{"id":34675,"date":"2022-12-08T09:44:50","date_gmt":"2022-12-08T15:44:50","guid":{"rendered":"https:\/\/www.filecloud.com\/blog\/?p=34675"},"modified":"2022-12-08T09:44:50","modified_gmt":"2022-12-08T15:44:50","slug":"filecloud-best-practices-how-to-use-two-factor-authentication-with-external-accounts-automatically","status":"publish","type":"post","link":"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-use-two-factor-authentication-with-external-accounts-automatically\/","title":{"rendered":"FileCloud Best Practices: How to Use Two-Factor Authentication with External Accounts \u2013 Automatically"},"content":{"rendered":"<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34687\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Enable-2FA-on-External-Accounts-Banner.png\" alt=\"\" width=\"2560\" height=\"1440\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Enable-2FA-on-External-Accounts-Banner.png 2560w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Enable-2FA-on-External-Accounts-Banner-1024x576.png 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Enable-2FA-on-External-Accounts-Banner-768x432.png 768w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Enable-2FA-on-External-Accounts-Banner-1536x864.png 1536w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Enable-2FA-on-External-Accounts-Banner-2048x1152.png 2048w\" sizes=\"(max-width: 2560px) 100vw, 2560px\"><\/p>\n<p>This is the next blog post in our FileCloud Best Practices series. We previously covered <a href=\"https:\/\/www.filecloud.com\/blog\/2022\/08\/filecloud-best-practices-how-to-use-private-shares-and-external-user-accounts\/#.Y491n3bMK3B\">how to use external accounts for private, secure sharing<\/a>. We have also reviewed <a href=\"https:\/\/www.filecloud.com\/blog\/2022\/09\/filecloud-best-practices-how-to-maintain-external-user-accounts\/#.Y491rHbMK3A\">how to automate the maintenance of external accounts<\/a>.<\/p>\n<p>Depending on your FileCloud license, your system can enable multi-factor authentication (MFA) with External Accounts. To do this automatically, each new account created needs to be added to a particular External Account policy group.<\/p>\n<p>We will go through all the steps needed to configure this.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_63 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title \" >Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-use-two-factor-authentication-with-external-accounts-automatically\/#Create_an_External_User_Policy_Group\" title=\"Create an External User Policy Group\">Create an External User Policy Group<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-use-two-factor-authentication-with-external-accounts-automatically\/#Create_a_Workflow_to_Add_New_External_User_Accounts_to_the_%E2%80%9CExternal_Users%E2%80%9D_Policy_Group\" title=\"Create a Workflow to Add New External User Accounts to the \u201cExternal Users\u201d Policy Group\">Create a Workflow to Add New External User Accounts to the \u201cExternal Users\u201d Policy Group<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-use-two-factor-authentication-with-external-accounts-automatically\/#See_It_In_Action\" title=\"See It In Action\">See It In Action<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Create_an_External_User_Policy_Group\"><\/span>Create an External User Policy Group<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The first thing we need to do is create a new User Policy group that will be used to configure MFA for all External Users.<\/p>\n<p>Go to:\u00a0<strong>Admin UI &gt; Settings &gt; Policies &gt; New Policy<\/strong><\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34677\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Create-New-Policy-Figma.jpg\" alt=\"\" width=\"1326\" height=\"705\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Create-New-Policy-Figma.jpg 1326w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Create-New-Policy-Figma-1024x544.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Create-New-Policy-Figma-768x408.jpg 768w\" sizes=\"(max-width: 1326px) 100vw, 1326px\"><\/p>\n<p>We will name this group \u201cExternal Users\u201d for this example, but you can use any other name.<\/p>\n<p>Once created, edit the policy group and change the MFA settings to your preference (for example, Email).<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34678\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Update-2FA-Settings-Figma.jpg\" alt=\"\" width=\"1326\" height=\"774\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Update-2FA-Settings-Figma.jpg 1326w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Update-2FA-Settings-Figma-1024x598.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Update-2FA-Settings-Figma-768x448.jpg 768w\" sizes=\"(max-width: 1326px) 100vw, 1326px\"><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Create_a_Workflow_to_Add_New_External_User_Accounts_to_the_%E2%80%9CExternal_Users%E2%80%9D_Policy_Group\"><\/span>Create a Workflow to Add New External User Accounts to the \u201cExternal Users\u201d Policy Group<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Now we will create the workflow to move every new External User Account to the Policy user group we recently completed.<\/p>\n<p>Go to: <strong>Admin UI &gt; Workflows &gt; New Workflow<\/strong> and select \u201cAdd Workflow.\u201d\u00a0We will create a new workflow with the condition being \u201cIf a new user is created.\u201d<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34679\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Update-IF-Condition-Figma.jpg\" alt=\"\" width=\"1149\" height=\"1098\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Update-IF-Condition-Figma.jpg 1149w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Update-IF-Condition-Figma-1024x979.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Update-IF-Condition-Figma-768x734.jpg 768w\" sizes=\"(max-width: 1149px) 100vw, 1149px\"><\/p>\n<p><strong>Required parameters:<\/strong><\/p>\n<pre>{\r\n\"user_access_level\": \"USER_ACCOUNT_LIMITED_ACCESS\"\r\n}<\/pre>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34680\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Set-Workflow-Parameters-Figma.jpg\" alt=\"\" width=\"1326\" height=\"774\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Set-Workflow-Parameters-Figma.jpg 1326w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Set-Workflow-Parameters-Figma-1024x598.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Set-Workflow-Parameters-Figma-768x448.jpg 768w\" sizes=\"(max-width: 1326px) 100vw, 1326px\"><\/p>\n<p>In the dropdown for the \u201cTHEN\u201d Action, select \u201cSet user policy\u201d<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34681\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Select-Workflow-THEN-Action-Figma.jpg\" alt=\"\" width=\"1165\" height=\"759\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Select-Workflow-THEN-Action-Figma.jpg 1165w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Select-Workflow-THEN-Action-Figma-1024x667.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Select-Workflow-THEN-Action-Figma-768x500.jpg 768w\" sizes=\"(max-width: 1165px) 100vw, 1165px\"><\/p>\n<p><strong>Required Parameters:<\/strong><\/p>\n<pre>{\r\n\"policy_name\": \"External Users,\"\r\n}<\/pre>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34682\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Set-THEN-Action-Parameters-Figma.jpg\" alt=\"\" width=\"1326\" height=\"735\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Set-THEN-Action-Parameters-Figma.jpg 1326w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Set-THEN-Action-Parameters-Figma-1024x568.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Set-THEN-Action-Parameters-Figma-768x426.jpg 768w\" sizes=\"(max-width: 1326px) 100vw, 1326px\"><\/p>\n<p>Finally, name the new workflow. This can be whatever helps you remember the purpose of the workflow.<\/p>\n<p>Now the system is configured to automatically add new external users to the External Users Policy, which applies two-factor authentication.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"See_It_In_Action\"><\/span>See It In Action<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Log in to the user UI, create a new share, and add a new user account.<\/p>\n<p>Note: If you want to learn how to enable the feature to automatically create new accounts when creating a new share, please visit our previous blog post, <a href=\"https:\/\/www.filecloud.com\/blog\/2022\/08\/filecloud-best-practices-how-to-use-private-shares-and-external-user-accounts\/#.Y3iJg3bMKF4\">FileCloud Best Practices: How to Use Private Shares and External User Accounts<\/a>.<\/p>\n<p>Once completed, you can log in to your admin portal and check the new user account. Go to <strong>Settings &gt; Policies<\/strong> and view the policy users section; you will see the recently created account added to the policy group:<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34683\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Confirm-Policy-Application-for-External-Users-Figma.jpg\" alt=\"\" width=\"1165\" height=\"747\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Confirm-Policy-Application-for-External-Users-Figma.jpg 1165w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Confirm-Policy-Application-for-External-Users-Figma-1024x657.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Confirm-Policy-Application-for-External-Users-Figma-768x492.jpg 768w\" sizes=\"(max-width: 1165px) 100vw, 1165px\"><\/p>\n<p>You can also verify if your workflow is working by reviewing the audit records and filter using the Workflow name:<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"aligncenter size-full wp-image-34684\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Confirm-Policy-Application-with-Audit-Log-Figma.jpg\" alt=\"\" width=\"1305\" height=\"327\" srcset=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Confirm-Policy-Application-with-Audit-Log-Figma.jpg 1305w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Confirm-Policy-Application-with-Audit-Log-Figma-1024x257.jpg 1024w, https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2022\/12\/Confirm-Policy-Application-with-Audit-Log-Figma-768x192.jpg 768w\" sizes=\"(max-width: 1305px) 100vw, 1305px\"><\/p>\n<p>This completes our three-part series on sharing files privately with External Users.<\/p>\n<p>Note: MFA for External Users is part of the Advanced License; if you don\u2019t have this feature and are interested in trying it or seeing pricing, please reach out to your CSM representative or <a href=\"https:\/\/www.filecloud.com\/contactus\/\">contact us<\/a>.<\/p>\n<p>\u00a0<\/p>\n<p><strong>Article written by <a href=\"https:\/\/www.linkedin.com\/in\/daniel-alarcon\/\">Daniel Alarcon<\/a>, Technical Support Manager <\/strong><\/p>\n<p><strong>Edited by <a href=\"https:\/\/www.linkedin.com\/in\/katie-gerhardt-88541791\/\">Katie Gerhardt<\/a>, Junior Product Marketing Manager<\/strong><\/p>\n<p>\u00a0<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This is the next blog post in our FileCloud Best Practices series. We previously covered how to use external accounts for private, secure sharing. We have also reviewed how to automate the maintenance of external accounts. Depending on your FileCloud license, your system can enable multi-factor authentication (MFA) with External Accounts. To do this automatically, [&hellip;]<\/p>\n","protected":false},"author":31,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[18,1,20,884],"tags":[708,1013,1784,1818,1819,614],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.13 (Yoast SEO v20.13) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>FileCloud Best Practices: How to Use Two-Factor Authentication with External Accounts \u2013 Automatically - FileCloud blog<\/title>\n<meta name=\"description\" content=\"Two-Factor Authentication is an important part of maintaining security - learn how to automate 2FA for FileCloud External Accounts\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.filecloud.com\/blog\/filecloud-best-practices-how-to-use-two-factor-authentication-with-external-accounts-automatically\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"FileCloud Best Practices: How to Use Two-Factor Authentication with External Accounts \u2013 Automatically\" \/>\n<meta property=\"og:description\" content=\"Two-Factor Authentication is an important part of maintaining security - 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