This document will guide you on how to connect to the MAE virtual desktop which is restricted to a limited group of faculty, staff, and students. MAE virtual desktop provides restricted software that is generally only available for on-campus labs.
NOTE: Program-specific applications are limited to only faculty, staff, and students within the program. Please visit the UCF Apps homepage (https://apps.ucf.edu) to review program-specific applications.
Install UCF Apps
If you have not installed UCF Apps, we recommend using Citrix Workspace to access UCF Apps for the best performance and experience. You can follow the guide that best corresponds to your operating system (OS).
KB0011247 – How to install UCF Apps (Windows 10 – most browsers)
KB0012416 – How to install UCF Apps (MacOS)
KB0012662 – How to install UCF Apps (Chromebook)
KB0011242 – How to install UCF Apps on Android
KB0011250 – How to install UCF Apps on iOS (iPad, iPhone)
NOTE: You can use a web browser (we recommend Chrome), but for the best performance and experience, it is recommended to use Citrix Workspace to access UCF Apps.
Step 1 – Open Citrix Workspace and log in UCF Apps using your NID and your current NID password.
Step 2 – Confirm your identity with MFA (Multi-Factor Authentication).
NOTE: You have three options to authenticate:
(1) DUO Push – Easily confirm or deny through a DUO App (recommended).
(2) Call Me – Receive an automated phone call to confirm or deny.
(3) Passcode – Receive an automated text message with a one-time code to be entered.
(4) Security Key - These are hardware devices that you can tap to authenticate when prompted. They are available at our Technology Product Center for purchase.
For more information about MFA and DUO, please refer to KB0013205 – Multi-Factor Authentication General Knowledge and Common Questions.
Step 3 – Click on Desktops, then All Desktops to see the list of all possible desktops you have access to.
Step 4 – Click on MAE VDI icon to start MAE Virtual Desktop.
NOTE: A black screen may appear while opening MAE virtual desktop, this is normal. Allow AME virtual desktop to fully open. Loading time will vary depending on several factors, such as network connection and speed, and physical limitations of the device you are using.
You may encounter the following login screen. If so, please enter your current NID credentials.
Step 5 – Once MAE Virtual Desktop fully opens, you can either enter the desired application name in the search bar or click the Start button in the bottom-left corner and select the desired application.
Working with Data
Opening files on the MAE Virtual Desktop
You can easily open files that are stored in your Knights Drive and Knights OneDrive. To access other personal storage options, you may be required to download the file locally to the MAE virtual desktop and copy them to your Knights Drive or OneDrive.
Using files on the MAE Virtual Desktop
In most cases, you will be working on files within MAE virtual desktop. Analysis on small data sets can be run from the Knights Drive. However, analyses of large data sets are recommended to instead be run directly from the Downloads folder for optimal performance. Once complete, backup your files before ending your session.
Storing files on the MAE Virtual Desktop
Please ensure that you backup your files to either Knights Drive, Knights OneDrive, or emailed to yourself after you are finished working on them. Files stored locally on MAE virtual desktop may be automatically deleted after ending the session.
For further details on how to open, save, and use files on UCF Apps, please refer to KB0011260 – How to Open, Save, and Use Files in UCF Apps.
IMPORTANT: For the best possible user experience, it is recommended to use either Knights Drive or Knights OneDrive as your storage solution. For larger data sets, we have found that using the Downloads folder to run analyses provides better performance. If you use the Downloads folder, ensure you backup your file to either your Knights Drive, Knights OneDrive, or Knights Email.
Step 6 – Save your work and ensure your files are either stored on your Knights Drive or Knights OneDrive. Exit out of all applications and click the Sign Out button on the Desktop.
NOTE: Do NOT close just close Citrix Workspace or the web browser. This will just suspend your session; it will not log you off the UCF Apps session.
General Frequently Asked Question (FAQs)
Accidentally Ending a Session
- If you lose Internet connectivity your VM session window will close.
- Your remote session on the VM may continue to run on the remote machine.
- Immediately sign back in to reconnect to your VM session already in progress.
- Save any unsaved work, and copy files to your local PC as needed to guard against another unexpected disconnection.
Best Practices of Working in a Virtual Environment
- For best performance, larger datasets should be present in the Downloads folder on the remote VM desktop machine. Opening a larger file on your local machine within UCF Apps will force your VM to read your data across the Internet and will dramatically reduce the speed of your remote software.
- Save your work frequently to guard against accidental disconnection or other disruptions. A good rule of thumb is to Save when you’ve done more work than you would be willing to happily do over again.
- Save your work at the end of your session and copy your data and any output files to your local PC to ensure your data is safely backed up against accidental loss.
- Some software relies on a license code that they pull from a UCF license server over the Internet. If there is a temporary loss of connectivity between your VM and the UCF license server, you may see an error. Quickly save your work, then close the error message. Wait a couple of minutes to see if the error recurs. If connectivity to the license server is restored, the error message should go away. You can continue to work normally. If the error message persists, save all your work, transfer files to your local PC as needed, and Sign Off from your VM session. Try again later when the connectivity problems have been resolved.
- Do not leave your VM session running if you are not actively using it! Providing the remote VM desktops through the Microsoft Azure cloud is expensive, and UCF can only afford to provide this capability if we all use it responsibly. If you are going to be inactive in UCF Apps for more than just a few minutes you should save all your work and use Sign Out to end your session.
Still need assistance?
If you need further assistance, please reach out to UCF IT Support Center or the Student Support Desk in Technology Commons or Classroom 1 buildings.