0:00Hey, it's Tim here today I'm talking about
0:01multi factor authentication with Tableau
0:03online.
0:04Now today I received a call and an email
0:06from Tableau telling me that I needed to
0:08set up my
0:09multi factor authentication for Tableau
0:11online, because in February Salesforce is
0:13actually going
0:13to enforce this as a requirement for Table
0:16au online. So this is the email that I got,
0:18you can see it up on screen. And it
0:20basically goes through the requirement that
0:22Salesforce
0:22has kicked in, I think this has always been
0:24a requirement for Salesforce. And it's just
0:26basically consistency across the whole
0:28entire Salesforce platform. So we're
0:30getting it here on
0:31Tableau. Now there's some really good
0:33articles. Now what I will say is that if I
0:35get this as an
0:36everyday user, I don't know if all users
0:38are getting out if it's just site admins,
0:40but if I
0:40get this as an everyday user, it's kind of
0:42a bit of a merry go round. Because if I go
0:44to all of
0:44these pages, and you kind of have to go on
0:47this Easter egg hunt to find the right
0:49place to sort
0:49of get the relevant information. But if I
0:51click on this first one, which is about
0:53authentication,
0:54it actually does talk a bit about the multi
0:56factor authentication. And specifically for
0:58Tableau online,
0:59you can see there's this page here. If you
1:02click on that you go to yet another page
1:04which talks
1:04through the different processes. And it
1:06actually talks about multi factor
1:08authentication with
1:09single sign on and multi factor
1:10authentication without single sign on the
1:13version without single
1:14sign on is what I'm going to be covering in
1:16this video. And essentially that version
1:18allows you to
1:19use the Salesforce authenticator app or any
1:21authentication app that supports a standard
1:24basically. And so you can set these up
1:26through a specific method. Now, when I
1:28actually went through
1:29this guide, it walks you through how to set
1:30that up, essentially, you need to be a site
1:32or
1:33server admin in order to do this. But
1:34anyway, in this video, I'm going to go
1:36through the steps by
1:37essentially doing it for myself, I can't
1:39really set up a use case here for an
1:40enterprise because
1:41essentially, I don't have more than three
1:43people on my table online site. And they're
1:46all me
1:46essentially. So I'm just going to go
1:48through this process, at least for myself,
1:49just in case it's
1:50useful for someone else who's trying to go
1:52through this step, understanding what they
1:53need to do.
1:54Let's get stuck in. So I'm over here on
1:56Tableau online, what I need to do is I need
1:58to go over to
1:58the users page. At first, I thought you'd
2:00need to go to the settings page. But for
2:02this one,
2:02you need to go to the users page. And you
2:04arrive at a page which basically has all
2:06your users.
2:07Once you're on the users page, you can do
2:09this one of two ways you can either click
2:10on these three
2:11dots, go to authentication, and you get
2:13this little option. Or you can actually
2:15select these
2:16three people here, essentially, or me go to
2:18actions, go to authentication, you get the
2:20same
2:21option. So you can see that I've
2:22essentially set it up. And it's brought me
2:24back to this homepage,
2:25because essentially, now I need to log in
2:27for my Tableau account. So you'll see here,
2:29I have a
2:29login. Now, in order to do this, I actually
2:31use a two factor authentication app called
2:33Orthi. What
2:34I'm going to do is I'm going to record the
2:36screen, just so that you can see what's
2:37going on on my
2:38iPhone at the same time as what I'm doing
2:40on the screen. So let me just go ahead and
2:42start the
2:43recording so I don't forget. And now that
2:45recording is going, we're pretty much good
2:47to go. So let's
2:48hit sign in. Now my username and password
2:50remain exactly the same. But what it should
2:52do is it
2:52should realize that I haven't set up two
2:54factor authentication before. And it will
2:56take me to this
2:57page to register a verification method. Now
2:59what I can do is I can use the Salesforce
3:01authenticator
3:02app if you're part of the Salesforce
3:04ecosystem, that's a great option, you'd
3:05already have this
3:06maybe. But if you don't want to use that,
3:08maybe you've got another authenticator app
3:10like Google
3:10Authenticator, or in my case Orthi, I'm
3:13going to go ahead and click on this option
3:15here. Now what
3:16you can also do is you can create a
3:17recovery code that's useful in case let's
3:19say your phone gets
3:20lost and you've got no other place to get
3:22an authentication code. I always make sure
3:24I grab
3:24those. But I've clicked on the authentic
3:26ator option here just so we can set this up
3:28first.
3:29I always do this first, then I go grab the
3:31recovery codes. So you can see you get a
3:33little
3:33QR code here. Now I've blurred out the QR
3:35code here because essentially if I show you
3:38this,
3:38you can log in as me as long as you have my
3:40email and password as well. So that kind of
3:42defeats the
3:42point of security. So I've blurred it out
3:44here so you can't see what I'm doing. But
3:46essentially,
3:47all you need to do is point your phone or
3:49whatever at this QR code. And the important
3:53thing is make
3:53sure you have the authenticator app open.
3:55So when I say point your phone at this QR
3:57code,
3:57make sure you're doing it in the authentic
3:59ator app, not just your camera, your camera
4:01won't
4:02necessarily have the authentication
4:03capabilities to handle this. So here I am
4:05in Orthi, I'm just
4:06going to go ahead and click plus. You can
4:08see the QR code option comes up. I'm going
4:10to go ahead and
4:10select the QR code. You'll see that it
4:12finds the QR code and it adds the account
4:14and it gives it
4:14a name. You can see that it says Tableau
4:16Online. It even has an icon which is really
4:19handy. I can
4:19go ahead and hit save and now it's got a
4:21code that's running up on the screen. I can
4:24then use
4:24this code, 656820, enter that in and I can
4:28say connect. And essentially all that's
4:31happening is
4:33the application is making sure that the
4:35code that it's set up in that QR code is
4:37working as expected.
4:39That code chains every few seconds so
4:40essentially it's never going to be the same
4:42, at least for the
4:4430 seconds that it's running. And now when
4:46I go to log in, you can see I'm going back
4:48into the same
4:48Tableau Online site. If I go to sign in you
4:50can see that it might ask me for my two-
4:52factor
4:53authentication code. And so here I can
4:56enter the new one now 639294, hit verify.
5:01We get verified,
5:02it's using the Salesforce Authenticator
5:05verification system there. And now that we
5:07're in,
5:08we're pretty much good to go and we've
5:09logged in. So we've set it up, it's nice
5:11and easy to do
5:12and we are happy. Now what I wanted to do
5:14is get some recovery code. I'd be really
5:17intrigued to see
5:17if there's a way for me to actually go and
5:19get the recovery code. So yes there is an
5:21option. If
5:22you go to user settings and you go into the
5:24setup, there's actually an area here where
5:27you can manage
5:27the multi-factor authentication modes. If I
5:30go ahead and click on that link, I should
5:32get brought
5:32back to this page and you can see here that
5:34I can actually even give this a name. I
5:36always recommend
5:37giving this a name so that you know which
5:39application you're using on your phone
5:41and you can save that. You can add another
5:44authenticator app but sometimes this delet
5:46es
5:46the one that's there because it kind of
5:48defeats the point to have multiple versions
5:50of this. But
5:50what I will do is I will add a recovery
5:52code. So I always do this, I always grab
5:55these, I copy these
5:56and I put this in a secure place in a
5:58password manager or something like that.
6:01Just in case my
6:01phone gets lost and I need another way to
6:03get into the account and I don't have my
6:05two-factor,
6:06this is going to become very handy. I know
6:08it sounds like a very simple thing or very
6:10easy
6:10thing. Oh who's going to lose your phone?
6:12Authy is actually pretty good because it
6:14backs itself
6:15up to the cloud as well. So if you get a
6:16new phone, a new device, you download it,
6:18you put
6:18a password in, you do the authentication
6:21method using your phone or you verify it
6:23with your phone
6:23or email or something like that and then
6:25you're back in and everything's good. It
6:27even works on
6:27an Apple Watch or other devices as well. It
6:29works on Windows, works on iOS, it works
6:31everywhere.
6:32That's why I like it. But it's also good to
6:34capture these recovery codes and save them
6:37elsewhere. So again I've blurred this out
6:38because you shouldn't be able to see this.
6:40Once you're done with that you obviously
6:42get the recovery codes and everything is
6:44good to go.
6:44And now you can go off and pretty much be
6:47done with this. This will send you back to
6:50Tableau
6:50online and you're ready to go. I'm just
6:52going to save my recovery codes off screen
6:54here so you
6:55can't see these. Let me just put these off
6:58screen and let's go into a document here
7:00and I will paste
7:01this in my password manager later after
7:03this video. So that's pretty much it. That
7:05's how to
7:06set up two factor. If you've gone through
7:08this process maybe as an admin has kicked
7:10it off and
7:11enabled it you might see this option again.
7:13It's really important to actually use this
7:15documentation. I think it's handy to sort
7:17of get users over onto this link here. So
7:20you can see
7:20there's an actual page here by Tableau. I
7:22'll put it in the description below that
7:24walks you through
7:25the steps. So this is actually a really
7:26good guide. I'd recommend you maybe just
7:28download this as a
7:29pdf as a standardized thing and you put it
7:31in an faq so users know how to use this.
7:34But it's going
7:34to be really handy for Tableau online. Now
7:36if you've got other single sign-on methods
7:38you might
7:39need to go through some other steps. Maybe
7:41your enterprise has a version or an app
7:43that it likes
7:44to use. Sometimes Microsoft has its own one
7:46as well. So I don't know too much about
7:48server setups
7:49here and SSO in other contexts. I really
7:51only know about Tableau online where you
7:53don't have any other
7:54single sign-on method. So that's what this
7:56video has been about. Thanks for watching
7:58and I'll catch
7:58you in the next video.
Tableau | Tool strategy