Steps required before two-step authentication can be used

Enable two-step authentication

DRACOON provides three ways to enable two-step authentication for users:

• Possibility 1: Require all users to use two-step authentication (DRACOON-wide policy).
• Possibility 2: Only certain users are specified to have to use two-step authentication (user-specific policy)
• Possibility 3: Users who are not given two-step authentication can decide for themselves whether to use it.

Set up two-step authentication for use

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If two-step authentication has been enabled for your user account, it must be set up once. This involves linking your mobile device (smartphone or tablet), on which a so-called authentication app (e.g. Google Authenticator) is installed, to your DRACOON user account.

If two-step authentication has been made mandatory for your user account, but not yet set up by you, you will receive the following notice when you log in to DRACOON:

Click Set up two-step authentication to begin the setup process.

The dialog box for setting up two-step authentication is displayed and consists of three steps:

1. Install authentication app: If you do not have an authentication app on your mobile device do not have an authentication app installed yet, download one from the App Store (for iPhone) or Play Store (for Android). Well-known authentication apps include. Authy, Google Authenticator or Microsoft Authenticator. You can decide for yourself which one you want to use.
2. Scan QR code: Launch on your mobile device. the installed authentication app, and use it to scan the QR code displayed in the dialog box "Set up two-step authentication" dialog box. If this is not possible, enter the secret key displayed under the QR code in the app. secret key displayed below the QR code.
3. Enter confirmation code: In the authentication app. on your mobile device, a 6-digit confirmation code appears. You have 30 seconds to enter this confirmation code in the DRACOON dialog box in the 6-digit confirmation code field and click the Save button.

   If the 30 seconds have elapsed and you have not yet finished entering the code finished, a new confirmation code will be automatically displayed, which you must enter within 30 seconds.

  Your mobile device and the authentication app you are using are now associated with your DRACOON user account, and two-step authentication will be used from the next login to DRACOON.
You will receive a confirmation about this by email.

Sign in to DRACOON with two-step authentication

If you have set up the two-step authentication for your user account, you must not only enter your user name and password every time you log in to DRACOON, but in a second step an additional numerical code - the so-called "one-time password". This will be displayed in the authentication app linked to DRACOON on your mobile device and is valid for a limited time (30 seconds).

1. To log in to DRACOON, first enter your username and your password, and click Login.
2. On your mobile device, open the authentication app that you had used to set up with DRACOON. Depending on the app used, you must then select the desired user account in it (your DRACOON account).
3. In the app, you will be given a confirmation code (also called "one-time password". - a 6-digit combination of numbers, this changes every 30 seconds). displayed. You have 30 seconds to enter the one-time password displayed in the app in DRACOON in the "Enter confirmation code" dialog box and click the Confirm button.

   If the 30 seconds have elapsed and you have not yet finished typing finished, the app will automatically display a new confirmation code, which you must enter within 30 seconds.

  If you have entered the confirmation code in a consistent and timely manner, you are now successfully logged into DRACOON and can access your there Data Rooms there.

Request emergency access code (in case of change/loss of mobile device or the authentication app)

When you set up two-step authentication, your user account was linked to your mobile device and a specific authentication app installed on it. This means that you will not be able to log in to DRACOON if you can no longer access it -  for example, because you get a new smartphone, lose your previous smartphone, or accidentally uninstall the authentication app you were using.

For these cases, DRACOON offers to reset the two-step authentication via a special emergency access code, which breaks the link to the previous mobile device and the previously used authentication app. After that, you can set up the two-step authentication again with the desired end device and app.

To prevent the two-step authentication from being fraudulently reset by an unauthorized other person and linked to their end device, you must request the emergency access code from your DRACOON user manager: 

1. Tell your DRACOON user manager that you are no longer authenticated via the previous two-step authentication and can no longer access DRACOON (for example, because you have received a new smartphone) and that you need an emergency access code from him. Emergency access code required.
2. When you have received the emergency access code from your user manager, click on the "Enter confirmation code" dialog box when you log in to DRACOON. click on the No access to device or app? link.
3. The Use Emergency Access Code dialog box appears. Enter in it the emergency access code you have received, and click on Confirm.

   The emergency access code generated by the user manager is valid for 6 hours. If the code has expired in the meantime and is no longer accepted, ask your user manager for a new emergency access code.

  The two-step authentication has been reset, and you can now use it with your desired mobile device and authentication app. set it up again.

For user managers: Generate an emergency access code for a user (to reset the two-step authentication)

Security notice: If you are asked in writing by a user for an emergency access code, check with them personally to make sure they actually requested the code - someone else another person may have fraudulently impersonated the user to gain access to the emergency access code. impersonated the user to obtain the emergency access code.

1. In the DRACOON Web App, click in the left sidebar Settings.
2. The user list will be displayed. Highlight the user who needs an emergency access code. and click in the right sidebar or in the context menu click Create emergency access code.
3. The emergency access code for the user is displayed and automatically copied to the clipboard.
   Example:
4. Send the emergency access code to the user as soon as possible, as it can be can only be used for 6 hours.

Disable two-step authentication

If you no longer want to use two-step authentication for your user account, you can disable it again - but only if you had enabled it yourself and it was not mandatorily given to you by the configuration or user manager.

For security reasons, a confirmation code (one-time password) generated by the authentication app on your mobile device must also be entered to deactivate two-step authentication.

1. In the DRACOON Web App, click on your profile picture in the top right corner, and then click in the menu on Manage user account.
2. Click on the Security tab.
3. In the "Two-step authentication" section, click the link. Disable.

   The Disable link cannot be clicked if you are not allowed to disable two-step authentication because it has been made mandatory.

4. On your mobile device, open the authentication app that you had used to set up with DRACOON. Depending on the app used, you must then select the desired user account in it (your DRACOON account).
5. In the authentication app on your mobile device appears a 6-digit Confirmation code (also called a "one-time password"). You have 30 seconds to, this confirmation code in the DRACOON dialog box in the field 6-digit confirmation code and click the button. Disable button:

   If the 30 seconds have elapsed and you are not yet finished with the input finished, a new confirmation code will be automatically displayed, which you must enter within 30 seconds.

  If you have entered the confirmation code in a consistent and timely manner, the two-step authentication for your DRACOON user account is disabled, and you will only need to enter your username and password to log in to DRACOON in the future. and your password.
You will receive a confirmation about it by email.

Disable the user default for mandatory use of two-step Authentication

• If you are a DRACOON user manager and you want to require for certain users the No longer make the use of two-step authentication mandatory for certain users (by deselecting the check box. Two-step user authentication for the user in the user management), the user in question is free to decide whether he or she wants to continue authentication further on. Although the two-step authentication will remain remains active for the user after the default has been deactivated, but the user can however, deactivate it in his user account at any time thereafter.
• Similarly, if you as a configuration manager for all DRACOON users. no longer require the use of two-step authentication (by disabling the default (by deactivating the switch. Require two-step authentication for all users under. Settings > Security), it is up to users are free to decide whether they want to continue using two-step authentication. want to.

  If you change the default to use two-step authentication for all users under Settings > Security, the default will be set for all DRACOON users - even with those, which the user manager had explicitly that they have to use the two-step authentication, even for those must use two-step authentication.