Overleaf

Access Overleaf

The Institute for Intelligent Systems provides secure, load-balanced Overleaf access. Remember, VPN or on-campus access is required.

Returning Users
New Users

Known Issues

Overleaf Proxy User & Admin Guide

IIS is thrilled to announce that we will be providing secure, load-balanced Overleaf access for the Institute for Intelligent Systems at the University of Memphis. This service is designed to support collaborative research and teaching, with robust security and user self-service features.

* This free service is provided as-is as in free puppies — We will support issues as they come up as time allows.

Overview

This system provides secure, load-balanced access to Overleaf for the Institute for Intelligent Systems at the University of Memphis. Key features include:

  • A proxy backend with per-user, per-IP approval and expiration.
  • A React-based admin/user portal for self-service and management.
  • Load balancing across multiple Overleaf instances.
  • Robust authentication and access control.
  • HTTPS with a self-signed SSL certificate for secure communication.

1. First-Time User Onboarding

Important: You must be on the University of Memphis campus network or connected via the campus VPN to access the Overleaf proxy service.

Step 1: Approve the Self-Signed SSL Certificate

The Overleaf proxy uses a self-signed SSL certificate for HTTPS. Your browser will initially warn that the certificate is not trusted. You must approve it to proceed securely.

For Chrome/Edge Users:

  1. Visit the Overleaf proxy URL: https://iis-overleaf.uom.memphis.edu.
  2. You will see a warning: “Your connection is not private.”
  3. Click Advanced.
  4. Click Proceed to iis-overleaf.uom.memphis.edu (unsafe).

For Firefox Users:

  1. Visit the Overleaf proxy URL.
  2. You will see a warning: “Warning: Potential Security Risk Ahead.”
  3. Click Advanced….
  4. Click Accept the Risk and Continue.

For Safari Users:

  1. Visit the Overleaf proxy URL.
  2. You will see a warning: “This Connection Is Not Private.”
  3. Click Show Details.
  4. Click visit this website.

You only need to complete this step once per device/browser. The connection remains encrypted, but is not trusted by default because the certificate is self-signed.

Step 2: Request Access

  • If your IP address is not recognized, you will be redirected to the Access Request page.
  • Fill in your email address and choose a secure password.
  • Submit the request. Your IP will then be added to a pending approval list.

Step 3: Approval Process

  • An administrator will review and approve your access request.
  • Once approved, you will gain access from your current IP address for a period of 3 months.

2. Returning Users

  • If you access the service from a new IP address or after your approval expires, you will be redirected to either the Access Request or Unapproved page.
  • Use the “Existing User? Add My IP” button to re-approve your current IP. This action requires you to log in with your credentials.

3. IP Approval & Expiration

  • Each user can have multiple approved IP addresses. Each approval is valid for 3 months.
  • New IP addresses are added to a pending list and require approval from an administrator or via self-service.
  • After 3 months, approved IPs will expire and must be re-approved to maintain access.

4. Load Balancing

  • The proxy efficiently distributes users across multiple Overleaf instances to ensure optimal performance and responsiveness.
  • Each user is “sticky” to a specific instance based on their IP address for consistent sessions.
  • If all instances are currently at capacity, users will see a “System Full” page that provides queue information and automatically refreshes when a slot becomes available.

5. Authentication

  • Users authenticate with their email and password to approve new IP addresses or access the user portal.
  • Administrators can log in to the admin portal to view, approve, or remove users and their associated IP addresses.

6. Self-Service IP Approval

  • Users have the convenience of adding their current IP address to their approved list directly via the “Add My IP” page.
  • This process requires you to log in with your registered email and password.
  • Once added and authenticated, your IP address is immediately approved for 3 months.

7. Troubleshooting

  • Cannot Access Overleaf?
    • Ensure your IP address is currently approved and has not expired.
    • If you see the “System Full” page, please wait patiently for an available slot.
    • If you encounter SSL warnings, follow the steps outlined above to approve the self-signed certificate.
    • Remember: Access is restricted to users on campus or connected to the campus VPN.
  • For Administrators:
    • Utilize the Admin Portal to effectively manage users and their approved IP addresses.
    • Promptly approve or remove pending requests as required.

8. Security Notes

  • All traffic through the proxy is securely encrypted via HTTPS.
  • Only pre-approved users and their authorized IP addresses can gain access to Overleaf.
  • Administrators maintain full control over user and IP approval processes, enhancing security.

For further assistance, please contact your system administrator.