netsuite two factor authentication

How to leverage NetSuite Two Factor Authentication?

NetSuite Two Factor Authentication

In these days, the rapid growth of data volume owing to technological advancements, mobile data traffic, and cloud computing traffic has given rise to the biggest security challenges. Like any other data-oriented company, the NetSuite is also fighting against data breach and cyber security by taking necessary safety measures. The advanced NetSuite two factor authentication is one of them. 

With two factor authentication, NetSuite is emphasizing on ensuring high-level data security for their business clients. All the administrators and other users of NetSuite software within the company must provide two credentials instead of one to confirm their identity while logging in.

Now, you may ask why NetSuite two factor authentication is required? Already, NetSuite is well-known for offering an extremely secured ERP software in the market, so what is the reason for two-factor authentication?

Indeed, the present login system of NetSuite demands a password to provide access to systems and sensitive databases. It is a very well known fact that these passwords are very vulnerable to cyber attack and data breach. As most of the users tend to use weak and repeated passwords, these systems and databases become very much fragile to hacking-related issues. Your business and associated operations get exposed to greater risks with it. In such conditions, something more than just regular passwords is definitely required to protect the systems/databases.

The NetSuite 2 factor authentication adds one more layer of protection to your NetSuite login process. Highly time-sensitive this second layer acts as the supplement to your passwords and reduces your systems/databases getting hacked.    

Now, again, you may ask how to set up NetSuite two factor authentication, and what is the prerequisite for it? 

To set NetSuite 2 factor authentication, first, you need to install Google Authenticator. It is the most popular software-based authenticator available in the market at affordable prices. Well-built by Google, this applicator offers a two-step verification service by generating a time-based one time password. 

Easily accessible from smartphones as well as scan barcodes, this applicator provides the necessary codes at any point of the day. 

After installing Google Authentication, let’s try to study how to set up NetSuite two factor authentication for an Email/Role Combination. 

When you log in to the NetSuite user account indicating the specific role assigned to you, you will get a verification code in your email box. Retrieve this code from your email box, enter it into the required field, and press the button ‘Submit’. Then, follow the below-mentioned steps for further processing:

  • Step 1: Setting up initial security for an Email/Role Combination

Once, you click on the ‘Submit’ button, you will be navigated to a new page for completing the two factor authentication. There, two options will be offered to you ‘Authentication App’ and ‘SMS or Phone Call’. Select the first option and then press the ‘Next’ button.

  • Step 2:  Scanning the QR code with Google Authentication App

After entering the ‘Next’ button, a new page will appear containing a QR code as well as necessary instruction. Now, open the Google Authenticator app installed on your mobile device and press the button ‘Scan Barcode’ to scan the available QR barcode. Or else, press the ‘Manual Entry’ button to enter your email address as well as key. 

Note: If you are entering a code for the very first time, press the button ‘Begin Setup’ and then press the button ‘Scan Barcode’. On the other hand, if you have other codes in your Google Authenticator app already, then press the sign (+) to add a new code.    

Once the scan made successfully, a new entry with a 6-digit verification code will appear on the list. It means that this new email or role is properly added to your authenticator app. 

Now, immediately enter the 6-digit verification code in the required field. Then, press the button ‘Next’ present on the page ‘NetSuite Security Setup’.

Note: Just keep in mind that these codes are time-sensitive. If your app starts displaying the code in a blinking a red color light it means that the code is about to expire. But, don’t worry, even though this present code expires, then also you can get a new code for usage. 

  • Step 3: Completing the Google Authenticator app setup

When you press the ‘Next’ button the ‘SET AS PRIMARY’ label will appear next to the option  Authenticator App. Now, choose the next option ‘SMS or Phone Call’.

  • Step 4: Setting up the SMS verification

Enter the phone number on which you wish to receive the verification code. Then, select the option SMS (text) message or phone call and click on the button ‘Send Code’.

You will receive the 6-digit verification code in your mode, enter that code in the required box and press the button ‘Next’.

Note: Remember that this code will time out within 60 seconds. If it happens, then click on the button ‘Send Code’ once again and get the new code. 

  • Step 5: Saving the backup codes

In the final stage, the Google Applicator app will provide you a list of backup codes. These codes are very useful when two factor authentication is not accessible. Either note down, print, or else screenshot these codes and store in a well-secure location for future reference.

Now, let’s learn about how to login to the NetSuite ERP software using two factor authentication.

NetSuite login with two factor authentication

When you log-in to NetSuite software, you will be navigated to a new page that will be the default for using the Authenticator app. 

Open the Google Authenticator app on your mobile device and enter the code that you have been received already. Or else, you can also use any of the backup codes. 

Note: As each backup code can be used only for one-time, try to use them less as much as possible.

Resetting two factor authentication

The NetSuite 2 factor authentication can be easily reset for any number of users with any roles within your company. For instance, Administrator, System Administrator, and other approved roles with full access.

However, if there is only one user then the two factor authentication is no more required. In this condition, you can contact the NetSuite support team for resetting.

At last, let’s try to understand how NetSuite disable two-factor authentication. The NetSuite two factor authentication can be disabled for several roles within your company if you require it. For instance, 

  • Administrator
  • Full Access
  • Developer
  • Marketing Administrator
  • Sales Administrator
  • Support Administrator
  • System Administrator

However, some of the highly privileged roles with the below permissions must use two factor authentication in NetSuite. For example,

  • Access Token Management 
  • Core Administration Permissions
  • Two-Factor Authentication base
  • Set Up OpenID Single Sign-on
  • Set Up SAML Single Sign-on
  • Integration Application
  • Device ID Management

Even though you turn off two-factor authentication NetSuite for these roles, the NetSuite imposes it to prevent any kind of unauthorized access into your account.

Wrapping up:

There is no doubt that the NetSuite two factor authentication offers two key advantages. One, it proves your identity and two, it provides high-level security for your data. Setting up one more protection layer beyond your normal password is really not a bad idea at all. It is highly beneficial in securing your crucial business data from any type of cyber attack and illegal access. Thus, backup your NetSuite software with two factor authentication at the earliest and leverage its benefits.

If you have any other questions, please contact our NetSuite Consultant or send us an email at [email protected]

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