Multi-Factor Authentication

Multi-Factor Authentication is a process that identifies a user by validating two or more authentication methods from independent credential categories. This ensures that a user is only granted access after successfully presenting two or more pieces of evidence to the authentication mechanism.

In SYSPRO, the traditional user name and password has been bolstered by the addition of Email and Google authentication to improve security during the login process.

  • Email authentication sends an email to MFA-defined operators containing a Time-based One-time Password (TOTP) required as part of login verification.
  • Google authentication uses an app to generate a QR code for first time user configuration and a Time-based One-time Password (TOTP) is required as part of the verification process for subsequent logins.

PDF version

Exploring

The programs related to this feature are accessed from the Program List of the SYSPRO menu:

  • Program List > Administration > Security

Multi-Factor Authentication (MFA) is the process of identifying a user by validating two or more methods of authentication from independent credential categories.

This authentication method ensures that a user is only granted access after successfully presenting two or more pieces of evidence to an authentication mechanism.

The three most commonly used authentication factors are:

  • Knowledge: something only the user knows (e.g. a user name and password, a PIN or answers to security questions).

  • Possession: something the user has (e.g. a smart-phone, Time-based One-time Password (TOTP) or smart card).

  • Inherence (or biometrics): something unique that proves the user's identity (e.g. a fingerprint, iris scan or voice recognition).

The principle of Multi-Factor Authentication is that there is no perfect authentication factor. Any one factor that is implemented will have its strengths and weaknesses. For this reason, the concept of Multi-Factor Authentication is that a second or third factor compensates for the weakness of the other factors and vice-versa.

The Time-based One-Time Password algorithm (TOTP) is an extension of the HMAC-based One-Time Password algorithm (HOTP) which generates a unique one-time password based on the current time.

It has been adopted as Internet Engineering Task Force standard RFC 6238, is the cornerstone of Initiative For Open Authentication (OATH), and is used in a number of two-factor authentication systems.

The one-time password must validate over a range of times between the authenticator and the authenticated because of latency (both network and human) and unsynchronized clocks.

Both the authenticator and the authenticatee compute the TOTP value, then the authenticator checks if the TOTP value supplied by the authenticated matches the locally-generated TOTP value.

Some authenticators allow values that should have been generated before or after the current time in order to account for slight clock skews, network latency and user delays.

Topics

Single Sign-on

SYSPRO Supply Chain Portal

Request for Quote System

Programs

System Setup

Multi-Factor Authentication Setup

MFA Operator Configuration

System Audit Query

MFA Operator History Query

Setup programs

MFA Operator Configuration

Multi-Factor Authentication Setup

Query programs

MFA Operator History Query

PDF and Video Resources

Feature Guides

Starting

The following setup options must be configured to use this feature:

Setup Options > System Setup > Login

Multi-factor authentication

  • Multi-factor authentication required
  • Multi-factor authentication methods

Setup Options > System Setup > Connectivity

Email/SMTP settings

This configuration is required if you select to use the Email authentication method.

  • SMTP server IP address
  • Outgoing email address
  • Username
  • Password
  • Server port
  • Use SSL

You can secure this feature by implementing a range of controls against the affected programs. Although not all these controls are applicable to each feature, they include the following:

  • You restrict operator access to activities within a program using the Operator Maintenance program.
  • You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).
  • You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.
  • You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program). You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the Electronic Signature Configuration Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.
  • You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).
  • You can restrict operator access to programs by assigning them to roles and applying access control against the role (configured using the Role Management program).

  • Multi-Factor Authentication is not currently available for the following (i.e. an operator configured for Multi-Factor Authentication won't be able to login to these platforms):

    • SYSPRO Supply Chain Portal

    • SYSPRO Espresso

  • SYSPRO operators cannot be enabled for simultaneous use of Multi-Factor Authentication and:

    • Single Sign-on (i.e. the operator is defined as an Active Directory user)
    • Concurrent usage (i.e. the Allow concurrent use of this operator option is enabled against the operator in the Operator Maintenance program)

Solving

The following auditing and logging capabilities are available to ensure that Multi-Factor Authentication is managed and tracked correctly:

The system automatically records when Multi-Factor Authentication is enabled, disabled, suspended or resumed for an operator using the MFA Operator Configuration program.

These entries are stored in the AdmMfaAuthEnabled table and you can use the System Audit Query program to view the history.

This table includes which operator changed the authentication status and the operator that was changed.

The system automatically tracks each operator's configured authentication method when they use the Multi-Factor Authentication Setup program.

These entries are stored in the AdmMfaAuthConfig table.

This program lets you view the history of successful MFA authentications for the company.

SYSPRO automatically tracks each time an operator successfully authenticates themselves to SYSPRO through Multi-Factor Authentication and logs which authentication method is used. Its purpose is to assist system administrators in effectively managing system security.

The entries are stored in the AdmMfaAuthHistory table which records each time an operator successfully logs into SYSPRO using Multi-Factor Authentication. It includes the date and time they were prompted for the additional authentication, as well as the method used to login and the computer name from which this was done. The MFA Operator History Query program lets you view the history.

Although failed login attempts are not currently logged, this will be addressed in a later software release.

When you login as an operator requiring Multi-Factor Authentication, the following rules apply to the AdmOperator table of your system-wide database:

  • The AuthenticationType entry must be M (indicating multi-factor authentication).

  • The OperatorType entry must be N (indicating normal operator).

  • The OperatorStatus entry must be A (indicating active).

  • The operator code cannot be prefixed with underscores (e.g. __BOT)

  • The operator cannot be locked out (i.e. the OperatorLockedOut entry must contain spaces and not an L entry).

An operator code that is configured for Multi-Factor Authentication can't be used to access applications that use e.net.

Using

The following describes how a system administrator configures Multi-Factor Authentication in SYSPRO:

  1. From the pane within the System Setup category of the Setup Options program, indicate that Multi-Factor Authentication is required against all, or specific operators.

  2. Use the MFA Operator Configuration program to view and configure additional MFA requirements (e.g. enabling, disabling, suspending or resuming an operator's MFA requirement).

  3. Once MFA is enabled for operators, they are automatically prompted by the Multi-Factor Authentication Setup program when next they login to SYSPRO.

    Operators use this program to configure and validate their preferred authentication method.

  4. Each subsequent login to SYSPRO requires the one-time, time-based pin from the configured MFA method, before the operator's login is validated.

  5. Use the System Audit Query program to review an audit log of all operators enabled for Multi-Factor Authentication.

The following indicates areas in the product that may be affected by implementing this feature:

Setup Options > System Setup > Login

The form includes a Multi-factor authentication section that lets you configure additional login authentication for SYSPRO operators.

Program List > Administration > Security

This is a new program that lets operators configure their authentication method when first logging into SYSPRO (after Multi-Factor Authentication has been enabled).

Program List > Administration > Setup

This is a new program that lets administrators configure Multi-Factor Authentication per operator.

The program lets you perform a number of Multi-Factor Authentication actions for an operator (e.g. enable, disable, suspend or resume).

Program List > Administration > Security

The program includes auditing and logging capabilities for all operators who have been configured for Multi-Factor Authentication.

You can view when Multi-Factor Authentication is enabled, disabled, suspended or resumed for an operator, as well as which operator changed the authentication status.

Program List > Administration > Security

This program lets you view the history of successful MFA authentications for the company.

SYSPRO automatically tracks each time an operator successfully authenticates themselves to SYSPRO through Multi-Factor Authentication and logs which authentication method is used. Its purpose is to assist system administrators in effectively managing system security.

Program List > Administration > Setup > Reports

This report lets you generate a log of operators that have authenticated themselves to SYSPRO via Multi-Factor Authentication, according to your specified criteria.