SSO Transition Update #4 Google Workspace and Moodle

Happy New Year Malone Students, Faculty, and Staff!

We are moving both Moodle and Google Workspace (email, docs, etc.) over to the new single sign on [SSO] system this week - 3-6 January 2022. This means that all major systems will be using the new AzureAD SSO system prior to the beginning of the Spring semester.

As a reminder, you will need to set up BOTH your password recovery options as well as one or more multi-factor authentication [MFA] options.

Many of the questions we have been getting revolve around the particular screen shown above. Microsoft is encouraging you to download and install their Authenticator app. Here are the common questions and answers related to this screen:

1. Some folks click through to download the app and choose the first option. This first option is an ad which is NOT from Microsoft. It is a third party authenticator app which, while legitimate, wants you to pay for its use. YOU DO NOT NEED TO PAY FOR AN APP TO USE MFA.
2. If you are already using an MFA app, you do not need to download another one. Ones that we know work are LastPass, Google Authenticator, Salesforce Authenticator; the list is growing. Click the option that "I want to use a different authenticator app" and scan the QR code with your existing authenticator app (top arrow).
3. You can use a different MFA method such as a text message. Use the link indicated by the bottom arrow and follow the prompts.

NEW PHONE WARNING!

If you get a new phone, remember to transfer your MFA settings to the new device BEFORE you reset the old phone. The instructions will vary depending on which app you are using, but typically you will need to select the option to "export accounts" to another device. You will then be shown a QR code (on your old phone) which you can scan with your new phone.

Not correctly transferring your settings to the new phone before you give up the old device makes resetting your MFA more complex. 

Recovery Codes

When you first set up MFA for a service or system, you will also be given a "recovery code." Be sure to write this down or store it somewhere. Print it out and put it in a safe place. We do not recommend that you save it electronically. This recovery code can be used to reset MFA if your phone is lost, damaged, or no longer available. 

When you record that recovery code, make sure you mark it both for what it is and for which system, e.g., "Malone Single Sign On - username: jdoe1@malone.edu recovery code: h@jkd JKHGJ H1234 322." You will end up with a recovery code for each service with which you have set up MFA (banking, github, government id.me, social media accounts, etc.). Remember that you can use the same authenticator app for many, if not all, of your online systems.

This and other Malone IT systems changes

You can view our Maintenance calendar which shows planned changes to Malone IT systems as well as unplanned outages using this calendar. This calendar is also published on Malone Xpress.

Please contact the IT Help Desk if you have any questions or issues. We can be reached via email at helpdesk@malone.edu , via the web at https://helpdesk.malone.edu or by phone at 330.471.8428.