Brainloop Secure Dataroom Service Version QR Code Authentication Made Easy

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1 Brainloop Secure Dataroom Service Version 8.30 QR Code Authentication Made Easy Quick Guide Brainloop Secure Dataroom Version 8.30 Copyright Brainloop AG, All rights reserved. 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 Register your smartphone and configure the user profile Log in to a Brainloop Dataroom Questions and Answers Support Appendix: Document revision history... 9 Page 2 of 9

3 1 Introduction The Brainloop QR Code Scanner app provides a fast, convenient and secure way of authenticating against PIN-protected 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 Service during the login process to safely log in to your Datarooms. The Brainloop QR Code Scanner app is available both for ios (iphone and ipad) and for Android. The app is protected by an access code to be entered whenever you start the app. Authentication using QR codes is included in both the Enterprise Edition and the Standard Edition of Brainloop Secure Dataroom Service. Note: This app can only be used for scanning QR codes to access Datarooms in Brainloop Secure Dataroom Service. 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 Service: A smartphone with a fast autofocus camera running on ios 6.1 or newer or on Android 4.0 or newer 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 Service (version 8.30 and newer) The Login Security in your Dataroom configured to using SMS PIN authentication Your smartphone registered with Brainloop Secure Dataroom Service and the Validation Mode in your user profile set to QR Code Page 3 of 9

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 AppStore for ios smartphones (iphone/ipad) 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. AppStore: Use the following link or QR code for devices running under Apple ios (iphone/ipad): 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 of your device. You will also be asked to enter an access code for unlocking the app. Please enter an access code of your choice (containing at least 4 characters) according to your security requirements and repeat the access code. Page 4 of 9

5 Note: Please remember this access code because you have to enter the code every time you start the app. 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 Service with a scanned QR code to ensure that your registered smartphone is being used. 4 Register your smartphone and configure the user profile To register your smartphone with Brainloop Secure Dataroom Service and configure QR codes as a twofactor authentication method in your user profile of Brainloop Secure Dataroom Service, proceed as follows: 1. Open Brainloop Secure Dataroom Service in your web browser, if it is not already open. 2. Log in to your Dataroom with your username (i.e. your address) and password. 3. Enter the one-time PIN sent to your smartphone and click Submit. 4. Click your username in the top left of the Dataroom window. 5. The Profile and Settings dialog window is displayed. 6. In the Member Account tab, navigate to the Account Login - Authentication Methods section. 7. Click Change next to Mobile Phone. 8. Enter the one-time PIN sent to your mobile phone and click Next. 9. The dialog window Add or Change Mobile Phone Number is displayed. 10. Select QR Code from the Validation Mode drop-down menu: 11. Click Next. 12. A dialog window containing a QR code is displayed: Page 5 of 9

6 13. Start the Brainloop QR Code Scanner app on your smartphone. 14. In the app, enter your access code and tap Login. 15. If the scanner does not start automatically, tap the Scan option in the app. 16. Scan the QR code displayed. 17. A message informing you that your device was registered is displayed on your smartphone. 18. Tap OK to close the message. 19. Click Close in the Profile and Settings dialog window in your Dataroom window. 20. Now are you ready to use a QR code as a two-factor authentication method. 5 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, proceed as follows: 1. Open Brainloop Secure Dataroom Service in your web browser, if it is not already open. 2. Log in to your Dataroom with your username (i.e. your address) and password. 3. The QR Code Authentication dialog is displayed automatically. 4. Start the Brainloop QR Code Scanner app on your smartphone. 5. In the app, enter your access code and tap Login. 6. If the scanner does not start automatically, tap the Scan option in the app. 7. Scan the QR code displayed. 8. A message confirming that you are registered with the Dataroom is displayed on your smartphone. 9. Tap OK to close the message dialog. 10. Your Dataroom window is displayed in the web browser. Page 6 of 9

7 6 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 Service 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 Service 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 7 of 9

8 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 authentification. How can I switch from QR code to SMS PIN permanently? For switching back to the SMS PIN-based authentication method, open your user profile and navigate to Authentication Methods section. Select the Change button next to your mobile phone number and scan the displayed QR code. In the dialog window displayed, change the Validation Mode back to PIN. A new one-time PIN is sent to your phone. Enter this PIN in the Enter PIN field and click Next. 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 8 of 9

9 7 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: [email protected] 8 Appendix: Document revision history Version Date of change Revision March 2014 Internal release of the Brainloop QR Code Scanner-App with Brainloop Secure Dataroom Service version 8.30 Page 9 of 9