Introduction to Passportal Transcript
Welcome to PassPortal’s demonstration of how to activate a user account.
You would have received an email already from PMCS Administrator, which would have created the first account for you guys already.
As a sample we’ve created a user and we sent it to the email and within the email you will receive a message indicating to login and activate the new account. So I’ve opened the email and this is what the email would look like. It would be coming from PMCS and would say “activate account.”
You activate the account and you will receive this screen and because this is the first user it’s set up as an administrator and we have to come up with the organization key at the bottom also.
So I generally create all of this prior to sending the email so you don’t have to worry about it but this is pretty much what everybody’s going to run into.
So as soon as you click on “activate account” you’ll get this screen, you have to select a password so I’m going to use a complex password, and because I have Passportal already installed on mine I have the extension right here. I’m just going to come up here, I’m going to say “generate a password,” copy, oh, “generate a password,” copy, and I’m going to come over here and put it, Ctrl+V, and then I’m going to answer some of the security questions that it’s asking for.
The phone number should always be your cell phone number because the cell phone number, later on when we turn on two-factor authentication we want to be able to utilize a phone number to do it.
And it’ll ask you a whole bunch of questions, “what is the last name of your first grade teacher,” or whatever else, just select one of these and answer it. For now I’m just going to put something irrelevant because this is an account I’m going to delete later anyway so I’m just going to give it an answer of “one” and I’m just going to say “one,” “one,” but you, obviously for security reasons you should answer them correctly. And then it’s going to ask you an organization key. The organization key is where you would come up with a passphrase or something that is meaningful to your organization.
This is not a password so it doesn’t have to be secret but the passphrase is something that will be given uniquely to your organization so just come up with something creative. PMCS will work with you prior to this happening and will give you an idea what it is.
The key thing about the passphrase is if you forget the passphrase – everything in the back end we will lose it. So we will definitely document the passphrase properly so that doesn’t happen.
The organization key I’m just going to come up with something silly, and it’s going to say “help me.” So obviously I didn’t type it in correctly.
Alright, so it went green so we’re all good. I created an organization key, this is permanent, you can’t change it once it’s done.
So we’ll say activate account – says please fill out a field.
Just because it says 5-5-5 there that doesn’t mean it filled it out so let’s do that then activate account.
So once we activate the account it logs us in automatically and we’re here.
So right on top right here is basically you have the user that was logged on is the PMCSEZE account, we click on that you have the profile, user preferences – these are some things you can change from there. The bell is if there is any kind of alerts they want you to be aware of. This is your favorites and this is basically recent items. You can also have the search area right up here.
Then we have a whole bunch of shortcuts in here those can all be looked into at a later date.
On the left side you’ll see “my vault,” “company vault,” “user management,” “access control,” “reports,” and “settings.”
So the administrator will get “user management,” “access control,” “reports,” and “settings” – I believe the settings will be there for other users, but non-administrators are not going to see these. They’re basically going to have “my vault,” “company vault,” and I believe just the settings end of it.
So “my vault” is basically your own vault. This is where you have your own personal passwords that you’re not sharing with anybody where “company vault” is where you would put in passwords that you want to share with other members of your company.
As you can see there is an option in here that says “new folder” and “new password.” If we just want to create a password that we want to share with the company it would just be “create a password,” then “folders” if it’s available – we have not created any new folders – so it would just be the username – let’s say it’s an “Admin” account and then if we know the password we can enter it, if we want to generate a new password we can just click on that and it creates a new password and this is what the password’s going to be so it’s pretty complex, there’s no way you’re going to remember it. And the description – what the description is for is, let’s say this is to log in to your computer, so this is a – let’s say this is a user account to log in to your computer and your Login name is PMCS, that’s your username. So the description would be “PMCS User Login.”
And then you can select from here “credential type” – you’ve got all these pre-populated credential types that you can select from, so this is an active directory user account, this is to log in to our system so select that. But if this is a website that we’re going go with we can make it a website but since this is an active directory account we’re going to say it’s an active directory user account.
And then of course if this was a website we would put in the URL and that’s where it would be and you can also put in notes here if you want to.
Then say “create” and it creates it right there.
This is how you would basically create passwords within the system.
Let’s say you’re still under the company heading and you want to, for organizational purposes and/or controlling security, so you can control who can access that information in your company and who can not, so the folder basically serves two folds, one is for security reasons, the other is for organization.
So let’s say I want to create a folder that I want to put in my user – well – this is actually a personal user account, probably I should not have put this here in the company folder, it should have been in the “my vault” because I don’t want my user login in the company vault but that was just an explanation of simply creating a password.
So to create a new folder is just click on that and then it’ll come up on the side, “create a folder” so you give it a name, I want to call this a “test folder” or you know, just call it “test,” and then if we had other users or other groups assigned, which I have not created yet, I could click this and say “everybody in this group can access this test folder.” Since I don’t have any groups I’ll just create the test folder and it’s going to be basically accessed it’s organization. So right now, as you can see, my password disappeared from here because I’m no longer in the root folder.
In order for me to go to the root folder where that one password relies I have to click on APC and now it’s in the root folder and in the root folder there’s also a “test” folder.
Let’s say I want to organize my password; I click on this and then I can go into “edit” – let’s see here – or with selected, we can go in there and say “move passwords” and where do you want to move the passwords to, we want to move it to “test” and you say “save” so now it’s not in the root anymore but my password is in the folder right there.
So that’s how you can organize your passwords so you can have as many folders as you want then you can move your password within these folders to organize them.
And of course the access control is, like I said, because I’m the administrator it comes up and this will not be available to all users, only for administrative users.
Access control has basically two things, “security groups” and “permission levels.”
“Security groups” the way I look at it is are things that you can see and the groups you can see; the permissions are what you can do.
So that’s how you can get around it.
We can go back to all of these at a later date per individual basis because it can get a little bit more in depth and I don’t want to take too much of this time to show all of this to every user. But, at the same time, you can create groups and you can add your users to the groups and then once you’ve got your groups created you can go under permission levels and say “I want this group to have access to this folder” that you would give to them, so let’s say that I only want to give certain groups access to this folder and nobody else can that’s where you would do it.
And of course under “Reports” we have a lot of things we can do under “reports,” and we can show complexity, credentials within your organization and select password complexity levels, if they’re meeting the complexity levels, “Known by user,” “Unchanged Passwords,” – who has not changed their passwords and how long have they not changed, so you have a lot of reports you can get out of here. Pretty powerful stuff to keep you compliant and keep you safe because you don’t need one employee to not follow the rules and not change passwords and next thing you know you’re in trouble.
So we have a lot of abilities.
Under “Settings” we have other things that we can do, so since we’re here I’m going to show you quickly under “credential types” are where there the pre-loaded credentials are, and some of these are not what you want, you can say “new credential” and you can create a new credential type over there and it’ll just show up.
So let’s say I want to create a credential type of “WiFi” so it’s going to show up down here as “WiFi” as a credential type.
And I’ll show you how that is used in a few minutes and where it’s worthwhile so it doesn’t show off everything that you want or your don’t want to show off.
So under “downloads” basically is where you would see all your extensions that you can download to install on your browser, like I have the Chrome extension here on top and it just makes things much easier for me to use. So once I download and install the Chrome extension I can pretty much run a lot of these things from my extension, I don’t have to be logged in to this portal, so the Chrome extension is one of them.
And also we have the “Import Templates” so the import templates are if you decide that you already have a current password manager or if you want to export out your passwords through your Chromebook or your Chrome browser or any other browser you can download them and then the templates in here, when you download them – “Password Import Download Templates” – once you download them gives you an excel spreadsheet of what the template should look like and how your data should be coming in to upload them so you can pre-populate all your passwords in your vault so you don’t have to do a lot of them manually if you already have them.
So “Downloads” is where it is under “Import/Export” once you download them you can import them into the system and be able to do all that.
Under “general” there are a lot of functions in here, we don’t need immediately turn on two factor authentication for our customers as soon as we put it in but we certainly want to turn that on because the last thing we want is somehow somebody figured out your one-time password or your one password that you’re supposed to remember and they were able to get in but having 2FA turned on will give us the ability to authenticate on a secondary device before it lets you in.
We use Duo ourselves, and Duo is a paid service, but there are other services in here; Google, Microsoft authenticator is free, they work well. Text messaging we prefer not to do it, we prefer the authenticator for Duo. We can force all users to use 2FA, allow users to change method of 2FA communication – we generally don’t turn that on, and “User use your existing Duo integration” that we would do and then we would set all this up, but because we’re not turning this on right now we’re going to move on without that.
Under “advanced options” so remember earlier on I created the credential type “WiFi” and basically if I just want to see the credential type that I created, I don’t care about anything else, I can say “show only custom credential types” then turn that on it will only show us credential types that we want to see, like let’s say we select that, credential types, and it’s not cooperating, oh – because I didn’t turn it on. Save. So now it saved it. Go to “Credential types” and it’s only going to show the credential type that I created, not the rest of the credentials within the system.
So I’m going to turn that back off because we really want to see everything so we’re going to do that.
And “Hide unassigned folders from users” so if we had created folders but we didn’t assign in the company vault we didn’t assign any users we don’t want everybody to see this in your company basically by saying under “general” “hide unassigned folders” the test folder will not show up to anybody else, only the people it’s been assigned to.
So it’s pretty powerful.
So having said that, that’s one way of getting things done.
We’re going to remove that.
I want to quickly talk about the extension.
Once we download the extension, you go in here and download it, or you can go to the Chrome store, chrome web store, then you can from there search for “solarwinds passportal” and then you can download this and because I have it already installed it’s asking me to remove it, which I’m not. So you just download it and install it and once it’s installed you can basically log in and it will come up such as this; this is the screen that will come up.
You’ll put in your email address, your one password that we ask you to remember, that has got to be at least 20 characters long, but it’s got to be something that you guys want to use.
Then you’d put in your organization key, and the country’s united states, and then you would say “login.”
I’m going to quickly log in, so as you can see, mine is at least 20 characters long, I’m going to log in, and of course it’s going to ask me to 2FA because we have Duo set up on our system, and we are going to authenticate two factor authentication.
I’m logged in at this point so I’m ready to go.
And I do have a lot of passwords that have been created in here so, you know, I can easily do searches and be able to figure it out if I want to do Godaddy account – so I can search that and I can launch it from here and the username and passwords are right there, I can do it.
I do, since we are a MSP, have many other clients that we do things on and our credentials and I can have all my other accounts pop up but right now this is the only one coming up from here.
If I want to launch it I can say “launch” it will take me there, it’ll automatically put in all the credentials that I want and log me in, but obviously I don’t want to do that right now so I’m going to close that out.
So quickly if we want to create a password through the extension we can just do this; and it’s a password generator, it comes up, we generate that, we copy that right there and then let’s say we want to go to anywhere else if we want to go to Microsoft.Com or Office.Com – well – I want to go somewhere that it’s not going to automatically populate, but, in any case, it will automatically populate you can put it in and get it done.
So right here you can create on plus key, your user name, whatever the username is, PMCSeze at gmail.com and of course that’s not our real password or user account, that’s just a fake account that I’ve created.
So let’s say that I will go there, generate that password, and description is where the system is going to use to locate this so let’s say if I wanted to go to Solarwinds Passportal, the description is a website, it’s going to put in to “my vault” so it’s my password and if there was a folder that was created it’s going to go there and it’s automatically going to try to get as much of the URL as is available from there, put it there, then we’re going to say save and then it’s going to save it for us at that point. So we can easily search and of course because I’m using different accounts right there it came up finally because it took a few minutes to synchronize, but this is how you would create passwords.
And be able to launch and then put them in and get it done.
I hope that was a good amount of information and I’ll do my best to create more videos to present to you.
This is Passportal, thank you for watching.