The Guide To MFA

Introduction to Multi Factor Authentication

1. INTRO TO MFA

What MFA is, how it protects you, and what the process involves.

2. PREPPING FOR MFA

Things you should know about MFA and steps to complete ahead of time.

3. FINISH YOUR MFA

On your activation date, follow these steps to complete your setup

4. IMPORTANT TIPS

Things to know after you complete your MFA setup, plus everyday tips

Helpful tip: We've detected you are on a smartphone. You can continue reading, but some instructions will require you to follow a few steps on your smartphone. We recommend you open this page on a computer.

Preparing For Multifactor Authentication MFA Circle

Preparing For MFA

There are two things you need to do to prepare for MFA. One of these requires that you download and install an app on your smartphone. Luckily, it’s very easy and we will walk you through the entire process.

Decide On Your MFA Method

If you’ve ever been asked to provide identification proof for something important, you’ll recall that both a state driver’s license or a passport are different methods that accomplish this. When it comes to multifactor authentication, you have four different methods to choose from.

Take a minute to learn how each option works. Click on each of the sections below. If you are looking for the fastest and most-secure option, or you ever travel internationally, we highly recommend you choose one of the two “app” methods.

Once you have decided which MFA method you’d like to use, write it down somewhere. You will be given unique instructions based on the method you choose, so it’s important to remember your choice.

APP BUTTON APP CODE TEXT CODE CALL ME

APP BUTTON

The “App Button” Method

Speed: Fastest method | Security: Best security

Using the MFA app on your smartphone (easy-to-follow instructions below), you tap a button to complete your login.

THIS IS WHAT IT LOOKS LIKE:

STEP 1: LOGIN

Enter your email and password into the login screen

STEP 2: NOTIFICATION

You will receive a smartphone alert, asking you to open the MFA app

Preparing for MFA Thumbs Up Icon, Seattle IT Support

STEP 3: LOGIN

Enter your email and password into the login screen

YOU'RE DONE

Your program or web page will automatically complete the login process

APP CODE

The “App Code” Method

Speed: Almost fastest method | Security: Best security

Using the MFA app on your smartphone, type a six-digit code that’s generated in the app to complete your login.

THIS IS WHAT IT LOOKS LIKE:

STEP 1: LOGIN

Enter your email and password into the login screen

STEP 2: GET CODE

Open the MFA app and look at the six-digit code that is presented to you

Preparing for Multi Factor Authentication Keypad Icon

STEP 3: ENTER CODE

Type the six-digit code into the box that your program or web page shows you

YOU'RE DONE

Your program or web page will finish the login process after you click “Done”

TEXT CODE

The “Text Code” Method

Speed: Slower method | Security: Standard security

Wait for a six-digit code to be sent to your smartphone as a text message. Type this six-digit code to complete your login.

THIS IS WHAT IT LOOKS LIKE:

STEP 1: LOGIN

Enter your email and password into the login screen

STEP 2: GET CODE

Wait to receive a six-digit code via a text message on your smartphone

STEP 3: ENTER CODE

Type the six-digit code into the box that your program or web page shows you

YOU'RE DONE

Your program or web page will finish the login process after you click “Done”

CALL ME

The “Call Me” Method

Speed: Slowest method | Security: Standard security

Wait for a system-generated phone call from Microsoft. Press a button on the phone’s dial-pad to complete your login.

THIS IS WHAT IT LOOKS LIKE:

STEP 1: LOGIN

Enter your email and password into the login screen

Preparing for MFA Phone Call Icon, Seattle IT Support

STEP 2: GET A CALL

Wait to receive a system-generated verification call from Microsoft

STEP 1: BUTTON TAP

Based on the instructions given by the voice prompt, tap one of the dial-pad buttons

YOU'RE DONE

Your program or web page will automatically complete the login process

Install The MFA App

If your MFA preference was one of the two “app” methods (which we highly recommend), we’d like to help you install the app. Trust us, it’s very easy. We’ve put together a detailed step-by-step guide. To start, click the orange button below that matches your smartphone.

Important FYI: You will notice that the instructions below are going to finish without configuring the app. That’s because we only want to install the app in preparation for your MFA activation. Instructions for configuring the app with your account will be provided on the next section (3. Finish Your MFA).

I HAVE AN IPHONE I HAVE AN ANDROID

I HAVE AN IPHONE

MFA App Instructions for iPhones

We’re going to install the MFA app that Microsoft created for Microsoft 365 users. It is called “Microsoft Authenticator.” Tip: Click on the screenshot image (orange border) to see a bigger version of that screenshot.

I HAVE AN ANDROID

MFA App Instructions for Androids

STEP 1:

Open your web browser and navigate to the following URL/website:
www.swatsystems.com/mfa

STEP 2

On the web page, look for the orange “MFA APP DOWNLOAD” button. Tap that button and wait for the next page to load.

STEP 3

The next page will be titled “Download Microsoft Authenticator.” Scroll down until you see the Android logo.

STEP 4

Tap the Android logo when you see it. This will redirect you to the Google Store page. Tap “Allow” if you are asked.

STEP 5

Tap Install and follow any password instructions. After the download completes, tap Open.

Multi Factor Authentication MFA iPhone Step 7

STEP 6

Optionally, you can tap Skip at the bottom of the blue screens. These are introduction screens that promote the app’s features.

STEP 7

Tap Ok on the Data Privacy prompt. This is notifying you to Microsoft’s experience improvement policy.

Multifactor Authentication MFA Android Step 8

FINAL SCREEN

Stop when you see this screen. Adding your account is completed in the next section. At this point, you can simply close the app.

Multifactor Authentication MFA Warning Circle

Before you continue...

The next section (#3 Finish Your MFA) should only be reviewed and completed on or after your MFA is enabled. Here is how to find out whether you should continue to the next section now or wait.

PHASED APPROACH

Scheduled Project
You are getting MFA as part of a scheduled and coordinated project. A SWAT Systems engineer has worked with a test group before enabling all users.

Review Your MFA Instructions Email
You should have received an “MFA announcement” email from someone in your company or a SWAT Systems engineer. In this email, you were provided with an “MFA is enabled” date.

ESCALATED APPROACH

Fast Activation
You are immediately getting MFA activated due to a security incident or because your account needs to be activated outside of a normal phased schedule.

Follow Engineer Instructions
If you are an “Escalated Approach” user, you should have already been in contact with a SWAT Systems engineer. In this case, it is common to be instructed to read and complete all sections (1 through 4) at once.

PHASED APPROACH

ESCALATED APPROACH

Scheduled Project
You are getting MFA as part of a scheduled and coordinated project. A SWAT Systems engineer has worked with a test group before enabling all users.

Fast Activation
You are immediately getting MFA activated due to a security incident or because your account needs to be activated outside of a normal phased schedule.

Still unsure?

No worries. Just to be safe, don’t proceed to the next section. Instead, reach out to your SWAT Systems support team. You can call, email, or chat with us. We’ll be able to point you in the right direction.

Need help? Call 206-436-3016

BACK: Intro To MFA

NEXT: Finish Your MFA

The Guide To MFA

Preparing For MFA

Decide On Your MFA Method

The “App Button” Method

STEP 1: LOGIN

STEP 2: NOTIFICATION

STEP 3: LOGIN

YOU'RE DONE

Install The MFA App

MFA App Instructions for iPhones

Before you continue...

Still unsure?

Need help? Call 206-436-3016

Get In Touch

Quick Links

About SWAT Systems