Brainloop Secure Dataroom Version QR Code Scanner Apps for ios Version 1.1 and for Android

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1 Brainloop Secure Dataroom Version 8.30 QR Code Scanner Apps for ios Version 1.1 and for Android Quick Guide Brainloop Secure Dataroom Version 8.30 Copyright Brainloop AG, All rights reserved. Document version 1.1 All trademarks referred to in this document are the property of their respective owners.

2 Content 1 Introduction Requirements for using QR codes Download and install the Brainloop QR Code Scanner app Define an access code for unlocking the app Register your smartphone or iphone and configure your user profile ios app for iphones only: Update the Brainloop QR Code Scanner app to version 1.1 and set it up for unlocking the app with Touch ID Log in to a Brainloop Dataroom with a QR code Frequently asked questions (FAQs) Support Appendix: Document revision history Page 2 of 11

3 1 Introduction The Brainloop QR Code Scanner app provides a fast, convenient and secure way of authenticating to PINprotected Brainloop Datarooms. With this app, you no longer have to manually enter PINs when accessing your Datarooms: Simply use your smartphone to scan the QR code generated by Brainloop Secure Dataroom during the login process to safely log in to your Datarooms. The Brainloop QR Code Scanner app is available both for ios (iphone) and for Android. The app is protected by an access code to be entered whenever you start the app. The new Brainloop QR Code Scanner app version 1.1 for ios can also be unlocked with Touch ID. Authentication using QR codes is included in both the Enterprise Edition and the Standard Edition of Brainloop Secure Dataroom. Note: This app can only be used for scanning QR codes to access Datarooms in Brainloop Secure Dataroom. It cannot be used for scanning any other QR codes. Note: You can only use the QR code authentication method for Datarooms with the SMS PIN authentication option enabled. 2 Requirements for using QR codes You need the following in order to use QR codes as a two-factor authentication method for Brainloop Secure Dataroom: A smartphone with a fast autofocus camera running on ios 8.2 or newer or on Android 4.0 or newer ios app version 1.1 only: To be able to use Touch ID, you need an iphone 5s or newer devices The Brainloop QR Code Scanner app installed on your smartphone A data connection (e. g. WLAN or mobile) between your smartphone and Brainloop Secure Dataroom (version 8.30 and newer) The Login Security in your Dataroom configured to using SMS PIN authentication Your smartphone registered with Brainloop Secure Dataroom and the Validation Mode in your user profile set to QR Code Page 3 of 11

4 3 Download and install the Brainloop QR Code Scanner app The Brainloop QR Code Scanner app can be downloaded and installed free of charge from the Apple App Store for iphones or from the Google Play Store for Android smartphones. You can use the following links or QR codes to get routed directly to this app in the application store of your device. Alternatively, type Brainloop QR Scanner into the store s search field to search for this app, and install it according to the instructions displayed on the screen. Please use an ordinary QR code scanner for scanning one of the QR codes shown below. The Brainloop QR Code Scanner app itself cannot be used for scanning any other QR codes. Apple App Store: Use the following link or QR code for devices running under Apple ios (iphone): https://itunes.apple.com/us/app/brainloop-qr code-scanner/id ?l=it&ls=1&mt=8 Google Play Store: Use the following link or QR code for devices running under Android: During the installation process, you have to confirm that the Brainloop QR Code Scanner app can access the phone, network and hardware (including the camera) of your device. Page 4 of 11

5 4 Define an access code for unlocking the app Before you can access the app, you have to define an access code which is needed for unlocking the app. Enter an access code of your choice (4 characters minimum) according to your security requirements and repeat the access code. Note: If you are using the Touch ID functionality available in the QR Code Scanner app for ios version 1.1, you also have to define an access code the first time you are starting the app. Note: Please remember this access code because you have to enter the code every time you start the app. (If you are using Touch ID on your iphone, you can unlock the app with your fingerprint.) For reasons of security, the app locks itself every time your smartphone is locked. Note: While installing the Brainloop QR Code Scanner app on your smartphone, a secure and unique identifier is generated once and is stored in a secure location on your smartphone. This identifier is used to identify your individual smartphone and is sent back to the Brainloop Secure Dataroom with a scanned QR code to ensure that your registered smartphone is being used. Page 5 of 11

6 5 Register your smartphone or iphone and configure your user profile Once you have installed the app, you have register your mobile phone with Brainloop Secure Dataroom and configure QR codes as a two-factor authentication method in your user profile: 1. In your web browser, log in to Brainloop Secure Dataroom with your username and password. 2. If required, enter the one-time PIN sent to your smartphone and click Next. 3. Click your username in the top left of the Dataroom window. The Profile and Settings dialog window is displayed. 4. In the Member Account tab, click Change next to Mobile Phone. 5. Enter the one-time PIN sent to your mobile phone and click Next. 6. In the Add or Change Mobile Phone Number dialog window, select QR Code from the Validation Mode drop-down menu. 7. Click Next. A QR code is displayed. 8. Start the Brainloop QR Code Scanner app on your smartphone. 9. Enter your access code and tap Login or use your fingerprint, if you are using Touch ID (iphones only). 10. If the scanner does not start automatically, tap Scan in the app. 11. Scan the QR code displayed. On your smartphone, a message is displayed informing you that your device was registered. 12. Tap OK to close the message dialog in the app. 13. Click Close in the Profile and Settings dialog window. Page 6 of 11

7 6 ios app for iphones only: Update the Brainloop QR Code Scanner app to version 1.1 and set it up for unlocking the app with Touch ID The Brainloop QR Code Scanner app for ios version 1.1 is compatible with the Touch ID functionality. To set up Touch ID on your iphone 5s and newer devices for the QR Code Scanner app, you have to reset the app and register your iphone with Brainloop Secure Dataroom again. 1. Make sure Touch ID is enabled on your iphone. 2. Install version 1.1 of the Brainloop QR Code Scanner app. 3. Start the app. 4. Tap the Reset icon in the bottom left of the app s Home screen. 5. Confirm the security question with OK. 6. Define an access code (4 characters minimum), repeat it, and tap Save. Note: Next time you start the app, you can use your fingerprint to access the app. 7. In your web browser, log in to Brainloop Secure Dataroom with your username and password. A QR code is displayed. 8. In the QR Code Authentication dialog window, click Switch to PIN. 9. Enter the PIN that is sent to you and click Login. 10. Click your username in the top left of the Dataroom window. The Profile and Settings dialog window is displayed. 11. In the Member Account tab, click Change next to Mobile Phone. 12. In the dialog window displayed, click Switch to PIN and enter the PIN sent to you. 13. Click Next. The Add or Change Mobile Phone Number dialog window is displayed. 14. Make sure QR Code is selected in the Validation Mode drop-down menu. 15. Click Next. 16. Scan the QR code displayed. On your iphone, a message is displayed informing you that your device was registered. 17. Tap OK to close the message dialog in the app. 18. Click Close in the Profile and Settings dialog window. Page 7 of 11

8 7 Log in to a Brainloop Dataroom with a QR code Next time you log in to a Dataroom protected with two-factor authentication, a QR code is displayed automatically during the login process. To log in to the Dataroom using a QR code: 1. Log in to Brainloop Secure Dataroom with your username and password. The QR Code Authentication dialog is displayed automatically. 2. Start the Brainloop QR Code Scanner app on your smartphone. 3. In the app, enter your access code and tap Login. Note: If you are using Touch ID on your iphone, you can also use your fingerprint to unlock the app. 4. If the scanner does not start automatically, tap the Scan option in the app. 5. Scan the QR code displayed. A message confirming that you are registered with the Dataroom is displayed on your smartphone. 6. Tap OK to close the message dialog. Your Dataroom window is displayed in the web browser. Page 8 of 11

9 8 Frequently asked questions (FAQs) How can I scan a QR code from a screen? We recommend holding the camera of your smartphone vertically in front of your screen while keeping a distance of approximately 20 to 30 cm between your camera and the computer screen. Please note that the distance that works best depends on your screen resolution and on the size of the QR code. The speed of reading and identifying the QR code mainly depends on the speed of the camera of your smartphone; especially the autofocus of your camera is the most important factor in this process. We recommend using one of the latest and fastest smartphones to ensure a quick scan. How can I scan a QR code from a screen quickly? When you first scan a QR code, you probably try to focus on keeping the exact distance and moving the camera until it is horizontally and vertically aligned with the screen in front of you. After a while you might notice that you scan your QR codes faster, if you keep the camera still so that the autofocus has a chance to focus on the QR code. With a fast autofocus, scanning a QR code can be done in less than a second. What do I have to avoid during scanning? Bright reflections or shadows on your screen can prevent the autofocus of your camera from taking a photo or might cause problems identifying the QR code by the app afterwards. Reflections on your screen are caused by lamps or sunlight, so try to avoid reflections especially, if your screen comes with a mirror-like reflecting surface. Note that the flash light of your phone might cause reflections, too; we recommend not using it when scanning QR codes from a screen. If you want to scan a QR code and a source of light is behind you, your smartphone might cause shadows when you hold it too close to your screen. Simply change the distance or the source of light to avoid shadows while scanning a QR code from the screen. How long is a QR code valid? The QR codes produced by Brainloop Secure Dataroom have an expiration time of five minutes. This is a security feature. If you scan a QR code after it has expired, Brainloop Secure Dataroom rejects this QR code and the Brainloop app displays an error message on your smartphone. How can I switch back from QR code to SMS PIN just once? If you wish to use SMS PINs as a two-factor authentication method only once for your current login, simply click the Switch to PIN option underneath the QR code. A PIN is then sent to the smartphone number you entered during the registration process. Enter this PIN in the corresponding field on the screen and confirm. You are logged in to your Dataroom. Page 9 of 11

10 Can I log in to the same server using several usernames? For security reasons, you can only use one username (i.e. address) per smartphone to log in to a Dataroom server that is protected with QR code authentication. How can I switch from QR code back to SMS PIN permanently? For switching back to the SMS PIN-based authentication method, open your user profile and click Change next to Mobile Phone in the Member Account tab. Then scan the displayed QR code. In the dialog window displayed, change the Validation Mode back to PIN. A one-time PIN is sent to your phone. Enter this PIN in the Enter PIN field and click Finish. From now on, you will once again receive SMS PINs for authenticating with your Datarooms. How can I delete the access code and unique identifier of the app? There is an easy way to delete personal data from your smartphone. The access code you have been using and the unique identifier that was created during the registration process can be deleted by a reset of the app. To perform a reset, simply tap the Reset icon in the bottom left of the app s Home screen and confirm the security question with OK. What happens, if I have entered my access code incorrectly several times? You have 5 attempts to enter your access code correctly. If you exceed this limit, the app resets itself and your personal data, access code, and the unique identifier are deleted. In this case, you can still log in to your Dataroom using an SMS PIN and then register your smartphone again. Page 10 of 11

11 9 Support If you have any additional questions about the Brainloop QR Code Scanner app and Brainloop Secure Dataroom System, please contact our support staff: 24/7 Phone Support: From within Germany dial: (toll-free) From within Switzerland: (toll-free) From within UK dial: (toll-free) From within USA dial: (toll-free) From other countries dial: Online Support: Please click here to open our online support form. Support: 10 Appendix: Document revision history Version Date of change Revision March April 2015 Internal release of the Brainloop QR Code Scanner-App with Brainloop Secure Dataroom version 8.30 Release of the Brainloop QR Code Scanner for ios app so that users can unlock the app with Touch ID. - Added chapters 4 and 6 - Modified chapter 5 Page 11 of 11

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