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 his username and password and then he gets a second verification request (SMS, Email, or Google authenticator) which provides the user with a code that he needs 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 his 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)
When the authentication manner is set to “Google authenticator”, and the initial setup wasn’t done by the user yet, on the first login the user will change the authentication manner to Email so he can log in to OOONA Manager and then he can perform the initial setup of his Google authenticator
The Authentication manner can also be changed by the user on every login without presetting a user default
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
Select “Email” in the “Default authenticator” field (2)
Make sure the login email is set correctly (3). The authentication email will be sent to this email.
Optional: To ensure the data was entered correctly, use the “Test authentication manner” button (4).
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)
In case of issues, another authentication manner can be selected upon login for this login attempt
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
Select “Google Authenticator” in the “Default authenticator” field (fig 1)
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
4. Open the Google Authenticator app on your phone
5. Click “Scan QR code” and scan the QR code received in step 2
If scanning is not available to you, you can perform the initial setup using the number code received in step 2
Log in with the Google Authenticator app
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)
In case of issues, another authentication manner can be selected upon login for this login attempt
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
Add the Google Authenticator add-on to your browser https://chrome.google.com/webstore/detail/authenticator/bhghoamapcdpbohphigoooaddinpkbai?hl=en
Pin the Authenticator add-on for easy access
Navigate to your Resource info page: My menu > Resource information
Select “Google authenticator” in the “Default authenticator” field (fig 1)
Click “Generate google authenticator” info (fig 2)
Click the pinned authenticator icon (fig 3)
Click “scan QR code” (fig 4)
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)
In case of issues, another authentication manner can be selected upon login for this login attempt
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.
Go to My menu > Resource information
Add a valid mobile phone number to the Mobile, Phone or Home phone fields
Select “Sms using Twilio” as the default authentication manner.
(Optional) Click on “Test authentication manner” to confirm the code is received.
If multiple phone numbers are provided, the system will check the fields in the following order:
Mobile > Phone > Home phone
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.
From: Administrator > Web Administrator > Configuration > Security
Switch ON “Enable two-factor authentication” (fig 4)
Select the default authentication manner (fig 5):
Email
SMS (Twilio)
Google Authenticator (requires initial setup by the user)
All users can independently change the authentication manner to their preferred one out of the three available methods.
They can set a user default, or manually select the authentication manner upon every login
When the authentication manner is set to “Google authenticator”, and the initial setup wasn’t done by the user yet, on the first login the user will change the authentication manner to Email so he can log in to OOONA Manager and then he can perform the initial setup of his Google authenticator
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.
Note that 2-factor authentication for Subcontractor links will automatically send the verification code to the subcontractor email. It does not allow choosing any other authentication method.
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:
For security reasons, this configuration by itself will not enable the selected authentication method, as it also requires configuration to be done by the OOONA team.
If this configuration is only partially done, the system will fall back to the standard login page.