This guide should give an overview of how working remotely is possible, which services exist and how to use those effectively.
In this guide we only cover technical possibilities and topics, if you need advice about other topics, please talk to your supervisor or visit the HR intranet.
- I am at home – where/how do I get help?
- What means “working remotely”?
- Are IT services at IST Austria working?
- Services available remotely
- IT services directly accessible
- Secure connections to the IST Austria network
- IT services not directly accessible
- What do I need to work remotely?
- What do you want to do?
I am at home – where/how do I get help?
IT is available via
- firstname.lastname@example.org E-mail address
- +43 2243 9000 1300 IT Hotline
- https://chat.ist.ac.at/channel/IT our chat channel
Do not hesitate to contact us if you need help. Immediate help is only available during usual office hours (Mo-Fri, 8am – 5pm).
What means “working remotely”?
Working remotely or working from remote refers to the possibility of accessing IT services of IST Austria from a remote location (i.e. not from the IST Austria campus) via an internet connection.
Technically, it does not make any difference if this remote is working on the shuttle bus using your mobile phone hot-spot, working from home using a DSL or cable modem, or working when traveling on the Wifi of a conference you’re attending.
Depending on the bandwidth (= the speed) of your connection, you will experience differences in the quality of our services, and some services are better suited for small bandwidths than others. Web services usually work better on slower internet connections than applications transmitting a “Screen” like WT10.
Are IT services at IST Austria working?
Please see our Systemstatus page, if services are green, then everything is up and running at the institute.
Services available remotely
Many services IST Austria IT provides are available remotely, but not all services are reachable directly. Also, some configurations are only done automatically while on campus, using such services remotely needs manual configuration steps.
IT services directly accessible
The following services can be used directly from remote, there is no need to configure/use additional connections like VPN and/or Remote Desktop. Of course, most of these services only allow IST authenticated users (login with IST Username and IST Password).
You can access the web-mail through the URL https://owa.ist.ac.at. You can also configure your E-Mail client (e.g. Outlook, Thunderbird, Apple Mail,..) or your mobile phone (Android, iPhone) to use our mail-servers.
Our Seafile system can be used to safely share data, sync local data from your laptop/PC to our servers and work together (simultaneous) on office files. Please make sure that you click IST User Login for login to the ISTCloud. All data in the ISTCloud are hosted locally at IST Austria.
You can access most of our intranet pages directly from the outside. This includes the IST Wiki, PPMS, Room Booking, and other pages.
- ICP (without access to the Admin section, see below how to use it)
- IQ and courses
- All Library applications
You can also access most journals/articles via https://libraryproxy.ist.ac.at/ (NO VPN needed!)
Apart from Email, we also offer other services for easy communication with your colleagues and/or collaborators, which are accessible directly from the outside:
This is our chat system based on Rocket chat, which you can use in your web-browser but there are also various clients for e.g. Windows, Mac, Linux, Android and iPhone. This system can be used as a safe messenger, as all data are stored at IST Austria.
Our new video/audio conferencing system. This open-source system (Jitsi) can be used without installing any software, directly in your browser (Chrome gives the best experience and is recommended) or via apps in your mobile phone (Android/iPhone). Conferences up to 8 participants will work just fine.
Another on-premise video/audio conferencing system based on BBB (BigBlueButton). TI works very well for audiences up to 30 people, and has its particular strength when it comes to trainings.
Our commercial system works well for almost all audience sizes, and is also used to perform Webinars/Virtual Conferences.
Secure connections to the IST Austria network
Many other IT services you are using daily are not directly accessible from remote locations, which is due to security or technical reasons. To connect to these services, you would need to first make a secure connection to the IST Austria network. The following options to initiate such a connection exist:
With VPN, your computer/PC/laptop/tablet/mobile phone will be virtually connected to the IST Austria network, like if your device would be physically at IST Austria. You should be able to work as if you are connected to a network plug in your office or the ISTWlan on campus. VPN is pre-installed and pre-configured on all laptops handed out by IT.
Please keep in mind that:
- Some services still might not be available
- Because of the slower connection to the IST network, working with large files might be very slow or impossible
- It might not be OK to work with IST files on a private computer which is using VPN –> use WT10 / SAPREMOTE.
- If the connection is weak (e.g. via mobile internet), a loss of the connection during saving files can cause corruption of files.
The easiest way to connect to the IST network is using our Remote Desktops connection directly via your web-browser: https://wt10.ist.ac.at/ or https://wt10b.ist.ac.at/. You simply need to navigate to the URL, login with your IST username and IST password, and you will be provided with a Windows desktop, access to all your file-shares, Outlook, Adobe products and many more programs. You can also install a client (available for almost all operating systems including mobile-phones) by following this link. Clients are usually faster and offer more features, but need to be installed and configured first.
Please keep in mind that:
- Even though the provided desktop looks similar to yours, not all programs available on your “normal” PC/Laptop will be available.
- As this is a shared resource, the experienced performance might vary.
- The system usually is optimized for slow internet connections, but if the connection is too slow, it will not work.
SSH access via login.ist.ac.at
For users familiar with the Linux/Unix command line, we also offer access to the IST Austria infrastructure via our login server. Simply use your preferred SSH client (on Windows this could be Putty or MobaXterm) to connect to:
You can login with your IST password or (recommended) use a ssh-key.
SSH is optimized for very slow Internet connections!
IT services not directly accessible
By connecting with one of the services above, you will be able to access almost all IT services available at IST Austria. The following are only examples of the most used IT services not reachable from remote.
- File shares/file servers
If you want to work with files from your Home drive (H:\), S:\ (\\fas01nas\staffdata), your Group drive (K:\, fs3/somegrp), or other file systems, you need to be connected with one of the services above.
- DPW (time & absence recording)
This service is not available directly via the internet, even though the URL is https://dpw.ist.ac.at. Please initiate a connection to IST Austria first.
What do I need to work remotely?
This depends a on what you intend to do, but in general you need a computer (e.g. laptop, tablet, PC, Mac,..) and a reliable internet connection.
If you just want to read/answer emails, your mobile phone might probably be sufficient.
Other peripherals, like mouse, keyboard, head-set and an external (larger) screen might be beneficial to your work, but please note that the institute can not supply everyone with such devices additionally.
If your supervisor approves, and you plan to work from home for a longer period of time, you can take your keyboard/mouse/head-set with you if needed.
What do you want to do?
I am at home and want to reach my colleagues
A very efficient way to communicate is using our chat, https://chat.ist.ac.at/, you can create channels within different groups and discuss.
Follow the instructions of the link above.
I want to access ICP processes
I want to receive/write Emails
You can just connect to our web-mail: https://owa.ist.ac.at
I want to run jobs on the cluster
- Connect to the Institute, use either
- Connect to one of the head-nodes via SSH
I’m working in HR/finance and need to use SAP
If you work in HR/finance and you want to use SAP, you need to:
- Connect to IST via VPN or WT10
- Open a Remote Desktop connection to SAPREMOTE.