Join UTokyo Slack by receiving an invitation from a specific workspace

This page describes the procedure for joining UTokyo Slack by receiving an invitation from a specific workspace. The procedures differ depending on whether you are already using UTokyo Slack or have just started using UTokyo Slack.

If you are already using UTokyo Slack

If you are already using UTokyo Slack, you will receive a direct message from the Slackbot in the UTokyo Slack workspace you are currently in. This message contains a link to the workspace, which will take you to the workspace you have been invited to.

If you have just started using UTokyo Slack

Before you join

UTokyo Slack is only available to users who have completed the Information Security Education. The Information Security Education is held annually for all UTokyo Account holders with the aim of improving Information Security at UTokyo. For details about the timing and the procedure of the course, kindly refer to the Information Security Education page.

• If you don’t complete the Information Security Education within the implementation period, your privilege to use the UTokyo Slack will be suspended. Specifically, you will no longer be able to sign in to UTokyo Slack. Furthermore, even if you have already signed in, you will be forced to sign out and will not be able to sign in again.

• If your access gets suspended, please ensure to undergo the Information Security Education. As soon as you pass the confirmation test, the suspension of your access will be restored immediately.

• For those who are newly enrolled and appointed, complete the Information Security Education and pass the confirmation test in order to start using UTokyo Slack. Please complete the Information Security Educationbefore starting to use the UTokyo Slack.

In addition, to use UTokyo Slack, you are required to enable Multi-Factor Authentication for UTokyo Accounts. Please make sure to follow the initial setup procedures on the “Using Multi-Factor Authentication for UTokyo Accounts” page up to the last step “Step 4: Apply for MFA Use” to enable multi-factor authentication for your UTokyo Account. It will take about 40 minutes for your account settings to be reflected in the system, so please wait before proceeding to the following step.

Procedure

1. Once the invitation is made by the person in charge of the workspace, you will receive an invitation email in your ECCS Cloud Email.* We ask the person in charge to enter a 10-digit Common ID followed by @utac.u-tokyo.ac.jp, which indicates that you are a member of UTokyo, (e.g. 0123456789@utac.u-tokyo.ac.jp) as the email address when sending invitations. Since emails sent to this email address will be forwarded to the ECCS Cloud Email @g.ecc.u-tokyo.ac.jp, you can receive the invitation email by logging in to ECCS Cloud Email.
2. Click on the “Sign in with UTokyo Account” button in the email.
3. Unless you have already signed in to your UTokyo Account, the sign-in page will be displayed. Please sign in.

   Troubleshooting guide: When the error message “申し訳ありませんが、サインイン中に問題が発生しました” or “Sorry, but we’re having trouble signing you in.” appears

   There is a possibility that you have not passed the information security education confirmation test, which is required to use UTokyo Slack. Please check the page for the Information Security Education, and complete and pass the confirmation test. Once you pass the test, the results will be immediately reflected in the system.

   If the issue is still not resolved, please consult the Technical Support Desk.

   Troubleshooting guide: If you get an error message “これに対するアクセス権がありません” or “You don’t have access to this”.

   It is possible that the application or reflection of the Multi-Factor Authentication for UTokyo Account, which is required to use UTokyo Slack, has not been completed. Please make sure to follow the initial setup procedures on the “Initial Setup Procedures for Multi-Factor Authentication for UTokyo Accounts” page up to the last step “Step 4: Apply for MFA Use” to enable multi-factor authentication for your UTokyo Account. It will take about 40 minutes for your account settings to be reflected in the system, so please wait for a while.

   If the issue is still not resolved, please consult the Technical Support Desk.

4. Since you will be asked to review the terms of service, please do so.
5. After joining in process has been completed, the workspace screen will appear.

After you join

Setting up a profile

When using UTokyo Slack, we recommend that you set up your profile appropriately. In particular, the “Display Name” field in your profile is the information that is usually displayed as your name in messages, etc. However, it is initially set as the 10-digit Common ID due to system specifications. Therefore, it is recommended that you set a name that others can recognize.

The procedure for changing your profile is as follows (if you are using a PC).

1. Press the “person” symbol in the upper right corner of the workspace screen.
2. Select “Profile” from the menu that appears.
3. Click on the “Edit” button to the right of your name.
4. The edit screen will open, allowing you to make changes to each item in your profile. When finished, press the “Save Changes” button in the lower right corner.

Please note that due to the specifications of the Enterprise Grid plan, UTokyo Slack profiles are common to the entire UTokyo Slack and cannot be set up differently for each workspace.

How to use Slack

For information on how to use Slack within a workspace, you may find Slack’s official help “Getting started for new Slack users”, “How to use Slack: your quick start guide” and tutorials helpful. Also, it may be a good idea to ask existing members on its use, as some workspace members may have their own rules for using Slack.