What is 2-factor authentication?

2FA or 2-factor authentication is a security measure mainly used to log into systems in a secure way.

The user first logs into the system with their username and password and then they get a second verification request (SMS, Email, or Google authenticator) which provides the user with a code that they need to enter.

The default authentication manner in OOONA Manager is Email.

Authentication manners

The system is set with a default authentication manner set by the Admin, but each user can set their preferred default authentication manner.

From: My menu > Resource information > Default authentication manner

• Email

• Google Authenticator (requires initial setup by the user)

• SMS via Twilio (requires having a valid mobile number in the system)

Open

Email authentication manner

This authentication manner is the system default.

Initial setup by the user

Steps to change the default authentication to Email verification:

From: My menu > Resource information

1. Select “Email” in the “Default authenticator” field (2)

2. Make sure the login email is set correctly (3). The authentication email will be sent to this email.

3. Optional: To ensure the data was entered correctly, use the “Test authentication manner” button (4).

Open

Log in with Email authentication

When logging in, after entering the Username and password the 2FA page will prompt and the verification email will be sent to the Login email of the user.

The verification code received in the mail should be entered to gain access to the system (fig 1).

Google Authenticator for mobile

Initial setup by the user

Steps to change the default authentication to Google Authenticator for mobile.

First, the OOONA user must be linked to a Mobile’sGoogle Authenticator.

From: My menu > Resource information

1. Select “Google Authenticator” in the “Default authenticator” field (fig 1)

2. Click “Generate google authenticator info” to show your unique QR code (fig 2)

3. Download the Google Authenticator app to your phone

Google Authenticator for Android

‎Google Authenticator for IOS

4. Open the Google Authenticator app on your phone

5. Click “Scan QR code” and scan the QR code received in step 2

Log in with the Google Authenticator app

1. Open the Google authentication app on your phone to show your code for this login:

2. Log in to OOONA Manager using your username and password:

3. The 2FA page will prompt.

4. Enter the code received on your phone (fig 1)

Google Authenticator for browser

Initial setup by the user

Steps to change the default authentication to Google Authenticator for mobile

First, the OOONA user must be linked to a browser’s Google Authenticator

1. Add the Google Authenticator add-on to your browser https://chrome.google.com/webstore/detail/authenticator/bhghoamapcdpbohphigoooaddinpkbai?hl=en

2. Pin the Authenticator add-on for easy access

3. Navigate to your Resource info page: My menu > Resource information

4. Select “Google authenticator” in the “Default authenticator” field (fig 1)

5. Click “Generate google authenticator” info (fig 2)

6. Click the pinned authenticator icon (fig 3)

7. Click “scan QR code” (fig 4)

8. Scan by dragging with the mouse over your Google authenticator QR code (fig 5)

Log in with a Browser’s Google Authenticator

1. Log in to OOONA Manager using your username and password

2. Click the pinned Google authenticator icon (fig1)

3. Click the code to copy it (fig 2)

4. Paste the code (fig 3)

SMS (Twilio)

Initial setup by the user

In order to use the SMS Twilio authentication method, the user needs to have a valid phone number in their resource profile.

1. Go to My menu > Resource information

2. Add a valid mobile phone number to the Mobile, Phone or Home phone fields

3. Select “Sms using Twilio” as the default authentication manner.

4. (Optional) Click on “Test authentication manner” to confirm the code is received.

Log in with SMS authentication

When logging in, after entering the Username and password, the 2FA page will prompt and the verification code will be sent to the phone number of the user via SMS.

If not received, the code can be resent using the “Re-send code” button, but this action is limited to 1 SMS per minute, for a maximum of 5 SMS in an hour.

System Administrator- Initial activation of 2FA in OOONA Manager

Activating 2-factor authentication

2-factor authentication is activated at a system level by default (fig 4), and can only be turned off by OOONA users.

To change the authentication manner follow these steps:
From: Administrator > Web Administrator > Configuration > Security

1. Select the default authentication manner (fig 5):

   1. Email

   2. SMS (Twilio)

   3. Google Authenticator (requires initial setup by the user)

When activating the 2-factor authentication on a system level, you can also make sure it works as expecting by clicking the “Test authentication manner” button next to the default authentication manner chosen.

2-factor authentication for Subcontractor links

2-factor authentication for Subcontractor links is activated at a system level.

Go to Administrator > Web Administrator > Configuration > Security and switch ON “Two-factor authentication for subcontractors” in the “Two factor authentication” section.

After switching this setting ON, all Subcontractor links will require 2-factor authentication when the subcontractors open them.

Additional authentication methods

If additional security is required, or your company already has an established authentication method, these can also be used to log in to the OOONA Manager system.

Additional authentication methods can be configured from Administrator > Web administrator > Configuration > Security.

After selecting an alternative authentication method, the corresponding fields to populate will become available: