To help with user security Workbooks enable a feature called 'Login Protection' on all accounts.
This adds an extra level of security to the account by checking the login IP address and the one stored in a cookie on their machine.
The process can also spot a login from a new device as the new machine will not have the cookie in place.
If there is a mismatch an email can be sent to the user asking for confirmation. Once accepted, the user can login from this new location.
This is a very simple, but very powerful level of security. It shouldn't be confused with Two-Factor Authentication (2FA). 2FA can be used with Workbooks if you Google Apps.
Like Login Protection, Google Authentication is a way to add a greater level of security to your user’s logins. This can be activated per user, by default it is switched off.
This setting can be accessed from Start > Configuration > Users & Security > Users.
Workbooks Two-factor authentication uses the Google Apps two-step verification process. To set this up you need to:
You'll need to sign up for Google Apps and configure it to use the two-step verification process. Information on this can be found in Google Help.
Add Workbooks to your Google Apps domain from the Google Apps marketplace.
Login to Workbooks using the Google Apps button. This is to the right of the main login options.
By using Google Apps with Workbooks you will also benefit from additional features such as being able to use Google Docs within Workbooks and share their contents with your customers.
You will need to configure the two-step verification process within the Dashboard in Google Apps - choose the Advanced Tools and then select Two-step verification.
Now each user can turn on the feature in their Google profile.
Google Authentication will be occur when someone attempts to login to Workbooks using a device that has not been listed as Trusted in your Google Apps account. When this happens, the user will be sent a unique code to their mobile via SMS, or through an application installed on their Android, Blackberry or iPhone device. Until this one time password is entered into Workbooks they will be unable to login.
This extra level of security means that even if someone has obtained one of your users Workbooks password and attempted to login from their device or IP address that they are using, they will still not be able to access the Workbooks account, because the User is actually logging in through their Google Account. As such, once this setting is active a user can only log into Workbooks using the Google button
You can use Two-factor authentication with Login Protection for even greater security, so that a User will have to Authenticate via email and Google Apps.
For more information on this, or Workbooks CRM in general, please contact Wizard Systems on 01454 316800.
