Computer Services is a service that leverages virtual desktops run on campus that users will connect to. So rather than all the software, data, and network access being on your physical computer, it is stored and run in the University's data center. With the shift to a hybrid of remote/onsite work, being able to access the systems you need from any location is more important than ever. VCS provides the University with the ability to deliver a consistent desktop experience, no matter where you are. Since 2017, VCS is the standard desktop environment for the Faculty of Medicine & Dentistry.

Prerequisites:

In order to access VCS, you must have a MEDID (Faculty of Medicine & Dentistry MED account).
Your supervisor must put in a request with IST for you to get access to VCS, as VCS is a desktop replacement.
Any device that supports the Citrix Workspace App, which currently includes (Windows, Mac, Linux Operating Systems), Desktop, Laptops, Tablets, Phones, Chrome OS, Raspberry Pi).
Citrix Workspace App installed on the device you are connecting from.
If you want to access VCS from off campus, then configurating multi-factor authentication is required, this is done by installing an authentication app on your smartphone, or alternatively a USB token can be purchased for $60 in place of using a smartphone.

Getting Access to VCS:

Your supervisor must place a request with IST in order for your account to be enabled for accessing VCS. In addition, if off campus access is required, then this should be specified in the request as well.

As mentioned in the prerequisites, a hardware device of some sort is required for accessing VCS. IST has an optional low powered endpoint to use if one is required. IST will manage maintaining this device, and should it fail, a replacement will be setup, the defective one taken away, leading to less downtime.

Logging into VCS:

Logging into VCS is done by visiting https://vcs.med.ualberta.ca , depending on where you are connecting from, the login screen will look a little different.

On Campus:
Requires MEDID & Password only

Off Campus:
Requires Multi-factor authentication (usually a random code generated by an app on your smartphone) in addition to MEDID and password.
Please see the Enrolling for MFA KB for more details about getting enrolled.

After logging in, the VCS website will check to see if the Citrix Workspace App is installed, and if not, you'll be prompted to install it then.
Please see Installing Citrix Workspace App from VCS Website for additional details.

VCS Quick Start Guide Video

Using the Citrix Toolbar:

The Citrix toolbar can be found at the top of your screen collapsed, it will be a small black bar, and when clicked on, will expand to show other options.

Please see Using the Citrix Toolbar KB for more details.

Software:

VCS comes with a large bundle of pre-installed software, including a variety of licensed titles. Rather than having to install software on each VM, access is simply enabled by IST technicians.

Should you try to launch a piece of software that is not allowed to be run OR requires a license, you'll get the following prompt.

Contact the IST Service Desk at 780-492-8000, or using the Self Service Portal to request access. For licensed software, a speedcode is required from your supervisor.

Note: This same prompt can also show up when attempting to run software that has not been allowed for use on VCS.

USB Devices:

Most USB peripheral devices can be used with a virtual desktop. Peripherals can be used in VCS in one of two ways, 1) Optimized mode 2) Generic mode. Optimized is the preferred mode to use when possible.

Optimized Mode

Optimized support offers an improved user experience with better performance and bandwidth efficiency especially over an external connection. The device must be installed and working on the physical endpoint computer, and VCS can interact with the device using HDX technology. For example Webcams, mice, label printers, USB Thumb drives, Scanners, USB printers. Some programs may require a local plugin to help enhance the hardware, for example Zoom VDI client in VCS requires a Zoom HDX media plugin to help improve your webcam and microphone.

Example of locally connected printers in VCS in optimized mode.

Example of Optimized thumb drive and local disk in VCS.

Generic Mode

Generic mode is for specialty devices that don’t have optimized support or where it is unsuitable. Generic USB redirection may respond slower due to the peripheral having to go through an additional virtualization layer. Also note that the device can no longer be accessed on the local desktop as the device has been “moved” to the virtual desktop. Device drivers must be installed on the VM image.
Examples of devices that require Generic USB redirect are: Transcription foot pedals, Olympus transcription devices, IronKeys, HP ScanJet 3000.

To change a device to generic in the preferences of the Citrix toolbar, click on device and then click switch to generic.

This example is a USB thumb drive. Clicking on Switch to generic will change the device.

The USB thumb drive now is listed as a local drive on VCS.

Keyboard Layouts:

If you are on an Apple device or a PC running Linux, it is advisable to change the configuration of Citrix Workspace App to force the keyboard to US. Failing to do so, may result in unexpected characters showing up within VCS when certain keys are pressed. This especially may affect typing in passwords, as they are often masked when typing them in.

Please visit the Changing the Keyboard Layout KB.

Display Configurations:

Various display configurations can be used with VCS, including multiple displays, various common screen resolutions, and even virtual monitors.

Please visit the Display Configurations for VCS KB for additional information.

Best Practices / Important Info:

Be sure to log off of VCS prior to each Sunday @ 1am for system maintenance. To log off, click the Start menu -> Sign Out. Be sure to do this for any changes to your user profile to be saved (mapped drives, mapped printers, browser bookmarks, etc)
Disconnect from the Citrix Toolbar is not the same as logging off from Windows (Start menu -> Sign Out). Disconnect will simply close the connection between your physical computer and the virtual desktop. Logging off will close all applications and documents, and save all user profile changes to the profile server.
After 15 minutes of inactivity the VCS screen will lock automatically. You will need to supply your MEDID password to unlock the screen.
Installing software on VCS is blocked. Any new software, changes, or updates to existing titles are done by IST technicians, and deployed out to the VCS machines.
VCS, endpoints, or software are rented, which means that the service can be stopped, or equipment returned, and the charge for the service will be stopped. Please ensure to let IST know if the service is not required.
Sleep/hibernation, or putting the hard drive to sleep should be disabled on your physical machine if you want to stay connected when you walk away from your computer. Leaving them on will result in being disconnected from VCS if left for the specified time for them to activate.
Should you have troubles connecting to your existing virtual desktop session, you can initiate a Restart of the virtual desktop, which would be the equivalent of pressing the reset/power button on a PC. Click on the down arrow of the Windows 10 icon, then click on Restart. Please give it a minute or two, but once the restart is done, it should automatically launch a new VM.

Linux Configuration:

Linux based endpoints are not officially supported by IST, however some information to connect is provided on the Linux Guide.

Please visit the Linux Configuration KB for more details.

Plugins & Downloads:

Additional plugins are available for certain use cases, such as running Zoom or Skype for Business within Zoom, or even just older version of Citrix Workspace app for older systems.

Please visit the Plugins and Downloads Page for VCS.