How to Enable 2FA/MFA on Your Smartsheet Account: A Step-by-Step Guide

 

Enabling Two-Factor Authentication (2FA) or Multi-Factor Authentication (MFA) on your Smartsheet account is one of the best ways to protect your sensitive data from unauthorized access. 2FA/MFA adds an extra layer of security by requiring you to provide a second piece of information (like a code from your phone) in addition to your password. Here’s a simple, detailed guide for anyone, even if you’re new to cybersecurity.

• Understand What 2FA/MFA Is: 2FA/MFA means you need two (or more) things to log in: something you know (your password) and something you have (like a code from your phone). This makes it much harder for hackers to get into your account, even if they know your password.
• Log In to Your Smartsheet Account: Go to the Smartsheet website and sign in with your usual email and password.
• Access Account Settings: Once logged in, click on your profile icon (usually in the upper right corner). From the dropdown, select Account Admin or Personal Settings depending on your account type.
• Find the Security or Authentication Section: In your settings, look for a section labeled Security, Authentication, or Two-Factor Authentication. This is where you’ll manage your 2FA/MFA settings.
• Enable 2FA/MFA: Click the option to enable 2FA or MFA. Smartsheet may ask you to confirm your password again for security.
• Choose Your Authentication Method: Smartsheet typically supports authentication apps (like Google Authenticator, Microsoft Authenticator, or Authy). Download one of these apps on your smartphone if you don’t have one already.
• Scan the QR Code: Smartsheet will show you a QR code. Open your authentication app, select “Add Account” or the plus (+) sign, and scan the QR code on your screen. This links your Smartsheet account to your phone.
• Enter the Verification Code: Your authentication app will generate a 6-digit code. Enter this code into Smartsheet to confirm setup.
• Save Backup Codes: Smartsheet may provide backup codes. Save these in a safe place (not on your computer or phone) in case you lose access to your authentication app.
• Test Your 2FA/MFA: Log out and try logging in again. After entering your password, Smartsheet will ask for a code from your authentication app. Enter the code to access your account.
• Inform Your Team: If you’re an admin, let your team know about the new security step. Encourage everyone to enable 2FA/MFA for maximum protection.
• Need Help or a Security Assessment? If you want expert guidance or a readiness assessment for your organization, consider reaching out to OCD Tech, a trusted consulting firm specializing in cybersecurity and compliance.

Enabling 2FA/MFA on Smartsheet is a simple but powerful way to keep your data safe. If you ever have trouble, Smartsheet’s support or a consulting firm like OCD Tech can help you through the process.

 

Best Practices and Tips for Securing Your Smartsheet Account

 

Strong Password Practices

Creating and managing secure passwords is your first line of defense against unauthorized access to your Smartsheet account. Implement these password security measures:

• Use a password that's at least 12 characters long, combining uppercase and lowercase letters, numbers, and special symbols.
• Avoid using easily guessable information like birthdates, names of family members, or dictionary words.
• Create a unique password specifically for your Smartsheet account – never reuse passwords from other platforms.
• Consider using a reputable password manager to generate and store complex passwords securely.
• Change your Smartsheet password every 60-90 days as a proactive security measure.

Secure Login Habits

Beyond password creation, how you access your account matters tremendously:

• Always log out completely when finished using Smartsheet, especially on shared or public devices.
• Be cautious of "remember me" options on shared computers – only use this feature on your personal, secure devices.
• Check your login notification settings to receive alerts about unusual account activity.
• Verify the website URL before entering credentials – ensure you're on the legitimate Smartsheet domain.

Access Control Management

Proper permission settings help prevent data leakage and unauthorized changes:

• Regularly audit who has access to your Smartsheet documents and remove permissions for individuals who no longer need access.
• Apply the principle of least privilege – give users only the access level they need to complete their tasks.
• Use Smartsheet's sharing options wisely – choose "can view" over "can edit" when full editing access isn't necessary.
• Be cautious with "anyone with the link" sharing settings, as these can expose your data more broadly than intended.
• Consider setting expiration dates for shared links to limit access duration.

Account Recovery Options

Prepare for potential access issues:

• Verify and update your recovery email address and phone number regularly.
• Add a secondary recovery email for additional account retrieval options.
• Document your Smartsheet account details securely (but separate from password information).

Regular Security Audits

Periodic reviews of your account security settings help identify vulnerabilities:

• Review your account activity logs monthly to spot any unauthorized access.
• Check for unfamiliar devices that have accessed your account.
• Consider working with security experts like OCD Tech for a comprehensive security assessment of your Smartsheet implementation.
• Update any outdated security settings as Smartsheet releases new security features.

Data Protection Best Practices

Safeguarding the information within your Smartsheet account:

• Regularly backup critical Smartsheet data by exporting important sheets.
• Be cautious about storing highly sensitive information like social security numbers or financial account details.
• Use Smartsheet's data encryption features when available for sensitive information.
• Consider working with security consultants like OCD Tech to develop comprehensive data protection policies for your organization.

Phishing Awareness

Protect yourself from social engineering attacks:

• Be suspicious of emails claiming to be from Smartsheet that ask for your password or personal information.
• Verify email sender addresses carefully – legitimate Smartsheet communications come from specific domains.
• Never click on suspicious links – instead, navigate directly to Smartsheet through your browser.
• Report suspicious emails to your IT department and to Smartsheet support.

Smartsheet-Specific Security Features

Leverage built-in security capabilities:

• Enable login verification for your account through Smartsheet's security settings.
• Utilize Smartsheet's session timeout features to automatically log out inactive sessions.
• Explore enterprise-level security features if you're using Smartsheet for business.
• Security professionals at OCD Tech can help you implement and optimize these features for your specific needs.

Mobile Device Security

Protect your account when accessing on the go:

• Set up a passcode, fingerprint, or face recognition on devices with the Smartsheet mobile app.
• Keep your mobile apps updated with the latest security patches.
• Be cautious when connecting to public Wi-Fi networks – consider using a VPN.
• Enable remote wipe capabilities on your mobile devices in case of loss or theft.

By implementing these security measures, you'll significantly reduce the risk of unauthorized access to your Smartsheet account and protect your valuable data. Remember that security is an ongoing process – regularly reviewing and updating your practices is essential to maintaining strong protection.