Desktops User Guide

A Tehama Desktop is a shared or individual virtual desktop computer hosted in a Room. It is often referred to as a workspace. From a desktop, you can access the assets that have been configured in the encrypted secrets vault for the Room. All work performed using a desktop is audited.

Configure Desktops

All desktop configuration is done from the CONFIGURE tab for your room, under the DESKTOPS sidebar item.

Note, only the connected organization has access to the Configure tab.

Configure Desktops Page

Add New Desktop Configuration

To add a new desktop configuration, click on the ADD DESKTOP CONFIGURATION button or select Desktop under the ADD dropdown menu in the top right of the page.

This will display the ADD DESKTOP dialog:

Add Desktop Dialog

In the ADD DESKTOP dialog:

  • Enter a Desktop Name.
  • In the Mode drop-down field, select
    EITHER
    Shared, – which requires you to specify the number of people who will have access to the desktop, and provides room access that can be pooled/shared among all users in the access list field, one at a time,
    OR
    Individual, – which gives each user room access (a workspace) that is uniquely available to them.
    (See "Note on Shared Desktops" below.)
  • In the Quantity field if you have chosen a Shared mode, enter the number of desktops that will be shared.
  • In the Users field, enter the name(s) of those who will use this desktop.
  • In the Specification field, choose one of the supported CPU and memory configurations for your virtual machine.
  • If desired, enable the Always On checkbox. (If not enabled, the desktop will be suspended when it is not in use.)

Click Create. The new desktop will appear in the list of desktops on the page.

A Note on Shared Desktops

An individual desktop is accessed through a unique username for that desktop. The username is NOT unique to the individual. Multiple users who wish to access the same Windows Desktop will do so using a shared/common username. This will impose the following risks in the Windows environment:

  1. There is no user level local file space on the desktop. All files, application settings and personalization configured within the windows host will be accessible to ALL individuals who access that desktop. For Example:
    1. Application Specific Configuration, Including:
      1. Saved hosts/password settings entered into PuTTY or WinSCP
      2. Personal Details
      3. Browsing Data (Cookies, Cache, History)
    2. Saved usernames and passwords stored in the browser (e.g. Internet Explorer or Chrome)
    3. Windows Personalizations
    4. Files added/created
  2. No individual user logging/traceability. Windows log files will be unable to identify a specific individual logged into Windows when searching for a specific event. All user logs will appear from the shared username (unique to the Windows VM).

The Tehama platform DOES however offer the following individual user level features:
  1. File Vault. The Tehama file vault is associated to the current user logged into the Tehama Portal and is not tied to the Local Windows user. Any files stored in the File Vault can only be seen by the Owner.
  2. Session Recordings. Stored session recordings are stored and associated to an individual Tehama user. For ease of playback, the recordings are marked with the individual usernames
If a per-user desktop experience is required, it is recommended to instantiate an Individual Desktop.

Edit Existing Desktop Configuration

To edit an existing desktop configuration, click on the name of the desktop configuration that you wish to edit.

This will display the CONFIGURE DESKTOP dialog:

Configure Desktop Dialog

Make your changes in the CONFIGURE DESKTOP dialog, then click SAVE.

Delete Existing Desktop Configuration

You can delete a desktop configuration by selecting the entry of the desktop configuration that you wish to delete and then choosing the trash can Delete icon.

Approve or Reject Requested Desktop Configuration

Requested desktop configurations will show up in the list of desktop configurations as "Pending" and the name of the desktop configuration will be followed by the phrase "(Proposed request by the )".

You can approve or reject a requested (proposed) desktop configuration by selecting the entry of the proposed desktop configuration. The REVIEW DESKTOP dialog will appear. Browse the desktop details in the request, (which include the description field where the reason for the request can be found). Click APPROVE to approve the desktop or REJECT to reject it. You will be asked to enter a reason for rejecting a request.

Add Additional Software to a Desktop

Members may require additional desktop software to perform their functions. If the desired software is not available in the default desktop configuration, you can send a request to the Tehama Concierge to add it to your catalogue.

From within the Room:

  1. Click CONFIGURE
  2. Click DESKTOPS
  3. Select the Desktop Applications item from the ADD drop-down menu in the top right corner of the page.
  4. This will take you to the Tehama Support Portal, where you can request your application.
  5. In your request, type the name of the application desired and any additional information on the software you are requesting, including:
    • Licensing
    • Software vendor
    • Desired Configuration Options
  6. Submit your request.

Work with Desktops

The interface for accessing or manipulating a desktop is found in the WORK tab for your room, under the MY DESKTOPS sidebar item.

For the connected organization: Work My Desktops Page for the Connected Organization

For the user organization: Work My Desktops Page for the User Organization

Connect to Desktop

Click on either the name of the desktop or on the CONNECT button in its entry.

This will display the ACCESS DESKTOP dialog:

Access Desktop Dialog

From the ACCESS DESKTOP dialog:

  1. Open an instance of the Amazon Workspaces® Client app
    Either launch the Amazon Workspaces® web client, or download the application to your host machine and open it from there.
  2. Note the Registration Code, the Username and the Password values in the dialog. Refresh if expired.
  3. Open the Amazon WorkSpaces® Client app.
    • Ensure there is a green checkmark beside Network at the lower right corner of the Amazon WorkSpaces® Client app.
  4. Copy the registration code from the Tehama Window and paste it into the Amazon Workspaces® Client application as indicated.
    • Click Register.
  5. Copy the Username and Password from the Tehama Window, and paste them into the Amazon Workspaces® Client as indicated.
    • Click Sign In.
  6. If you are prompted with a Remember Me option, Click No.
  7. Your desktop may be restarting or rebooting. If so, wait a few minute and try again.
  8. For Windows users, if prompted to allow firewall access, click Allow Access.
    The connection can take a minute to be fully established.
  9. Upon Launch, your desktop will begin initializing/starting, resulting after a brief delay in the Workspace-Agent window being displayed, maximized with the desktop running behind it. If the Workspace-Agent detects an update, it will be downloaded automatically and the Workspace-Agent will restart.
Note: For convenience, in Tehama, copy buttons are available that automatically place the Registration Code, Username or Password into the clipboard.



Request Creation of Custom Image and Specification of a Desktop

Note, only the connected organization may request the creation of desktop custom images and specifications.

Read the Custom Specifications User Guide to learn what a custom specification is and how to prepare your desktop before requesting the creation of a custom image and specification.

Briefly, click on the custom-spec request icon Custom Spec Request Button in the desktop's entry.

This will display the CUSTOM SPECIFICATION dialog.

Custom Spec Request Dialog

In the CUSTOM SPECIFICATION dialog:

  • Enter a name, for example "Project ACME Custom Spec 1", and a description for your custom specification, then click on REQUEST.
  • A popup will appear that lets you know your request is in progress.

It will take up to the end of the next business day for your custom specification to become available. You will be notified once it is ready for use.

Restart a Desktop

Click on the restart icon Desktop Restart Icon in the desktop's entry.

This will display the confirmation dialog.

Desktop Restart Confirmation Dialog

If you wish to proceed with the restart (reboot) of your desktop, select OK. Otherwise select Cancel.

Note that the restart may take 5 - 10 minutes to complete.

View Desktop Status

You can see from the status icon in a desktop's entry whether the desktop is:

  • in use: in use status icon

or

  • not in use: not in use status icon

Request Desktop Configuration

Note, only the user organization may request a desktop configuration.

This is analogous to a member of the connected organization adding a desktop. See Add New Desktop Configuration.

As the user organization, you can request a new desktop configuration. The request is sent to the billing organization, which can either approve or reject your request.

To request a new desktop configuration, click on the REQUEST DESKTOP CONFIGURATION button or select Desktop under the REQUEST dropdown menu in the top right of the page.

This will display the REQUEST DESKTOP dialog:

Request Desktop Dialog

In the REQUEST DESKTOP dialog:

  • Enter a Desktop Name.
  • In the Mode drop-down field, select
    EITHER
    Shared, – which requires you to specify the number of people who will have access to the desktop, and provides room access that can be pooled/shared among all users in the access list field, one at a time,
    OR
    Individual, – which gives each user room access (a workspace) that is uniquely available to them.
    (See Note on Shared Desktops found under the Add New Desktop Configuration section.)
  • In the Quantity field if you have chosen a Shared mode, enter the number of desktops that will be shared.
  • In the Users field, enter the name(s) of those who will use this desktop.
  • In the Specification field, choose one of the supported CPU and memory configurations for your virtual machine.
  • In the Description field, type in the description of this proposed desktop. (This description is what the billing organization will base their decision to approve or reject your request on.)
  • If desired, enable the Always On checkbox. (If not enabled, the desktop will be suspended when it is not in use.)

Click REQUEST. Your newly requested desktop configuration will appear to you, as the user organization, in the list of pending desktop configurations under the PENDING DESKTOPS sidebar item in the WORK tab. It will appear to the billing organization under the DESKTOPS sidebar item in the CONFIGURE tab, marked as a proposed desktop configuration, awaiting review.

If approved, your requested desktop configuration will move to the list of desktop configurations under the MY DESKTOPS sidebar item. If rejected, you will be sent a message with the reason for the rejection and the entry will be removed from the list of pending requests.

Add Additional Software to a Desktop

As a user organization, you cannot request additional software be added to a desktop from the CONFIGURE tab, but you can make the request from the WORK tab. Follow the steps under the section Add Additional Software to a Desktop except click on the WORK tab, then the MY DESKTOPS sidebar item and then select the Desktop Applications item from the REQUEST drop-down menu in the top right corner of the page.