Multi-Factor Authentication

Overview

Multi-Factor Authentication is a method of authentication in which a user is granted access to your SmartSimple Cloud system only after successfully presenting two or more pieces of evidence to an authentication mechanism.

The security impact of Multi-Factor Authentication (MFA) is that while a user might lose their authentication device or get tricked into sharing a password, the odds of both happening to a single user are dramatically reduced. Using MFA therefore enhances an organization's security by requiring users to identify themselves with more than their login credentials. 

SmartSimple Cloud supports two ways of implementing Multi-Factor Authentication:

• Time-based One-Time Password (TOTP) via an authenticator app, which is more secure and suitable for users with increased access such as global administrators or internal staff
• Single Use Verification Code sent via email or SMS, which is better suited for external users or users who login infrequently 

Configuration

All settings related to multi-factor authentication are in a single location

1. Navigate to Global Settings > Security > Password and Activation Policies
2. Scroll to Authentication Options and toggle on Enable Multi-Factor Authentication
3. Specify the roles that require authentication via TOTP and/or Verification Code

        NOTE: If new roles are added to the system, the MFA configuration must also be updated 

Authentication Options

Time-Based One-Time Password (TOTP) Implementation

Enforce TOTP Multi-Factor Authentication for Particular Roles

1. In your SmartSimple instance (logged in as Global Admin), go to Menu Icon > Global Settings.
   
   
2. Go to the Security tab > Password and Activation Policies > Under “Authentication Options”, toggle on Enable Multi-Factor Authentication (MFA).
3. In the setting Roles with Time-Based One-Time Password (TOTP), include the roles that you want to enable multi-factor authentication for.
4. Toggle on Enable Trusted Device if you would like users to be able to bypass entering a code for a time period after the code has been successfully entered. If enabled, also enter the time period until the authentication bypass expires.
5. Scroll to the bottom of the page and click Save.

Logging in the First Time with TOTP

In order to use TOTP effectively, users must first download an authenticator application onto their mobile devices. Popular authentication apps include Google Authenticator, Microsoft Authenticator, or 2FAS. When logging into the system for the first time after TOTP has been activated on the user's role, the user must first follow these steps:

1. If user has TOTP enabled on their account, they will be presented with the following screen the next time they log in: 
   
   

   TOTP Setup Page.
2. Follow the instructions listed on the screen. Start by installing an authenticator app on your mobile device. 
3. On your mobile device, open the authenticator app and select the option to add a new device or scan a QR code. Each app will have different actions. 
   
   
4. The app may prompt you for a QR code or a setup key. Back on your SmartSimple login page, click the button labeled Clicking the button Show TOTP Key and QR Code. This will reveal the QR and secret key used with an authentication app.
   
   

   QR and Secret Code Screen.
5. Use the mobile app to scan the QR code or manually enter the secret key into the app. Once complete, a new device will be added to your list in the app. 
6. The mobile app will generate a time-based verification code. Enter this code into the field labelled Enter Verification Code on the setup page. 
7. Click Submit. 

If the Mobile Device Associated with TOTP is Misplaced

NOTE: If a mobile device associated with TOTP is misplaced, the TOTP must be reset by a Global Administrator or by a user in a role with the permission to reset the TOTP for other user roles.

In the case of a user's device being misplaced, the following steps will allow an internal user in the roles listed above to reset a user's TOTP:

1. Navigate to the user's profile who wishes to have TOTP credentials reset.
2. From the Actions dropdown, select Edit Roles and Access.
3. In the following modal window, select the button labeled Reset TOTP.
   
   
4. The user may now login as normal, following the prompts on the subsequent Set Up Multi-Factor Authentication screen.

Determining Which Roles Can Reset TOTP

1. In your SmartSimple instance (logged in as Global Admin) in the Configuration Menu (9-Square Grid Icon), select Global Settings.
   
   
2. Select the Users Tab from the Global Settings.
3. Click Roles.
4. Edit the role that you would like to grant the ability to reset TOTP on behalf of other users. For security best practices, this role should be an internal role only.
5. Select the Permissions tab.
6. In the field Roles this role can reset TOTP for, select the other roles that this role can reset TOTP on behalf of.
   
   
7. Click Save when complete.

Single-Use Verification Code Implementation

A single-use verification code is a uniquely generated number that is sent to the user via an email or SMS text. Since verification codes typically expire within a few minutes, each time the user logs into the system, they will be prompted for their single-use code.

Setting up Verification Codes for Email

The easiest way to set up MFA is through the email that was used for user registration and login. Be sure to follow the instructions carefully to avoid accidentally locking yourself or others out of their accounts.

1. Go to Menu Icon > Global Settings > Security tab > Password and Activation Policies and then scroll down to the section marked Authentication Options.
2. Toggle on Enable Multi-Factor Authentication. You will see additional settings displayed for different authentication methods. 
3. Under the Roles with Verification Code via SMS or Email setting, you will need to decide which roles need to be authenticated via a verification code sent through the email address used for login. Ensure that users assigned to this role have not opted out of receiving system emails. Click the Save button at the bottom of the page to activate changes.
   
   

Logging in with a Verification Code from Email

When a user has been assigned a role that requires a verification code, they can login using the following steps:

1. When the user logs in using their email and password, they will be prompted to enter a verification code that was sent to their email.
   
   
2. The user can check their email to copy the verification number.
   
   
3. Enter the verification code into the field and then click Submit to finish authenticated login.

Setting up Verification Codes for SMS

In order for users to receive SMS messages, a SmartSimple administrator must first enable SMS services by going to Menu Icon > Global Settings > Communications tab > Toggle on Enable SMS Notification. Ensure that the target users have an active mobile number filled into this standard field. If the phone number field is empty, users will not be able to receive any SMS messages for login and may be locked out of their accounts once activated.

Logging in with a Verification Codes for SMS

1. When the user logs in, they will be presented with the option to receive a verification code via email (if available) or through SMS. The user can click Send Code by Text Message.
   
   
2. The user can check their mobile messages, enter the code into the field, and then click Submit to finish authenticated login.
   
   

Settings Explained

Setting	Description
Enable Multi-Factor Authentication	Enables MFA for the entire instance but does not have any impact unless user roles are specified.
Roles with Time-based One-time Password (TOTP)	Associates one or more roles with authentication proven through an authenticator app such as Google or Microsoft Authenticator.
Roles with Verification Code via SMS or Email	Associates one or more roles with authentication proved through either email or an SMS message. The user can choose at the point of verification to receive an email containing the one-time-code or an SMS message containing the one-time code. SMS must be enabled by SmartSimple and will incur an additional cost. Please speak to your account manager for more information.
Enable Trusted Device	This option is used to enable the trusted device feature. If this option is selected then every user (via their role) associated with MFA will not be prompted every time they attempt to log into the system.
Trusted Device Expiry	Sets the frequency of the MFA prompt, based on the number of days specified. If the number is set to one, the user will be prompted every day for an MFA verification code, if set to five then the user will be prompted every five days.

See Also

• User Roles