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Overview
 

As an extra layer of security, two-factor authentication is available for CMS User logins from version 1.21. When this is active for a User, they are required to enter their password and verify the login through a PIN (passcode) provided by an authenticator app on their personal device. This two step procedure is designed to ensure that the person logging into the CMS is the owner of that account.


There are two ways to activate two-factor authentication for a User. CMS Administrators can enable it for that User so that it is is mandatory (forced) requirement. Or the User can decide to opt-in voluntarily and initiate set up themselves.            

To use two-factor authentication, a User must have the following ready:

  • an authenticating device: this is usually a personal device the User has access to during the login process, e.g., their smartphone, 
  • an authenticator app installed on their authenticating device.

There are a number of third party Authenticator apps available and free that Users can easily download to their personal devices. Some popular ones are Authy, Microsoft Authenticator, and Google Authenticator. NOTE - The authenticating procedure may vary slightly for different apps but they all involve the scanning of a QR Code or manually entering an entry key, and then obtaining the authentication PIN for login.  

Two-factor Authentication and CMS Login Procedures

Initial Authentication Setup

For Forced User

When two-factor authentication has been enabled by the Administrator, the User will be required to set up the two-factor authentication when they next attempt to login to CMS.


Procedure for User: 

  1. At the CMS login screen, enter your Username and Password, then click Login. 

  2. Instead of being logged in, the Authentication popup displays. 
  3. Open the authenticator app on your authenticating device.

  4. Either scan the QR Code or type in the Manual Entry Key. NOTE - if the 'Manual Entry Key' option is used, ensure 'Time-Based' is selected if you are asked to select a 'Type of Key' option.

  5. The authenticator app generates a PIN that expires in a set amount of time. Enter this PIN in the Authentication popup.

  6. , Click Verify and Login. If the PIN is valid, access to CMS will be granted. 

For Opt-in User

  • A User can optionally add two-factor authentication to their CMS login process. To set this up, they must be logged into the CMS at the time.
  1. In the CMS, hover over the icon on the top right corner of the screen.

  2. In the menu displayed, select Manage Account.
     

  3. In the Manage Account screen, click the Two-Factor Authentication Setup button.  
  4. In the Setup Two-Factor Authentication screen, you will see a generated 'Manual Entry Key' and a 'QR Code'. 


  5. In your authenticating device, open the authenticator app and either scan the QR Code or type in the Manual Entry Key. NOTE - if the 'Manual Entry Key' option is used, ensure 'Time-Based' is selected if you are asked to select a 'Type of Key' option.
  6. The Authenticator app will generate a PIN. Enter this PIN in Verify Setup by Entering Authenticator App PIN.

  7. Click Verify and Save. If the PIN is valid, setup is successful and you will be logged into CMS. NOTE - A popup error message will display if the PIN is invalid.  

Subsequent Logins

  • Once a User has successfully set up two-factor authentication, the authenticator app saves the account for CMS login. At the next login, the User simply opens the authenticator app in their device to obtain a valid PIN. This PIN is entered after the Username/Password step. 

 

Failed Logins

  • The User has five attempts at logging in. After the fifth failed attempt, they will be locked out for an hour.  

Password Changes

  • If two-factor authentication is active for the User, a Password change by the User must be authorised by entering a valid PIN.

To change the CMS password,

  1. While logged into CMS, hover over the icon on the top right corner of the screen.

  2. In the menu displayed, select Manage Account.


  3. In the 'Change Password' panel, enter the Current/New Password details. 
     

  4. In Two-Factor Authentication Required, enter a valid PIN obtained from the authenticator app.

  5. Click Change Password.

Authentication Resets

Reset by User

  • An authenticated User can reset and set up a new authentication when logged in CMS. To reset authentication, they just follow the steps for Initial Setup for Opt-in User. Once the procedure is completed, the new authentication will automatically replace the old one. 

Reset by Admin

If a User has lost access to their current authentication, e.g., they have lost their authenticating device or the authenticator app is not available, they can contact their CMS Administrator or Commerce Vision to ask for an account reset. Once the current authentication is cleared, the User can set  up another authentication. 


Force two-factor authentication on a User

CMS Administrators can make two-factor authentication mandatory (forced) for Users. Forced authentication must be enabled for each User individually as the global setting is OFF. 


To enable two-factor authentication for a User,

  1. Navigate to Users → CMS Users.

  2. Use the User Search tool to find the User and click Edit. 

  3. Scroll down to the Two-Factor Authentication (2FA) section.

  4. Toggle ON Override Global 2FA Configuration.



  5. Once Override Global 2FA Configuration is on, the Enable 2FA Configuration for User toggle will display. Toggle this ON. 

  6. To save the setting, click Save & Exit.


Disabling forced authentication

Administrators can disable forced authentication for a User by toggling OFF Override Global 2FA Configuration and Enable 2FA Configuration for User and saving the change. However, if the User has set up a current authentication, the system will not permit disabling until the authentication has been cleared (reset).  

Reset two-factor authentication for a User

CMS Administrators and Commerce Vision can clear the current authentication set up by a User by resetting the User's authentication. This step is required if forced two-factor authentication is to be disabled for a User or the User has lost access to their current authentication.


To reset a User's authentication,

  1. Navigate to Users → CMS Users.

  2. Use the User Search tool to find the specific User and click Edit.

  3. Scroll down to the Two-Factor Authentication (2FA) section.

  4. When a User has a current authentication set up, the Reset Two-Factor Authentication for User button will appear. 
  5. Click the Reset Two-Factor Authentication for User button. 
  6. In the Reset Two-Factor Authentication popup, click OK to confirm you want to delete the current authentication.    

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