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Multi-Factor Authentication (MFA) for Desktop Tip Sheet

Overview

Multi-Factor Authentication (MFA), also known as Two-Factor Authentication, provides an additional layer of security when logging into Aaniie. After entering a username and password, users must verify their identity using a security code sent via email or text message before gaining access to the system.

MFA helps protect agency data by ensuring that only authorized users can access the site.

Benefits of MFA

Enabling MFA helps:

• Improve account security

• Protect sensitive client information

• Reduce unauthorized access

• Verify user identity during login

• Meet security and compliance requirements

Enabling MFA

Administrators can enable MFA through Site Settings.

Navigation

Menu → Settings → Site Settings

Scroll to the:

Login Security section.

Configure MFA Settings

Step 1

Enable:

Enable Two-Factor Authentication

This activates MFA for your site.

Step 2

Select an:

Authentication Period

The Authentication Period determines how often a user must re-enter a verification code when using the same browser and computer.

Example

• Blank = User must enter a code at every login.

• 30 Days = User will only be prompted again after 30 days on that browser/device.

Step 3

Click:

Save Login Settings

to save your changes.

Logging In with MFA

Once MFA has been enabled, users will follow an additional verification step during login.

Step 1: Enter Login Credentials

From the login screen:

1. Enter your username or email address.

2. Enter your password.

3. Click Log In.

Step 2: Choose a Verification Method

Select how you would like to receive your verification code.

Available options may include:

• Email

• SMS Text Message

Click:

Send Code

Important

If a mobile phone number is not saved in the user's profile, Email will be the only available verification option.

Step 3: Enter the Verification Code

1. Retrieve the code sent to your email or mobile device.

2. Enter the verification code.

3. Click Verify Code.

Step 4: Access the Site

Once the code has been successfully verified, you will be logged into Aaniie.

Requesting a New Code

If you need a new verification code:

1. Select the browser's Back button.

2. Return to the verification screen.

3. Choose your delivery method again.

4. Select Send Code.

You will have the option to:

• Remain on the verification screen and enter a code.

• Return to the login screen and begin the login process again.

Common Scenarios

Agency Requires MFA

All users will be prompted to verify their identity after entering their username and password.

Shared Computers

A shorter Authentication Period may be appropriate to improve security.

Personal Workstations

A longer Authentication Period may reduce the frequency of verification prompts.

User Has No Mobile Number

Verification codes will be delivered through email only.

Troubleshooting

No Verification Code Received

Verify:

• The email address on file is correct.

• The mobile phone number on file is correct.

• Spam or junk folders have been checked.

• Text messages are not being blocked.

SMS Option Does Not Appear

Verify that a mobile phone number has been saved in the user's profile.

If no mobile number exists, only email verification will be available.

Verification Code Expired

Return to the previous screen and request a new code.

User Cannot Log In

Verify:

• Username and password are correct.

• The verification code was entered correctly.

• The code has not expired.

Best Practices

• Keep email addresses current.

• Keep mobile phone numbers updated.

• Use MFA for all users whenever possible.

• Avoid sharing login credentials.

• Select an Authentication Period that balances security and convenience.

• Contact support if verification issues persist.

Support

If you need assistance with MFA setup or login issues, contact Aaniie Support:

Phone: 715-227-3768

Email: support@aaniie.com

Key Takeaway