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Security: Two-Factor Authentication Preparation Steps

Overview

This page is for SmartVault Account Administrators only.
 

SmartVault Account Administrators can turn on Two-Factor Authentication (2FA) for all users on their account.

 

Enabling 2FA on your SmartVault account adds several layers of security to your existing SmartVault account and requires all users to log in using not only their email address and password, but also a one-time Verification Code that helps verify the user's identity whenever they are logging in from a new web browser or unrecognized device.

Please Note: If you use the SmartVault for Windows Desktop Client (WDC), including the Connected Desktop, Toolbar, Inbox, Web Drive, etc., we recommend you and your employees update to the latest version before enabling 2FA.

Please Note: If you use SmartVault in a hosted environment, your hosting service provider (Right Networks, Cloud9, InSynq, etc.) will probably have to update the SmartVault WDC for you, so be sure that they have installed Version 18.0 or later of the WDC before you enable 2FA.  

  • For instructions on how to find the version number of your WDC installation, click here.

 

Steps

  1. Update the SmartVault for Windows Desktop Client (WDC) on every computer.
    • For instructions on how to update the Windows Desktop Client, click here.
    • All employees should update the WDC before you turn on Two-Factor Authentication.
    • Any SmartVault user can sign in and update the WDC (depending on the security settings on their local computer or hosted environment).
       
  2. Once updated, ‘Exit’ the Windows Desktop Client (WDC).
    • For instructions on how to ‘Exit’ the Windows Desktop Client, click here.
       

  3. Login to the SmartVault Portal and enable Two-Factor Authentication (2FA).
    • For instructions on how to enable 2FA through the Security Enhancement page for all users on your account, click here.
       

  • Employees & clients who did not update and ‘Exit’ the SmartVault for Windows Desktop Client (WDC) will have to quit and restart the WDC. 
    • For instructions on how to force quit or ‘End’ the WDC, click here.

Considerations

Two-Factor Authentication (2FA) is just one way SmartVault is improving security on all accounts.  Here are some guidelines on how 2FA behaves:

  • If you sign in to the SmartVault Portal from an unrecognized device or web browser, SmartVault will send you a verification code through your method of choice to verify your identity.
  • The Email Address you use to log in to SmartVault is the default verification method for all accounts.
    • Every SmartVault user/guest can change their preferred verification method to email, text/SMS, or automated call.
  • Once enabled, a SmartVault Account Administrator cannot disable Sessions or 2FA on their account. 
  • Going forward, Sessions and 2FA will be automatically enabled on all new SmartVault accounts, but Admins on existing accounts can decide when to enable the security enhancements so that their employees, coworkers, and clients are ready for these changes.
  • 2FA does not affect logging in to the SmartVault for Windows Desktop Client (WDC).
  • 2FA does not affect logging in to the SmartVault Web Drive or mapping SmartVault as a mapped network drive on Windows or MacOS.
    • There will be an option for Admins to disable the SmartVault Web Drive for all users on their SmartVault account in the future.