Cbc Proc 036 – Nextra

`CBC-PROC-036` `Version 2` `last review date: Aug, 2022`

1. Why do you Need an Authenticator App?

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This section describes why you need an Authenticator App.

1.1. What is MFA?

Multi-factor Authentication, or MFA, refers to the practice of confirming multiple authentication factors when a user logs in to a system. This usually takes the form of a password (like you currently use), then a one-time password provided by an authenticator app.

1.2. Why do we need MFA?

While important, usernames and passwords are vulnerable to brute force attacks and can be stolen by third parties. Enforcing the use of an MFA factor like a one-time password means increased confidence that CBC and the personal and client information we store, including your own, will stay safe from cyber criminals.

1.3. How will MFA work with CMMS?

From July 1, 2022, MFA will become a hard requirement when logging in. You will be prompted for your username and password as normal, then prompted with an MFA enrolment page. You will need to link an authenticator app, and then moving forwards, this authenticator app will provide a code that will need to be entered during the login process. Instructions for how to setup and use an Authenticator App will be provided in the coming weeks. Links to available Authenticator Apps are provided below.

1.4. A note on sharing Accounts

Sharing accounts is not permitted under the CMMS Terms of Use, and will of course be a complication when setting up an Authenticator app. If you are sharing an account, prior to the MFA start date, please reach out to CMMS Support Email CMMS Support so we can set up additional accounts so that each user can link their own authenticator app to their CMMS account.

2. Download an Authenticator App

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This section describes where you can get an Authenticator App.

2.1. Possible Apps

There are many Authenticator Apps available across android and iOS (Apple) devices. Some of the more popular ones are noted below, although there are many others as well. You may already have one installed. We recommend having one downloaded and ready, to avoid disruption on the day MFA is activated.

2.1.1. Microsoft Authenticator

Android: https://play.google.com/store/apps/details?id=com.azure.authenticator&hl=en_AU&gl=US (opens in a new tab)
iOS: https://apps.apple.com/au/app/microsoft-authenticator/id983156458 (opens in a new tab)
See section 6 of this document for specific instructions for utilising this App with CMMS.

2.1.2. Google Authenticator

2.1.3. LastPass Authenticator

2.1.4. 2FA Authenticator

Links to apps are provided as reference only. CBC does not endorse or recommend any particular authenticator app.

3. Register your App

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This section details how to link your Authenticator App to CMMS

3.1. Login

On your first login from July 1, 2022, login to CMMS as usual with your existing username and password.

3.2. Register for One-time Code

After entering your password, you’ll be presented with an additional step for logging in, which will look like the below.
If on PC, open your authenticator app on your mobile device, find the ‘Add Account’ option, select ‘Scan QR Code’ (or similar. Some apps will launch the scanner immediately) and scan the barcode. ▪ Confirm that the account has been added to your authenticator app.
If on mobile, you may be prompted to add the account to your authenticator app automatically, or you may need to create it manually by pasting in a code.
Display the code by tapping the ‘Trouble scanning?’ option.
Click or tap ‘Copy code’.
Open your authenticator app on your mobile device, find the ‘Add Account’ option, then find the option for ‘enter code’ or similar. Paste in the code.
Confirm that the account has been added to your authenticator app.

3.3. Enter the One-time Code

Find your account for CMMS, it should display a code. Sometimes you may need to click into the account to see the code. Note this code.
Return to CMMS.
Enter the code into the CMMS ‘Enter your one-time code’ field.
Click or tap ‘Continue’ to complete the login process.

4. Future Logins

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This section details how to use the Authenticator App for future logins.

4.1. Login

Login to CMMS as usual with your existing username and password.
If prompted for a one-time code, follow the below steps. You may not always have to complete this step.

4.2. Enter your OTC (One-time code)

Open your authenticator app.
Find your account for CMMS, it should display a code. Sometimes you may need to click into the account to see the code.
Note the code and enter it into the CMMS ‘Enter your one-time code’ field.
Click or tap ‘Continue’

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Most authenticator app codes change every 20 or 30 seconds. Be sure you have enough time to type it in before it expires! If you don’t, just wait for it to refresh and use the new code instead.

5. Support

If you have questions or concerns about the introduction of MFA to CMMS, please do not hesitate to reach out to our support team via the below address.

Email CMMS Support

6. Example Set-Up Using the Microsoft Authenticator App

6.1. Setting up Authentication with one device.

6.1.1. Download the Microsoft Authenticator app.

Android download link: play.google.com/store/Microsoft_authenticator
Apple download link: apps.apple.com/app/Microsoft_authenticator

6.1.2. Login to CMMS

Log into the CBC App or Portal with your existing username and password.
You will then be prompted with the ‘Secure Your Account’ view, which includes a QR code.
Click “Trouble Scanning?” to display the underlying value of the QR code, which is a numeric sequence.
Click “Copy code”.
Continue below from 6.1.3

6.1.3. Set-up Authenticator App

Open the Microsoft Authenticator App. Image: Microsoft Authenticator App.
- For the Authenticator App to function you are not required to sign in to the Authenticator App as well. This function allows you to load previous settings, which only applies if you have settings saved from a previous use.
- You can skip the sign in process and continue the below steps.
Tap ‘Add account’. Image: Microsoft Authenticator App
Tap ‘Other account (Google, Facebook, etc.)’. Image: Account options
Tap ‘OR ENTER CODE MANUALLY’. Image: QR code scan
Enter a name for the account. This would be something like ‘My CBC account’. Image: Manually add account
Paste the code from the App/portal into the Secret key section. Image: Entered secret code
Click ‘Finish’.
On the Main screen of the app, you will now see an account with the One-Time code. Image: App with accounts
Switch back to the app and enter the one-time code. Image: Adding code to portal
After entering the One-time code, you will be logged into the portal.

6.2. Setting up Authentication with two devices.

Device 1 your personal mobile phone.
Device 2 any device capable of accessing the CMMS portal or CMMS Technician App.

6.2.1. On Device 1, download the Microsoft Authenticator app.

Android download link: play.google.com/store/Microsoft_authenticator
Apple download link: apps.apple.com/app/Microsoft_authenticator

6.2.2. Login to CMMS

On Device 2, log into the CBC App or Portal with your existing username and password.
You will then be prompted with the ‘Secure Your Account’ view, which includes a QR code. Image: Portal QR code.

6.2.3. Set-up Authenticator App

On Device 1, open the Microsoft Authenticator App. Image: Microsoft Authenticator App
For the Authenticator App to function you are not required to sign in to the Authenticator App as well. This function allows you to load previous settings, which only applies if you have settings saved from a previous use.
You can skip the sign in process and continue the below steps.
Click the ‘Add account’ button. Image: Microsoft Authenticator App.
Click the ‘Work or school account’ option. Image: Account options.
Click ‘Scan a QR code’. Image: Scan or sign in.
Using Device 1, scan the QR code on Device 2. Image: Scanning the QR Code.
Click the ‘CBC Group’ account. Image: Authenticator accounts.
This is where the one-time code is stored. Image: View one-time code.
On Device 2, type the one-time code into the portal/app. Image: Enter the one-time code.
After entering the one-time code into Device 2 you will be logged into the portal/app.