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How to use two-factor authentication on portals?

Introduction

Wish to protect the data stored on your portal and prevent any unauthorized access? Then make use of an extra security level enabling the two-factor authentication. In this case if someone decides to hack into your ONLYOFFICE account even having your password he will need your phone to access it.

This guide will explain how it works and how to enable this option.

To enable the two-factor authentication you must be the portal owner or full access administrator.

Connect an SMS provider to your portal

To connect an SMS provider,

  1. Enter your portal.
  2. Click the Settings Icon icon at the top of the page or open the Choose drop-down list next to your portal logo and choose the Apps option.
  3. Go to the Integration section and open the Third Party Services page.
    How to use two-factor authentication on portals? How to use two-factor authentication on portals?
  4. In the list of third party services, click the switcher next to Clickatell, smsc, or Twilio to open the window that contains integration settings for this service.
  5. Now you need to specify the keys used to integrate the selected service with your portal. To obtain these keys follow the corresponding instructions:
    You can add more than one SMS provider. The SMS provider used on your portal is selected depending on the portal region: smsc is used for CIS, Clickatell and Twilio are used for all other regions.
  6. Once you paste the necessary keys to the corresponding fields, click the Enable button to save the settings.
How to use two-factor authentication on portals? How to use two-factor authentication on portals?

When the SMS provider is added, you can proceed to the next step.

Enable the two-factor authentication

To set up the two-factor authentication,

  1. In the portal settings, go to the Security section and open the Portal access page.
  2. Under the Two-factor authentication section click the Enable radiobutton.
  3. Click the Save button below the Two-factor authentication section.
How to use two-factor authentication on portals? How to use two-factor authentication on portals?

That's all. The two-factor authentication is enabled.

SMS messages can be sent if you have a positive balance only. You can always check your current balance in your SMS provider account. Do not forget to replenish your balance in good time.

Access your ONLYOFFICE account

When the two-factor authentication is enabled, the sign-in to the ONLYOFFICE account process will work a little bit differently and include two steps:

  • Step 1 - Enter your credentials: email and password as usual.
  • Step 2 - Enter a six-digit verification code received via SMS.
The sent code is valid for 10 minutes. To resend a verification code, use the Send code again button, but no more often than 5 times per 5 minutes.

When you access your ONLYOFFICE account for the first time after enabling the two-factor authentication, you will need to perform one more step: Specify the phone number you wish the SMS to be sent at. If necessary, you will be able to change it later at any moment on your profile page.

How to use two-factor authentication on portals? How to use two-factor authentication on portals?

To make the sign-in process more simple, ONLYOFFICE offers the possibility to remember that a particular browser was already successfully used for the two-factor authentication. So when you access your ONLYOFFICE account for the second time using the same browser, it will ask you for your email and password only. But if you or someone else try to access your account from any other computer or browser, the verification code will be required. So your account will still be protected. The verification code will be also required when the two-factor authentication cookie has expired or if you decide to delete cookies from your browser.

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