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Collaboration Tools Overview

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How to Request Access

The Office 365 collaboration tools are included with your license and can be accessed with your @ucsf.edu email address. The services that are not included in standard UCSF licensing have been noted below and can be requested via Service Now ticket.

NOTE: There might be a recharge for some of these collaboration tools, which has also been noted below.


There are a lot of collaboration tools available to staff, faculty, and students at UCSF. The following information will breakdown these collaboration tools by subject area and common use cases. There is also information about the types of data that can be used within each system, platforms (e.g. How it can be used) and the potential costs for using the collaboration tool.

Each of the subject areas will provide a link to the UCSF training pages for each application.

Collaboration Tools (Subject Area)

Communications

Use Cases

  • Ability to engage in interdepartmental communications
  • Ability to communicate with users within and outside the enterprise

Restricted Data: Approved for use with Protected Health Information, P3/P4 data

License Costs: Included within UCSF Office 365 A3 license

Platforms: Mobile, Web, and Desktop

NOTE: The mobile versions require enrollment in Intune Company Portal and the desktop applications require VPN access

Applications:

Meeting Communications

Video Conferencing

Use Cases

  • Facilitate group interactions (e.g. Meetings between individuals or group sessions)
  • Brainstorming sessions
  • Collaborating with peers or individuals outside of the enterprise
  • Screen and meeting recordings

Restricted Data: Approved for Protected Health Information, P3/P4 data

License Costs: Zoom is free for UCSF faculty, staff and students

NOTE: There are additional costs for a webinar license. Learn more about Obtaining a Webinar or Large Meeting License.

Platforms: Desktop, Mobile

Applications:

Soft Phone

Use Cases

  • Make and receive audio calls to users within or outside the enterprise
  • Video calls can be made to users or video endpoints within the enterprise
  • Engage in instant messaging with individuals within the enterprise

Restricted Data: Approved for Protected Health Information, P3/P4 data

License Costs: All UCSF users with an active email address have access to instant messaging features, there is a cost for the soft phone feature (e.g. Make and receive audio calls from a single user interface)

Platforms: Desktop, Mobile

Applications:

Brainstorming

Use Cases

  • Assist with the group collaboration and brainstorming
  • Help teams run effective meetings, visualize ideas, and work creatively with notes, shapes, templates, and more
  • Bring content and conversations together in a single, portable experience that’s always up to date—perfect for the new hybrid workplace

Restricted Data: Approved for Protected Health Information, P3/P4 data

License Costs: Included within UCSF Office 365 license 

Platforms: Desktop (Windows only), Web, Mobile (iOS and Android), and Teams

Applications:

Collaboration and Co-Authoring

Document Creation

Use Cases

  • Work collaboratively with your team, including simultaneous editing of Office documents in Word, Excel and PowerPoint
  • Upload and work with your files from anywhere on any device with a consistent web interface, even PHI
  • Share links, not files. You’ll always know where the latest version is and who was the last to edit
  • Access your files from anywhere by leveraging OneDrive, SharePoint or integrate with Box

Restricted Data: Approved for Protected Health Information, P3/P4 data

License Costs: Included within UCSF Office 365 license 

Platforms: Desktop, Web, Mobile

NOTE: The mobile versions require Enrollment in Intune Company Portal and the desktop applications require VPN access

Applications:

Task Management

Use Cases

  • I would like the ability to track tasks and information in a centralized location or integrate within our communication platform, Teams
  • I have data and work related information that I would like to visualize in Gantt chart or card view

Restricted Data: Lists and Planner are approved for Protected Health Information, P3/P4 data. Smartsheet is not currently approved for PHI and P3/P4

License Costs: Lists and Planner are included within the UCSF Office 365 license. Smartsheet is offered to users with an active UCSF email address, however, a separate license is required to create and own sheets or to access premium features within Smartsheet.

Platforms: Desktop, Web, Mobile

Applications:

Note Taking

Use Cases

  • I have been asked to take notes for an upcoming meeting, I need an ability to share and collaborate on the notes after the conclusion of the meeting
  • I have been tasked with a project that requires some planning and collaboration with multiple team members in a centralized location
  • I would like an application to track my daily tasks and responsibilities but also have the ability to monitor their progress

Restricted Data: Approved for Protected Health Information, P3/P4 data

License Costs: Included within UCSF Office 365 license 

Platforms: Desktop, Web, Teams

Applications:

Engagement

Use Cases

  • I need the ability to create to build, distribute and analyze online surveys to collect data.
  • I need a surveying method that allows for real-time collaboration, integrates into our communication platform (Teams) and the ability to export data in multiple formats. 

Restricted Data: Approved for Protected Health Information, P3/P4 data

License Costs: Microsoft Forms and Qualtrics is available to all current UCSF faculty, staff and students

Platforms: Web, Teams

Applications: Qualtrics and Microsoft Forms are all approved for the use of Protected Health Information and P3/P4

File Storage

Use Cases

  • (OneDrive) I need a location to store the files that I work develop and work on everyday
  • (SharePoint) I need a place to store the files that I will be sharing within Microsoft Teams
  • (Box) I need a file storage method that will allow for easy file sharing outside of the enterprise and integrates with a communication platform such as MS Teams
  • I need a location to store my large files that can be accessed from anywhere

Restricted Data: OneDrive, SharePoint and Box are all approved for the use of Protected Health Information and P3/P4

License Costs: SharePoint, OneDrive and Box are available to all UCSF students, staff and faculty

Platforms: Desktop (OneDrive, Box), Web

Applications: