- scls-365 - WiscNet

Email account reminders
by SCLS O365 Team 06 Feb '25

06 Feb '25

Hi everyone -- Thanks for all of your patience and assistance during our MFA rollout! All libraries participating in email through SCLS are now live with MFA. 🎉🎈 We're still squaring away processes and tying up loose ends, and we welcome feedback about how things are going and where you might have issues or questions. In the meantime, please see below for some reminders and share these with other library staff as appropriate. If there are additional staff at your library who would like to be on this email list, they can subscribe here: https://lists.wiscnet.net/mailman3/lists/scls-365.warden.wiscnet.net/ Thanks, Kerri -------------- Staffing changes New staff To request a new email account, please fill out "Request an account or shared mailbox" form on this page: https://www.scls.info/office-365. You will be asked for pertinent info about the new account, including whether the new account should have access to any Shared Mailboxes. Please be sure that new staff register at least one MFA method<https://www.scls.info/system/files/MFAforSCLSAccounts.pdf>. Staff resignations When a staff person leaves, please let us know using the "Request account deletion" form on this page https://www.scls.info/office-365 so we can: * remove their account from Infosec training * remove their account from the email directory<https://www.scls.info/system/files/addresses.html> -AND- * either delete their account -OR- convert their account to a Shared Mailbox and flag it for deletion at a future date If the account needs special handling or if you have any questions, please contact the Help Desk. Please do not just leave email accounts for resigned staff as-is, as this ties up Infosec and 365 licenses and increases costs for SCLS services. Shared Mailboxes Accessing Shared Mailboxes Staff do not log into a shared mailbox<https://www.scls.info/shared-mailboxes> directly using username/password --- instead, staff with appropriate permissions may access the mailbox from within their own account to manage the mailbox or send mail as the shared mailbox address. Changing access to Shared Mailboxes To grant or revoke access by a user to an existing Shared Mailbox, please submit a Help Desk request. Registering an MFA method All SCLS email account holders are required to register an MFA method<https://www.scls.info/system/files/MFAforSCLSAccounts.pdf>. They will only be prompted for the additional method if logging in from outside the SCLS network, but it is important for our Cyber Insurance that all accounts are registered. If a user has not registered for MFA, we will contact the library's email contact and/or director of the library to request this registration be completed. Security settings Just a quick reminder that we now have these security policies in place: 1. MFA will be required when logging in from outside the SCLS network 2. Changes to security settings for 365 accounts (MFA methods, password changes) must be made from the SCLS network. 3. Logins will be limited to the United States. If you will be travelling outside the United States and will need access to your 365 account, please let the Help Desk know before your trip so we can grant you special access.

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MFA project update
by SCLS O365 Team 26 Sep '24

26 Sep '24

Hello everyone -- Quick report on our MFA rollout: Progress We have 45 libraries with email through SCLS. 36 of those libraries are "live" with MFA, so we're about 80% through our rollout. Updated Documentation We have a small collection of webpages with documentation related to MFA for SCLS email accounts. Documentation can be found here: https://www.scls.info/technology/email The document most recently updated was the one with an overview of our implementation, instructions for registering an MFA method, and info about the other security-related policies we are applying. It can be found here: https://www.scls.info/system/files/MFAforSCLSAccounts.pdf We will send a link to this document to all new email accounts. If your library is live with MFA (or going live with MFA soon), we ask that you help any new staff register an MFA method for their new email account. "Request an email account" form for libraries live with MFA We have a "request an email account<https://docs.google.com/forms/d/e/1FAIpQLSfLPDcLhJLkk0G9sDV7BB0RiISIfctj0AJ…>" form for all libraries who are live with MFA. The new form asks more specifically about what type of account is being requested and for some additional details based on those answers. [cid:f66a7971-aa78-4e35-a96b-8529a910e63d] "Request account deletion" form We have made a change to our process for accounts that will be deleted, but will not be deleted right away (previously the "Change password and delete after 6 months" option). Now that all User Mailboxes will require MFA, instead of changing the password and requiring staff to reconfigure MFA for the account, we will instead convert it to a Shared Mailbox and grant access to the accounts specified by the requestor. These changes have already been made on the "Request account deletion" form<https://docs.google.com/forms/d/1kmqAd-SEdsGclqPYBV9f9qs3cu7E2vfHyCVX7jGMeY…>: [cid:b6db59be-4845-4551-9e94-a11bf7fab39b] Shared Mailboxes You may request users be added for access to Shared Mailboxes or request a report of which users currently have access to your Shared Mailboxes by calling the Help Desk or putting in a Help Desk ticket Feedback This has been a complicated project and we've learned a lot about all the different ways that libraries approach and use 365 email accounts. We'd love to hear how things are going for the sites that are already live with MFA, or any feedback or questions you may have about any part of the project. (email us at o365team(a)scls.info) We appreciate all of your patience as we tried (and continue to try) to work out all the details! (...and a big shout out again to the pilot libraries who helped us get the ball rolling!) Thanks, Kerri Kerri Hilbelink Technology Project Administrator South Central Library System kerrih(a)scls.info 608-246-7971

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MFA settings update
by Kerri Hilbelink 25 Oct '23

25 Oct '23

Hello, MFA pilot sites! Just a quick note to let you know we recently updated an MFA-related setting. This *should* have a positive impact on your staff's MFA experience by allowing a device used to sign in with MFA to be remembered for 90 days (but we look forward to your feedback!). How the feature works The "remember multifactor authentication" feature sets a persistent cookie on the browser when a user selects the "Don't ask again for 90 days" option at sign-in. The user isn't prompted again for MFA from that browser until the cookie expires. If the user opens a different browser on the same device or clears the cookies, they're prompted again to verify. Mark a device as trusted After this feature is enabled, users can mark a device as trusted when they sign in by selecting "Don't ask again..." When logging in using a web browser, this is what you should see: [cid:f39f7254-dcf3-450b-baeb-a9da78998e24] What if I'm not seeing this checkbox option when I sign in? Clearing your browser cookies should give you the "Don't ask again for 90 days" option, or you can call the SCLS Help Desk for assistance. Please let us know if you have any questions! Thanks, Kerri Hilbelink Technology Project Administrator South Central Library System kerrih(a)scls.info 608-246-7971

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