Multi Factor Authentication (MFA)
If you are looking specifically for installation instructions please read Installing an MFA App for the first time
Introduction
Why we have MFA
Due to the higher security clearance of ADELE (OFFICIAL: Sensitive) compared to the old ADELE (UNCLASSIFIED) we are now required by the Information Security Manual (ISM) controls to protect the system through Multi Factor Authentication. Please note that this is a legal requirement and cannot be ‘turned off’ for individuals. If you already understand what MFA is and why it is required, please jump head to the Selecting your MFA app section below.
What is MFA?
MFA is a system that uses more than one security measure, also known as a ‘factor’, to prove your identity when accessing ADELE (O:S). The first factor is your name and password combination. The second factor is an application on your computer or mobile phone that provides you with a time-based code that you must enter before being able to access the system.
MFA is required to guard against situations where your name and password have been compromised. Even if a cyber-criminal were to get your name and password, they would not be able to log in to ADELE (O:S) without the device containing your MFA app.
Ready to set up your App?
If you feel ready to start the process now, click on the Set up MFA button.
Why is MFA not required on the DPE?
MFA setup is required for all ADELE accounts to secure against unauthorised access. That being said, users within the DPE are whitelisted from needing to enter a code to login to ADELE. This is because there is already a second ‘factor’ in use on the DPE; if you are at work, then you would have had to access the building using your ID card, as well as log into the DPE. If you are at home, you would have to be using DREAMs and therefore used a DREAM token to access the system. In both cases we use the fact that you must have identified yourself to the DPE as the additional factor. Note this still means you will need to setup MFA to secure your account. If you are unable to setup MFA because your deployment or posting conditions essentially negate you from having any personal device for a prolonged period you can request an exemption from MFA setup entirely with supervisor approval and justification; privileged users cannot be exempted from MFA requirements.
Selecting your MFA App
There are many different MFA apps and the one you select will depend on the type of device you want to use, the operating system on that device and whether you want extra features.
If you already use an MFA app to access other systems, such as VERA, we recommend that you simply add ADELE (O:S) to that that app.
If you do not already have an MFA app then, as administrators of the system, we recommend using Google Authenticator as it is very simple to use and is freely available.
Click the appropriate link for your device and a QR-code for the Google Authenticator app will display.
How to use your MFA app to access ADELE (O:S)
When you log in to ADELE (O:S) from any non-DPE computer you will need an MFA app. It works like this:
Login
You then enter your name and password in the fields provided.
MFA Code
The MFA page will ask you to enter a six-digit code.
Your MFA App
Open the MFA app on your device to access the current code. Note that the code changes every minute, and you will see a countdown timer showing how long you have left to enter the code.
Enter Code
Type in the code and hit the enter key.
Access granted
You will then be taken to the ADELE (O:S) home page.
PLEASE NOTE:
wait for the timer to run out and the app will generate a new code.
Installing an MFA App for the first time
Whether you install a new app or already have an MFA app available, your app will need to be set up to work with ADELE (O:S). If you are a new user of ADELE (O:S) you may have a grace period where you are not forced to immediately set-up your MFA app. However, once your grace period expires you will be locked out of ADELE (O:S) until you complete the MFA set-up.
We recommend you set up your MFA app sooner rather than later. That way, if you do have issues, you will still be able to use your grace period to access ADELE (O:S). If you wait until the last moment to set up your MFA app you may inadvertently lock yourself out of the system just before an assignment is due or a virtual classroom session is about to start.
Ready to set up your App?
If you feel ready to start the process now, click on the Set up MFA button.
Click the images to see an enhanced view of each step.
1 MFA Banner
When you log on to ADELE (O:S) a banner will be displayed. You will be requested to set up your MFA app, and informed of how much grace period you have left before you are required to set up MFA.
Click the Set up MFA now button to begin the process. Alternatively, click your name in the top right of ADELE and choose Preferences. When the Preferences page appears, select Multi-factor Authentication from the bottom of the User account list.
2 Available Factors
The Available Factors page provides a button to allow you access the MFA Setup page
3 Device Name
This page has two required fields. It is these fields that cause the most issues for people. The first is at the top called Device Name. You can enter anything here that will remind you which device and/or MFA authentication system you will connect to.
In this case I will be using Google Authenticator on my phone. Therefore, I will name my Device: Google Authenticator My Mobile.
4 Open MFA app
You now need an ADELE (O:S) entry in your chosen MFA app. Open your MFA app.
5 Add Account
You now need an entry for ADELE (O:S) in your MFA App. In Google Authenticator press the coloured plus symbol to create a new entry.
6 Use QR Code
You will now have a choice to select either QR-Code or enter manually enter a key code. QR code method is the easiest so we will look at that one first.
NOTE: If you are using an app other than Google Authenticator it may offer additional methods of activation such as SMS. Please do not use the additional methods as ADELE (O:S) may not be able to comply with the other methodologies. Please only use the QR code or the Manual key methods.
7 Scan the QR
Point your device at the QR code on your screen. The MFA app will read the QR code automatically and add an ADELE LMS www.adele.edu.au entry to the MFA app.
8 View Account
The app will show an Account Added page. However, we still need to confirm the MFA App with ADELE (O:S).
We do this by using the code that the MFA App has generated.
9 Enter Code
There is a field on the ADELE (O:S) form called Enter verification code for confirmation. Enter the code shown on the device into the field and press
the Save Changes button.
10 Select Add Account
Return to the app and you can now click the Add Account button.
11 Account List
The main screen of the app shows a new code every minute. The amount of time left before that code changes is indicated by the small blue countdown timer.
12 Review List
Finally review the information in ADELE (O:S)
1 MFA Banner
When you log on to ADELE (O:S), a banner will be displayed. You will be requested to set up your MFA app and informed of how much grace period you have left before your
are required to set up MFA.
Click the Set up MFA now button to begin the process. Alternatively, click your name in the top right of ADELE (O:S) and choose Preferences. When the Preferences page appears, select Multi-factor Authentication from the bottom of the User account list.
2 Available Factors
The Available Factors page provides a button to allow you access the MFA Setup page
3 Device Name
This page has two required fields. It is these fields that cause the most issues for people. The first is at the top called Device Name. You can enter anything here that will remind you which device and/or MFA authentication system you will connect to.
In this case I will be using Google Authenticator on my phone. So, I will name my Device: Goggle Authenticator My Mobile.
4 Open MFA app
You now need an ADELE (O:S) entry in your chosen MFA app. Open your MFA app.
5 Add Account
You now need an entry for ADELE (O:S) in your MFA App. In Google Authenticator press the coloured plus symbol to create a new entry.
6 Enter a setup key
You will now have a choice to select either QR-Code or enter manually enter a key code. In this example we will be using the set up-key
NOTE: If you are using an app other than Google Authenticator it may offer additional methods of activation such as SMS. Please do not use the additional methods as ADELE (O:S) may not be able to comply with the other methodologies. Please only use the QR code or the Manual key methods.
7 Manual entry form
A form opens in the app to allow you to enter the details manually. The details you need are on the ADELE (O:S) setup page, but do not show automatically.
8 'Can't Scan' button
Back on the ADELE (O:S) screen we have a Can't Scan button. Click this button and ADELE (O:S) will show you all the details you require to setup your MFA app manually.
9 Extra Info
The three pieces of information are the Secret key which is used to by the MFA app to look up and connect to the ADELE (O:S) system, the Account, which identifies the system (ADELE LMS) and your account name, and the Mode of authentication, and for ADELE that is always Time-based.
10 Account Name
The first field in the app is the Account name field. This name will be used on the main screen of the MFA app to identify for which system that account provides access. In this case I will enter the Account name as ADELE (O:S).
11 Setup Key
The next field is the Setup key. This is where you need to enter the Secret key from the ADELE screen.
12 Type of Key
The final option is a dropdown control called Type of Key. As noted on the ADELE setup screen the inbuilt option is Time-based, so we need to match this here. In Google Authenticator time-based is the default option but be aware that other MFA apps may have different defaults and you will need to look for and select the Time-based option.
13 Select Add
Double check your entries and when you are satisfied that they are correct, select the Add button
14 View Account
The app will show an Account Added page. However, we still need to confirm the MFA App with ADELE.
We do this by using the code that the MFA App has generated.
15 Enter Code
There is a field on the ADELE form called Enter verification code for confirmation. Enter the code shown on the device into the field and press the Save Changes button.
16 Account List
The main screen of the app shows a new code every minute. The amount of time left before that code changes is indicated by the small blue countdown timer.
17 Review List
Finally review the information in ADELE
DO NOT DELETE THE MFA APP
From now on, you will need the app to access ADELE (O:S). Each use of the MFA code grants 24 hours access to ADELE (O:S). After 24 hours you will need to access the app again to get a new code.
When your MFA App goes wrong
ADELE (O:S) won't accept my MFA code anymore
There are a few reasons why this might happen. Firstly, double check that the code has not rolled over since you entered it. If the code rolls over the old code is no longer and will not be accepted.
Next, double check that you are using the correct device and the correct Authenticator app.
If you are sure that you are on the correct app, the next thing to check is the time on your PC and the time on your device. If the time is markedly different on the device and your computer, then you will not be able to generate a valid code. Most devices will automatically sync to internet time. Problems can still occur, however, if your computer thinks it's in a different time zone to your mobile device.
If you have corrected those issues and are still unable to generate a valid MFA code, please contact support@adele.edu.au to have your MFA app reset. This will erase the current pairing and allow you to create a new pairing.
Can't set up app. The Set-up page keeps coming back with errors
The most common cause for the set-up page failing is forgetting to enter the account name at the top of the page. This is a mandatory field, and the set-up process cannot proceed without an account name.
Some people find that even after correcting that issue the page still fails to save.
It is likely that the reason for the second failure is that the verification code on the MFA app has rolled onto a new number - invalidating the number that was originally entered into the page.
If you are struggling at this step. Please delete everything that has been entered into the page and start again. First enter the account name, then check your MFA app for the current code, then enter the code into ADELE (O:S) and then select Save Changes immediately.
I haven't received my SMS message
ADELE (O:S) does not use SMS for MFA. The only form of MFA that ADELE works with is Time-based code generation. If you have used a different authenticator that does allow you to select SMS as an option you will need to either change your MFA settings to be time-based, or you will need to contact support@adele.edu.au to have your MFA reset.
Help! I deleted my MFA app!
If you have deleted your MFA app there is unfortunately no easy way to get it back and sync it back up to ADELE (O:S). The simplest solution is to contact support@adele.edu.au to have your MFA App reset and start from the beginning.
I have a new mobile device
If you have a new mobile device, you will not be able to simply load the app and expect that your accounts will still be there. There are some MFA apps that do that, such as Authy, however most of the MFA apps do not.
When you have a new device, you will need to send an email to support@adele.edu.au asking to have your app reset. Once your app has been reset you will be able to link your new device using the steps on this page.
ADELE (O:S) Login Screen
ADELE (O:S) Login Screen with details entered
MFA Required screen
Open your MFA App
MFA Required screen with code entered
Access Granted
Android Google Authenticator
Scan the QR code to go to the Android Play store entry for the Google Authenticatior.
Apple App Store - Google Authenticator
Scan the QR code to go to the Apple App store entry for the Google Authenticatior.
Available Factors Page
Click the Setup App button.
Authenticator app setup
In the Device Label field it is recommended that you enter a label that identifies the MFA app, as well as the device that it is on.
Open the app on your device
Locate your app on your device and open it. In this example will will use Google Authenticator
Add a new Account
In Google Authenticator you select the Plus symbol to add a new account.
Use the QR Code Method
Select the Scan a QR Code option.
Scan the QR Code on the screen
Use your device to scan the QR code presented on the ADELE (O:S) page.
View Account
You now need to use the code presented on your device in the ADELE (O:S)Setup App page to confirm the app is working.
Enter the code into the ADELE (O:S) Setup app screen.
Enter the code into the field called Enter verification code or confirmation. Then click the Save changes button.
MFA App ready to use
The main page of the MFA app shows all connected accounts as a list. The code for each account will change regularly. In Google Authenicator, the amount of time left before a code goes "stale" is indicated by the indicated
blue countdown timer.
Review the entry
In ADELE (O:S) you will now be returned to the Available Factors page. You should now see your applisted at the top of the page.
Manual entry form
To manually setup your account select the Use a setup key option
Manual entry form
When you select to enter a setup key you will be presented with a form. You will need the information from ADELE (O:S) to complete this form.
Select the Can't Scan button
The additional details you will need to enter into the form can be accessed by selecting the Can't Scan button.
The additional information
The additional information will be displayed below the Can't Scan button
Enter the Account Name
The Account name will be the name that appears on the main screen of your MFA app. It should reflect the system that is comnnects to, in this case ADELE (O:S).
Enter the Secret Key
The field is called Your Key in Google Authenticator, however we need to use the Secret key from ADELE (O:S) in this field.
Type of Key
Leave this as Time-based. If you are using a different MFA app, please ensure that the type of key for this account is Time-based
Select the Add button
Select the Add button to create the new account.
Select the Add Account button
Select the Add Account button to confirm the account creation and return to the main display.
MFA Banner
It is recommended that you setup your MFA sooner rather than later. To begin the process now, click the Set up MFA now button