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:
- Visit the Overleaf proxy URL:
https://iis-overleaf.uom.memphis.edu
. - You will see a warning: “Your connection is not private.”
- Click Advanced.
- Click Proceed to iis-overleaf.uom.memphis.edu (unsafe).
For Firefox Users:
- Visit the Overleaf proxy URL.
- You will see a warning: “Warning: Potential Security Risk Ahead.”
- Click Advanced….
- Click Accept the Risk and Continue.
For Safari Users:
- Visit the Overleaf proxy URL.
- You will see a warning: “This Connection Is Not Private.”
- Click Show Details.
- 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.