Difference between revisions of "Multi-Factor Authentication"

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=Overview=
 
=Overview=
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When using '''Two-Factor Authentication, '''each new user can use the Google Authenticator app to obtain one-time passwords which are calculated from time and/or event-based algorithms. 
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'''Multi-Factor Authentication (MFA)''' 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.
  
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Most websites that a user can log into require a username and password, both "known" by the individual in order to log in. In short, this means that anyone who knows the correct username and password combination for a unique account can log into that account; thus, there is very little that can be done to identify that the individual logging is is actually the individual who owns the account. 
+
The security impact of 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. 
  
−
The '''Two-Factor Authentication '''function provides a second factor - this can be something that someone has (for example, an access card) or some unique property of that person (for example, a fingerprint, or a code sent to a personal mobile device). 
 
  
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The security impact of the '''Two-Factor Authentication '''is that while a user may lose an access card or get duped into sharing a password, the odds of both happening to a single user are dramatically reduced. Using '''Two-Factor Authentication '''therefore enhances an organization's ability to ensure that no one is using illegitimate means to gain access. 
+
SmartSimple Cloud supports two ways of implementing MFA:
  
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'''Two-Factor Authentication '''is a required component of maintaining [[SmartSimple]]'s SOC2 security status. SmartSimple supports two different '''Two-Factor Authentication '''approaches: 
+
* '''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
  
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* '''TOTP '''([https://en.wikipedia.org/wiki/Time-based_One-time_Password_algorithm Time-based One-Time Password]) - this technique uses an authentication app that is installed on a mobile phone 
 
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* '''RSA Disconnected Token '''- this technique requires a physical device used to generate a one-time code 
 
  
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<pre>This article deals specifically with the TOTP protocol. To learn more about the RSA Disconnected Token protocol and its related costs, please contact your account manager. </pre>
+
'''Note:''' MFA and password reset emails are sent from non-production environments as of the March 2023 upgrade. If you wish to add role restrictions for access to your backup environment, the setting is located at '''Menu''' icon > '''Global Settings''' > '''Security '''tab > '''System Feature Permissions''' > '''Feature''' tab > '''Restrict Login to Backup Environment to these Roles'''. When testing MFA and password reset emails on non-production environments, always use a test user and test email.
−
==Prerequisites==
 
−
In order to configure '''Two-Factor Authentication, '''you will need to have the following: 
 
  
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* [[Global User Administrator|System Administrator]] access - your [[User|user]] [[User Role|role]] in your [[SmartSimple]] [[instance]] must be '''System Administrator.'''
+
=Configuration=
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* Access to a mobile device with a two-factor authentication tool installed, such as Duo or Google Authenticator (available in Google Play and App Store). If you have not already downloaded an authentication app onto your mobile device, please do so prior to following the steps in the rest of the article.
+
To toggle on multi-factor authentication, follow these steps:
  
−
==Configuring a Role to Use Two-Factor Authentication==
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:# Navigate to '''Global Settings''' > '''Security''' > '''Password and Activation Policies'''
−
'''Two-Factor Authentication '''is configured by [[User Role]]. For best practice, it is recommended to specifically create '''Two-Factor Authentication '''as a new role and add it to the existing users. While '''Two-Factor Authentication '''can be added to an existing role, it is not recommended because it will become more complex to manage. <br />For roles that have this feature enabled, the use of '''Two-Factor Authentication '''becomes mandatory. This involves a drastic change in user experience, so SmartSimple recommends that this action be rolled out to users in small groups at the beginning of the process. 
+
:# Scroll to''' Authentication Options''' and toggle on '''Enable Multi-Factor Authentication'''
 +
:# Specify the roles that require authentication via TOTP and/or Verification Code. If the same role is added to both methods, only TOTP will be used.
  
−
The first step of the implementation process is to create this role in your [[SmartSimple]] [[instance]]. 
+
        '''<u>NOTE:</u>''' If you select the '''Everyone''' option, you do not need to update this setting when new roles are created.
  
−
Follow the steps below in order to configure a [[User Role|user role]] to '''Two-Factor Authentication: '''
 
  
−
1. Click on the 9-square menu icon on the top right of your page.
 
  
−
:: {{Icon-Menu}} 
+
[[File:Authentication Options.png|thumb|none|800px|Authentication options for time-based one-time passwords (TOTP) and verification codes via email or SMS]]
−
2. Under the heading '''Configuration, '''select '''Roles and Security.'''
 
  
−
:: [[File:2factor roles.png|220px|border]]
+
==Time-Based One-Time Password (TOTP) Implementation==
−
3. Click on the first hyperlink labelled '''User Roles.'''
+
A time-based one-time password can be generated using an authentication device (such as a mobile phone) in order to allow for an additional security step to authenticate logins.
  
−
The list of available [[User Role|user roles]] in your system will be displayed. 
+
===Setting up TOTP Multi-Factor Authentication for Specific Roles===
 +
:# In your SmartSimple instance (logged in as Global Admin), go to''' Menu Icon''' > '''Global Settings'''.<br /> [[File:GlobalSettings5.png|thumb|none|800px|The <strong>Global Settings</strong> link under the main menu]]
 +
:# Go to the Security tab > '''Password and Activation Policies > '''Under “Authentication Options”, toggle on '''Enable Multi-Factor Authentication (MFA)'''.
 +
:# In the setting '''Roles with Time-Based One-Time Password (TOTP),''' include the roles that you want to enable multi-factor authentication for.
 +
:# 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.
 +
:# Scroll to the bottom of the page and click '''Save'''.
  
−
4. Click on the '''+ icon '''on the top left in order to '''Create a New Role. '''
+
===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 [https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2&hl=en_CA&gl=US&pli=1 Google Authenticator], [https://www.microsoft.com/en-us/security/mobile-authenticator-app Microsoft Authenticator], or [https://play.google.com/store/apps/details?id=com.twofasapp 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:
  
−
:: [[File:2factor create new user role.png|500px|border]] 
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:# If user has TOTP enabled on their account, they will be presented with the following screen the next time they log in: <br /> [[File:MFASetupTOTP.png|thumb|none|800px|TOTP setup page with instructions]]
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4. The '''New Role '''page will be displayed.
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:# Follow the instructions listed on the screen. Start by installing an authenticator app on your mobile device. 
 +
:# 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. <br /> [[File:ScanQR.jpg|thumb|none|800px| Interface for Google Authenticator]]
 +
:# The app may prompt you for a QR code or a secret key. Back on your SmartSimple MFA setup page, click the button labeled '''Show TOTP Key and QR Code'''. This will reveal the QR and secret key used with an authentication app. <br /> [[File:QRandSecretCodeScreen.png|thumb|none|800px|<strong>TOTP QR Code</strong> and <strong>TOTP Secret Key</strong> revealed]]
 +
:# 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. 
 +
:# The mobile app will generate a time-based verification code. Enter this code into the field labelled '''Enter Verification Code''' on the setup page. 
 +
:# Click '''Submit. '''
  
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:: [[File:2factor new role.png|500px|border]] 
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===If the Mobile Device Associated with TOTP is Misplaced===
−
Fill out the following details: 
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<pre>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.</pre>
 +
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:
  
−
* '''Name: '''2 Factor Authentication (for clarification of the role purpose) 
+
:# Navigate to the user's profile who wishes to have TOTP credentials reset.
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* '''Caption: '''2 Factor Authentication (as the caption is typically the same or similar to the '''Name''') 
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:# From the '''Actions''' dropdown, select '''Edit Roles and Access'''.
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* '''Description: '''TOTP (for clarification of the role purpose) 
+
:# In the following modal window, select the button labeled '''Reset TOTP'''. <br /> [[File:ResetButton.png|thumb|none|800px]]
 +
:# The user may now login as normal, following the prompts on the subsequent '''Set Up Multi-Factor Authentication''' screen.
  
−
5. In the '''Two Factor Authentication '''field, click into it and select the option '''Time-based One-time Password (TOTP).'''
+
===Determining Which Roles Can Reset TOTP===
 +
:# In your SmartSimple instance (logged in as a '''Global Administrator''') in the '''Main Menu''', select '''Global Settings'''.<br /> [[File:GlobalSettings5.png|thumb|none|800px| The <strong>Global Settings</strong> link under the main menu]]
 +
:# Navigate to the '''Users''' tab and click '''Roles'''.
 +
:# '''Edit''' the role that you would like to grant the ability to reset TOTP on behalf of other users. For security best practice, this role should be an internal role only.
 +
:# Select the '''Permissions''' tab.
 +
:# In the field '''Roles this role can reset TOTP for''', select the other roles that this role can reset TOTP on behalf of. <br /> [[File:RolesTOTPReset.png|thumb|none|800px]]
 +
:# Click '''Save'''.
  
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* '''Note''': If you select the '''None '''option, this means that '''t'''here will be no two-factor authentication enabled for this user role. When someone with this user role tries to enter the system, they are able to successfully log in by inputting just their correct username and password combo.
+
==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.
  
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6. Click the '''Save '''button at the bottom of the page.
+
===Setting up Verification Codes for Email===
 +
<pre>Note: If you are using the SMTP Relay with an IP restriction for sending emails, ensure the IP of your environments (backup, testing, production) is in your IP list. If you need to help with identifying the IPs of your environments or have questions, reach out to our support team.</pre>
  
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The page will refresh with the role saved into the system.
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The easiest way to set up MFA is through the email that was used for user registration and login.
  
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To check that your role has been successfully added: 
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# Go to '''Menu Icon''' > '''Global Settings''' > '''Security''' tab > '''Password and Activation Policies''' and then scroll down to the section marked '''Authentication Options'''.
 +
# Toggle on '''Enable Multi-Factor Authentication'''. You will see additional settings displayed for different authentication methods. 
 +
# 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. Click the '''Save''' button at the bottom of the page to activate changes.<br /> [[File:2022-11-ticket-139210-3.png|thumb|none|800px| Adding a specific role for SMS or email verification]]
  
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1. Click the '''list icon '''in the top left row of buttons on the '''2 Factor Authentication '''Role page. 
+
===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:
  
−
:: [[File:Return to user roles.png|90px|border]]
+
# When the user logs in using their email and password, they will be taken to a page where they can click a button labelled '''Send Code by Email.''' <br /> [[File:2022-11-ticket-139210-4.png|thumb|none|800px| The multi-factor authentication page lets the user choose between receiving the verification code via email or SMS (if applicable)]]
−
2. This will bring you to the [[List View Overview|list]] of all user roles in the system once more. You should now see the '''2 Factor Authentication '''role listed. 
+
# They will be prompted to enter a verification code that was sent to their email. <br /> [[File:2022-11-ticket-139210-4a.png|thumb|none|800px| The user will be prompted to enter a verifcation code sent to their email address]]
 +
# The user must open their email to copy the verification code. <br /> [[File:2022-11-ticket-139210-5.png|thumb|none|800px| A sample email containing a temporary verification code]]
 +
# Enter the verification code into the field and then click '''Submit''' to finish authentication and log in to the system. <br /> [[File:2022-11-ticket-139210-9.png|thumb|none|800px| Entering the temporary verification code into the verification field]]
  
−
:: [[File:2factor role.png|600px|border]]
+
===Setting up Verification Codes for SMS===
−
Once you see your newly created role among the list of user roles, then the role has been successfully added and is saved into the system. 
+
SMS (text messaging) is paid service that must be enabled for you by SmartSimple. Contact Support or your account representative for more details. SmartSimple will 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.
 +
[[File:2022-11-ticket-139210-8.png|thumb|none|800px]]
  
−
==Adding Users to New Role==
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===Logging in with a Verification Codes for SMS===
−
Once you have added the '''2 Factor Authentication '''role (and configured '''TOTP '''in the role details), then the next step is to add existing [[SmartSimple]] [[User|users]] into that role.
+
# When the user logs in, they will be presented with the option to receive a verification code via email or through SMS. The user can click '''Send Code by Text Message'''. <br /> [[File:2022-11-ticket-139210-6.png|thumb|none|800px| Users have the option of receiving the code via email or through SMS]]
 +
# The user can check their mobile messages, enter the code into the field, and then click '''Submit''' to finish authentication and log in to the system. <br /> [[File:2022-11-ticket-139210-7.png|thumb|none|800px| Once the verification code has been sent, the user will be prompted to enter the code into the verification field]]
  
−
For this process, you should remain on the '''2 Factor Authentication '''Role page. To do so, click the '''pencil icon '''next to the role name on the list of user roles.
+
==Bypassing Multi-Factor Authentication for Single Sign-On==
 +
If multi-factor authentication has been enabled, it can be bypassed for users logging in via single sign-on (SSO). To bypass MFA, go to '''Global Settings''' > '''Integrations''' tab > '''Single Sign-On''' > Edit an SSO setting > Toggle on '''Bypass Multi-Factor Authentication (MFA) when logging in with Single Sign-On (SSO)'''.
 +
[[File:SSO-Bypass-MFA.png|thumb|none|800px| Multi-factor authentication can be bypassed in the single sign-on settings]]
  
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1. On the left-hand side will be a menu: click into the tab titled '''Current Users. '''
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==Setting up a Default Email Address==
 +
If you are using SMTP relay and/or have a dedicated instance (your own domain), make sure you have set up the default email address and that the default email address matches your domain. Otherwise your default email address should be set to '''donotreply@smartsimplemailer.com'''. Follow these steps to set up a default email address:
  
−
:: [[File:2factor current users.png|500px|border]]
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# Go to '''Menu''' icon > '''Global Settings''' > '''Communications''' tab
−
2. The list of current users associated with this role will be displayed. If you have just created this role, there will be no users listed. 
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# Click '''Email Options and Security'''
 +
# Toggle on '''Enable Default From Address'''
 +
# Enter your desired '''From Address'''
 +
# Click '''Save'''
  
−
Click the '''+ icon '''on the top left above the list in order to '''Add a User '''to the role.
 
  
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:: [[File:2factor add user.png|70px|border]]
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[[File:default-email.png|thumb|none|800px|Set up a default email address to help ensure that verification emails do not get blocked by the SMTP relay]]
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3. A list of all available [[User|users]] in your system will be displayed in a modal window. 
 
  
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:: [[File:2factor add user to rolel.png|750px|border]] 
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=Settings Explained=
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Select which users you would like to add to the role by checking the box next to their name in the list. 
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{| class="wikitable"
 +
|-
 +
||
 +
'''Setting'''
  
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4. Click '''Add '''at the bottom of the page.
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||
 +
'''Description'''
  
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5. Any selected users will now be displayed in the list of '''Current Users '''for the '''2 Factor Authentication '''role. 
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|-
 +
||
 +
'''Enable Multi-Factor Authentication'''
  
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:: [[File:2factor current users list.png|700px|border]]
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||
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==Activating Users with Two-Factor Authentication==
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Enables MFA for the entire instance but does not have any impact unless user roles are specified.
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After you have both added a '''2 Factor Authentication '''role and added '''Users '''into that role, the next step is to activate those users. 
 
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First, update the '''Activation Email Template '''in your [[SmartSimple]] system. 
 
−
 
 
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1. Click on the 9-square menu icon on the top right of the page. 
 
−
 
 
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:: {{Icon-Menu}} 
 
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2. Under the heading '''Configuration, '''select '''Global Settings. '''
 
  
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:: [[File:Menu and global settings.png|500px|border]]
 
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3. Click into the '''Security '''tab. 
 
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4. Under the subheading '''Business Security Settings, '''select '''Password and Activation Policies.'''
 
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:: [[File:Password and activation policies global settings.png|500px|border]]
 
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5. Click into the second tab labelled '''Activation Email Templates. '''Ensure that the '''New User '''and '''Request Password '''templates contain an activation link (which should be denoted as https://@url@@activationlink@), and '''do not '''contain a temporary password, as in the example below: 
 
−
 
−
:: [[File:2factor email template.png|500px|border]]
 
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6. Save the template and return to the '''General '''tab in '''Password and Activation Policies.'''
 
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7. Scroll until you find the field for '''Password Activation Settings '''- set the '''Activation link life span '''to '''24 hours'''.
 
−
 
−
:: [[File:2factor activation link.png|250px|border]]
 
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8. Click '''Save. '''
 
−
 
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For the next series of steps, return to the '''2 Factor Authentication''' role page ('''Roles and Security''' > '''User Roles''').
 
−
 
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1. Go into the '''Current Users '''tab from the left-hand side menu.
 
−
 
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2. Select one or more users from the '''Current Users '''list by checking the box next to their name; the following buttons will appear: 
 
−
 
−
:: [[File:2factor buttons.png|200px|border]]
 
−
{| class="wikitable"
 
 
|-
 
|-
 
||
 
||
−
'''Add User(s) '''
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'''Roles with Time-based One-time Password (TOTP)'''
  
−
'''+ icon'''
+
||
 +
Associates one or more roles with authentication proven through an authenticator app such as Google or Microsoft Authenticator.  
  
−
||As mentioned previously, clicking this button will allow you to select from the total list of users in your [[SmartSimple]] [[instance]] to add into this role. 
 
 
|-
 
|-
 
||
 
||
−
'''Remove User(s)'''
+
'''Roles with Verification Code via SMS or Email'''
  
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'''- icon'''
+
| style="border-color: #;"|
 +
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 Support or your account manager for more information.
  
−
||Clicking this button will allow you to remove the selected user(s) from this role. 
 
 
|-
 
|-
 
||
 
||
−
'''Update Geocode'''
+
'''Enable Trusted Device'''
  
−
'''reload icon'''
+
||
 +
This option is used to bypass MFA authentication for specific roles on specific devices. 
  
−
||Clicking the''' Update Geocode '''button will allow you to update the geocode (provision of geographical coordinates tied to user's inputted locations). This would be in the use-case of a contact who is using a new mobile device. 
 
 
|-
 
|-
 
||
 
||
−
'''Send Password'''
+
'''Trusted Device Expiry'''
  
−
'''key icon'''
+
||
 +
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 its set to five, then the user will be prompted every five days.
  
−
||Clicking this button will allow you to send passwords to the selected user(s). This will trigger an activation email to the user, including their activation link for login. 
 
 
|}
 
|}
−
3. Click on the '''key icon '''next to '''Send Password '''to the selected users. 
 
−
 
−
==Logging in with Two-Factor Authentication==
 
−
Once a user has been re-activated in the system, they should receive an email with an activation link. The reason that we have re-activated these users is because they were added to the '''Two Factor Authentication '''role that specifically impacts the login and activation process into your [[SmartSimple]] system. 
 
−
 
−
The activation link their email will direct to a login screen that will display the account activation page. This screen includes fields to create and confirm a new password, CAPTCHA validation if required, and a '''QR code. '''
 
−
 
−
===Validating the QR Code===
 
−
If this is the first time the user has had a code generated then the screen should include a '''QR Code''' that can be scanned using Google Authenticator. The actual authentication code is also provided in case there are issues with the use of Google Authenticator.
 
−
 
−
[[Image:EnableTwoFactor 3.png|500px|border]]
 
−
 
−
* If the user has an existing QA Code then the user can click a button to generate a new code and re-sync or can proceed to the login page.
 
−
 
−
Users will then be prompted to enter the one-time code after entering their user name and password. <br />
 
−
[[Image:EnableTwoFactor3.png|500px|border]]
 
−
 
−
Enter your code including spaces along with your password and click '''Submit.'''
 
−
 
−
Once a user has undergone this last step of actually scanning the '''QR Code '''and inputting the generated code for authentication, they have been activated successfully with '''Two-Factor Authentication '''into your [[SmartSimple]] system. 
 
−
 
−
 
−
 
−
==Tips==
 
−
* Best practice is to create a '''Two-Factor Authentication '''role and add this role ''to ''existing users.
 
−
* Be aware that this authentication process is a complete change in user experience. We recommend testing in small batches, or on individual users, prior to applying this role to a large group of users.
 
−
* When beginning this process, add this role to individual users for testing.
 
−
* Codes must include spaces to correctly validate
 
−
* Each code must be entered prior to expiry in the Authenticator app.
 
−
* In the interest of time, it is best to complete '''CAPTCHA validation''' prior to entering Authenticator code. 
 
−
* In the event of a user using a new device, the code can be re-generated and an activation email re-sent to the user.
 
−
* Ensure that the email templates '''do not '''contain a temporary password - this will interfere with the activation link functionality. 
 
−
* Make sure to re-save '''Activation link life-span '''to '''24 hours '''during setup to give users a reasonable amount of time to log into the system, 
 
−
* If both [[Single Sign-On]] and Two-Factor Authentication are in use, there is a Single Sign-On setting option that will control whether or not Two-Factor Authentication will be required when a user authenticates via SSO.
 
−
 
−
==See Also==
 
−
* [[User Role]]s
 
  
 +
=See Also=
 +
:* [[User Role]]s
 
[[Category:Security]]
 
[[Category:Security]]

Latest revision as of 11:00, 1 June 2023

Overview

Multi-Factor Authentication (MFA) 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 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 MFA:

  • 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


Note: MFA and password reset emails are sent from non-production environments as of the March 2023 upgrade. If you wish to add role restrictions for access to your backup environment, the setting is located at Menu icon > Global Settings > Security tab > System Feature Permissions > Feature tab > Restrict Login to Backup Environment to these Roles. When testing MFA and password reset emails on non-production environments, always use a test user and test email.

Configuration

To toggle on multi-factor authentication, follow these steps:

  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. If the same role is added to both methods, only TOTP will be used.

        NOTE: If you select the Everyone option, you do not need to update this setting when new roles are created.


Authentication options for time-based one-time passwords (TOTP) and verification codes via email or SMS

Time-Based One-Time Password (TOTP) Implementation

A time-based one-time password can be generated using an authentication device (such as a mobile phone) in order to allow for an additional security step to authenticate logins.

Setting up TOTP Multi-Factor Authentication for Specific Roles

  1. In your SmartSimple instance (logged in as Global Admin), go to Menu Icon > Global Settings.
    The Global Settings link under the main menu
  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 with instructions
  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. 
    Interface for Google Authenticator
  4. The app may prompt you for a QR code or a secret key. Back on your SmartSimple MFA setup page, click the button labeled Show TOTP Key and QR Code. This will reveal the QR and secret key used with an authentication app.
    TOTP QR Code and TOTP Secret Key revealed
  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.
    ResetButton.png
  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 a Global Administrator) in the Main Menu, select Global Settings.
    The Global Settings link under the main menu
  2. Navigate to the Users tab and click Roles.
  3. Edit the role that you would like to grant the ability to reset TOTP on behalf of other users. For security best practice, this role should be an internal role only.
  4. Select the Permissions tab.
  5. In the field Roles this role can reset TOTP for, select the other roles that this role can reset TOTP on behalf of.
    RolesTOTPReset.png
  6. Click Save.

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

Note: If you are using the SMTP Relay with an IP restriction for sending emails, ensure the IP of your environments (backup, testing, production) is in your IP list. If you need to help with identifying the IPs of your environments or have questions, reach out to our support team.

The easiest way to set up MFA is through the email that was used for user registration and login.

  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. Click the Save button at the bottom of the page to activate changes.
    Adding a specific role for SMS or email verification

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 taken to a page where they can click a button labelled Send Code by Email.
    The multi-factor authentication page lets the user choose between receiving the verification code via email or SMS (if applicable)
  2. They will be prompted to enter a verification code that was sent to their email.
    The user will be prompted to enter a verifcation code sent to their email address
  3. The user must open their email to copy the verification code.
    A sample email containing a temporary verification code
  4. Enter the verification code into the field and then click Submit to finish authentication and log in to the system.
    Entering the temporary verification code into the verification field

Setting up Verification Codes for SMS

SMS (text messaging) is paid service that must be enabled for you by SmartSimple. Contact Support or your account representative for more details. SmartSimple will 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.

2022-11-ticket-139210-8.png

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 or through SMS. The user can click Send Code by Text Message.
    Users have the option of receiving the code via email or through SMS
  2. The user can check their mobile messages, enter the code into the field, and then click Submit to finish authentication and log in to the system.
    Once the verification code has been sent, the user will be prompted to enter the code into the verification field

Bypassing Multi-Factor Authentication for Single Sign-On

If multi-factor authentication has been enabled, it can be bypassed for users logging in via single sign-on (SSO). To bypass MFA, go to Global Settings > Integrations tab > Single Sign-On > Edit an SSO setting > Toggle on Bypass Multi-Factor Authentication (MFA) when logging in with Single Sign-On (SSO).

Multi-factor authentication can be bypassed in the single sign-on settings

Setting up a Default Email Address

If you are using SMTP relay and/or have a dedicated instance (your own domain), make sure you have set up the default email address and that the default email address matches your domain. Otherwise your default email address should be set to donotreply@smartsimplemailer.com. Follow these steps to set up a default email address:

  1. Go to Menu icon > Global Settings > Communications tab
  2. Click Email Options and Security
  3. Toggle on Enable Default From Address
  4. Enter your desired From Address
  5. Click Save


Set up a default email address to help ensure that verification emails do not get blocked by the SMTP relay

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 Support or your account manager for more information.

Enable Trusted Device

This option is used to bypass MFA authentication for specific roles on specific devices. 

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 its set to five, then the user will be prompted every five days.

See Also

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