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Features

Using Multifactor Authentication (MFA) with New Collaborate

Multifactor Authentication (MFA) is a security process used to confirm your identity when signing in to various websites. After setting up an MFA app, a 6-digit code will be required to be entered when signing in.

New Collaborate uses Microsoft 365 to authenticate and manage guest users.

Multifactor Authentication (MFA) is not enabled by default. Practices should refer to their IT Administrator to review whether MFA should be enabled for your practice.

Note: The configuration of MFA falls outside the scope of support provided by FYI. Contact your IT Administrator if your practice requires assistance enabling or disabling this functionality.

About Multifactor Authentication

The following Microsoft Resources are available for detailed information on Multifactor Authentication.

Process and Recommendations

Microsoft Entra

Differences in Login Experience

The login experience for guest users will differ slightly depending on whether Multifactor Authentication has been enabled for the practice. In addition, guest users may have Multifactor Authentication enabled on their personal accounts, for example, when logging into Microsoft 365 online. 

The table below provides a comparison of the login experience for guest users.

Scenario MFA Enabled for Practice MFA Disabled for Practice
Where guest users do not have MFA enabled for their personal account.

Guest users will be prompted to use MFA once during sign-in.

  1. The client will be prompted to log in using their email account.
  2. The client will then be prompted to set up and complete MFA to meet your practice's New Collaborate MFA requirements.
  3. The client will be redirected to the New Collaborate site.

Guest users will not encounter MFA during the sign-in process.

  1. The client will be prompted to log in using their email account.
  2. The client will be redirected to the New Collaborate site.

 
Where guest users have MFA enabled on their personal account.

Guest user will be prompted to use MFA twice during sign-in.

  1. The client will be prompted to log in using their email account.
  2. Where the client's email address is a Microsoft account or has its own MFA enabled, the client will be required to complete MFA for their personal email account.
  3. The client will then be prompted to set up and complete MFA for a second time to meet your practice's New Collaborate MFA requirements. This code will be different to the code used for the first MFA process.
  4. The client will be redirected to the New Collaborate site.

Guest user will be prompted to use MFA once during sign-in.

  1. The client will be prompted to log in using their email account.
  2. Where the client's email address is a Microsoft account or has its own MFA enabled, the client will be required to complete MFA for their personal email account.
  3. The client will be redirected to the New Collaborate site.

When adding clients to New Collaborate, consider providing your clients with some instructions to help them get familiar with the login process. It's also beneficial to inform them that they may need to complete multifactor authentication (MFA) twice during the initial setup to ensure a smooth and secure experience.

Refer to Login Experience for Clients using New Collaborate

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