Now that you've gotten a solid overview of the Company dashboard, and global company settings, let's take a look at a few common tasks that company managers will perform.
First we'll learn about password resets.
I'm going to click Manage users, which will redirect me to Classic Webtop. For this exercise, I'll select Neil Armstrong.
I'm going to click Security options in the sidebar, and next to Neil's password is a Reset button. Whenever someone can't remember their password, and it's preventing them from accessing Workplace, clicking Reset will generate an activation code. Copy and share that password securely with the user. The user will then apply this temporary password at log in, which will then prompt them to create a new, permanent Workplace password.
Let's look at Allow forgot password. If enabled, this user is permitted to reset their own password from the login page. In order for a user to self-reset their password, you'll need to register their mobile number under their Security options. Then, click Edit at the bottom of the page. Check "Allow forgot password." Click Save Changes, and then click Done.
A benefit to enabling this feature, if it is within scope of your company compliance policies, would certainly be to cut down on your administrative time. However, when a user resets their own password, they receive a non-secure text with a verification code.
Now let's learn about unlocking an account. An account may get locked due to too many invalid login attempts.
Here's an interesting fact - did you know that the number one Workplace support ticket driver is unlocking user accounts.*1 More times than not, the account lock is caused by users who have changed their password in the Workplace Web App, but forgot to enter the new password on their mobile device. The mail client on their mobile device will then will push several login attempts using the old password, which ultimately locks them out. Initially, when a user resets their password, Workplace will alert them to make sure and change their password on all devices, but it's up to the user to follow through.
When a user get's locked out, you can select the user account under Users and go to their Security options tab. Here you'll see there is a clear indication that the account has been locked due to too many login attempts. Simply click the Unlock button, and the end user will be able to sign back in with their original password.
An important, and necessary, user setting is multi-factor authentication.
In Users, I'm going to select Buzz Aldrin, and then select Security options in the sidebar. I'll click Edit. Notice that Multi-factor authentication has a dropdown menu with a few options.
Right now you'll see that Buzz has no two factor authentication turned on for his account, meaning that he can simply log in with his username and password and have access to everything in Workplace. This is not a security best practice. We recommend using Workplace Sign-in verification. Or, if you're already using Symantec VIP for multi-factor authentication, you can also use that application with Workplace.
If you're interested in rolling out Symantec VIP for your team, please reach out to your Customer Success Manager before enabling the feature.
I'm going to choose sign-in verification because this option is built right into Workplace. It allows people to use their mobile device with Workplace for Android and iOS installed to approve their login on other devices.
Click Save Changes, and then click Done.
You may encounter a situation where a user knows their username and password, and they have sign-in verification enabled, but they don't have a mobile device to approve their log in. In those situations, when a user clicks Sign in, they'll still receive the same notification to check their phone.
However, company managers will need to go into that user's settings, select Pending Sessions from the sidebar, and from the user pane they can allow (or deny) the login. This can be really helpful when the user has a new mobile phone that they need to get connected to Workplace.
Another question that comes up is "what do I do when I need to disable somebody's company access right away?" The quick answer is DO NOT DELETE THEIR ACCOUNT! Please partner with Workplace support to delete a user. Besides, you may want to retain their records in your system.
Instead, there are a few clicks on the user's Security options pane that will ensure that the user can no longer access the system.
The first thing I'm going to do is click Reset password.
Then click Edit at the bottom of the page to continue.
In the next screen, check Login disabled, and then check Account disabled.
Save your changes at the bottom.
The user will still be in your system, but will no longer be able to access their Workplace account.
Wow, that was a lot of really important information to help you get up to speed on what it means to be a company manager.
In the next module of the CM:104 course, you'll learn how to set up and manage groups.