User Preferences - 2-Step Authentication

• Overview
• Enabling Two-Step Authentication

• Disabling Two-Step Authentication

Overview

Accessible from User Preferences, this content link contains settings for adding an extra layer of security to SmartOffice user accounts. When enabled, two-step authentication requires that a user enter a special one-time code in addition to a password when signing in to SmartOffice Pro. The code can be delivered to the user by e-mail and/or text message, or it can be generated using a mobile app. Watch the Fast Class: Two-Step

Authentication Two-step authentication can be enabled for regular user accounts as well as SmartView for Advisors user accounts.

This feature helps protect against instances in which a SmartOffice user's account credentials may become compromised. Any attempt by someone other than the user to access the account using only the office name, user name and password will fail. In essence, two-step authentication is an additional barrier that an attacker must overcome to access a SmartOffice user account. Although it does not guarantee user account security, it makes compromising an account more difficult.

Tip: SmartOffice administrators can enable or disable two-step authentication for all users in the office using the Enable Two-Step Authentication setting in Office Settings - Detail.

Enabling Two-Step Authentication

• On the 2-Step Authentication content link, select Active from the Two-Step Authentication drop-down list. Note: A user must have the Administrator: User Rights & Creation/Licenses/Groups user right to change this option.

• In the Require verification code at sign-in every __ days field, specify the maximum number of days the user can go without being prompted to enter a code. Regardless of the value entered here, SmartOffice will continue to prompt the user for a code at every sign-in unless the user selects Do not prompt OTP again for next __ days option at sign-in (see Signing In to SmartOffice Pro). When the user selects that option, SmartOffice stops prompting the user for verification for the number of days specified here. The maximum number of days that can be entered here is defined in Office Settings

• Security Policies.
• Select the method for receiving codes: E-mail, Text Message, E-mail &Text Message or Mobile App. The Mobile App option lets the user use the SmartOffice Anywhere app to generate one-time codes, so it is important that the user have the Android or Apple iOS app installed and working before the Mobile App option is selected.

• For receiving codes by e-mail, enter an e-mail address (by default, this field is prefilled with the user's address as it appears in User Preferences - Basic Info and User Accounts - Detail).

• For receiving codes by text message,

select a mobile carrier, and then enter a 10-digit mobile phone number. - If e-mail was selected as a delivery

method, follow these steps to verify the e-mail address: - Click the verification button next to the e-mail address field to open the Verify your e-mail address dialog box.

• Check the accuracy of the e-mail address, and then click the Send Verification E-mail button. The confirmation code dialog box opens.

• After receiving the verification e-mail message, copy the code from the message into the Confirmation Code field.

Note: For security purposes, codes remain valid for 10 minutes. Users who encounter a delay in receiving the e-mail should check their spam or junk mail folders.

• Click the Finish button. The system displays a message stating that the e-mail address was verified.

• If text message was selected as a delivery

method, follow these steps to verify the mobile phone number: - Click the verification button next to the mobile phone number to open the Verify your mobile number dialog box.

• Check the accuracy of the phone number, and then click the Send Verification Code button. The confirmation code dialog box opens.
• After receiving the verification text message, enter the code from the message into the Confirmation Code field. Note that the code is valid for 10 minutes.

• Click the Finish button. The system displays a message stating that the phone number was verified.
• Select Menu > Save.

The next time the user signs in to SmartOffice Pro, the system will send the user a verification code and ask the user to enter it.

For more information, see Signing In to SmartOffice Pro.

Disabling Two-Step Authentication

To disable two-step authentication, select Inactive from the Two-Step Authentication drop-down list, and then select Menu > Save.

Note: A user must have the Administrator: User Rights & Creation/Licenses/Groups user right to change this option.