What Are The Choices And Tradeoffs?

Transcription

1 Administering 3rd Party Apps Across Your Domain: What Are The Choices And Tradeoffs? gcon Bootcamp October 1, 2015 Jim McMurchie IT Manager

2 Session Summary Switching to Google Apps also often means swapping out your other old native installed software with more up to date and integrated solutions. This is where the Google Apps Marketplace and Chrome Web Store can help. But what are the best approaches to installing, administering and allowing end user access to third party apps? Attend this session to learn one IT Admin s tips and tricks.

3 Introduction About Jim: Jim McMurchie - IT Manager at Smartsheet Smartsheet: Work collaboration / project management software. 10 years old, based in Seattle. 7M users worldwide. Recommended by Google. Google Apps Marketplace Launch partner. Worked at Smartsheet 3+ years and in IT for over 20 Took on the role of IT Manager when Smartsheet decided to separate internal and customer facing technology needs Our IT Philosophy: Smartsheet employees are our customers and it is our role to give them the best, easiest and most productive IT environment possible Background: Started in IT with Mainframe/client environment IT Instructor for past 12 years Favorite Apps:

4 Agenda 1. Why should you make the switch from desktop applications? 2. What are the best approaches to installing, administering and allowing end user access to third party apps? SSO (Single Sign On) Make the app easy to access and easy to use Authentication Make access to the app secure from anywhere Vetting Make sure the app meets user and company needs

5 Why make the switch from desktop apps? Mobility Ease of use Focus

6 3rd Party App Best Practices: SSO (Single Sign-On) Pain Point Configuring separate accounts and passwords for each application for each user. Solution Smartsheet uses single sign on wherever possible - one authentication and users can access their Google Apps, Smartsheet, Salesforce, GoToMeeting and other applications.

7 3rd Party App Best Practices: SSO (Single Sign-On) Tips & Tricks 1. Begin with solid domain authentication Protocol: Take advantage of published SAML standards. Use Google to configure single sign on for your cloud apps Pass the domain credentials through to Google. Smartsheet has built self service pages to ease the process.

8 3rd Party App Best Practices: Authentication Pain Point User name and password are no longer enough, and the spread of mobile devices has made this issue more challenging. Solution Smartsheet uses Google based two factor authentication. User setup is easy, and Admins can make the process voluntary or mandatory.

9 3rd Party App Best Practices: Authentication Tips & Tricks At Smartsheet we have made generating the secret code part of our password change process. a. Your users will need their cell phones to receive and use one time codes. Without the code, the username and password will not allow access b. There are codes to access the account if the user cell phone goes walkabout. Smartsheet is moving to a system where on our network, you won't need a password for every app - there is a network Single Sign On. Our job in IT is to make life as easy for users as humanly possible.

10 3rd Party App Best Practices: Vetting the Installation of a New App Pain Point Managing user requests for new applications while ensuring proper security can be overwhelming and challenging. Solution At Smartsheet we encourage our users to find and suggest applications that solve their work issues. Smartsheet s attitude is to allow their use unless there is a compelling reason to say no. We review the privacy policy and data use policies of all third party applications.

11 3rd Party App Best Practices: Vetting the Installation of a New App Tips & Tricks At Smartsheet, we maintain a master list of permitted applications, in case we have a solution we can already use. Smartsheet has built self service on apps using Casper for Macs and SCCM for Windows. a. Users can simply click on the application to install. No need to give users administrative rights. Remember to validate the use of the application at renewal time. Google Apps Marketplace and Chrome Web Store are pre-vetted sources for apps, a Sears Catalog that Smartsheet pushes employees to.

12 About Smartsheet Collaborative work and project management solution with an intuitive spreadsheet interface 7+ Million Users, 72K Paying Organizations Recommended by Google Easy to install alongside Google Apps, O365, Salesforce, Evernote, Tableau, etc. Works like and with Google Apps, product integrations include: Respond via Gmail Start a Hangout Attach From Google Drive Merge data into Google Docs Sync data from Google Forms Launch via Chrome Import Contacts Import/Export Google Sheets Native app for Android

13 QUESTIONS