Chapter 87 Configuring Smartsheet The following is an overview of the steps required to configure the Smartsheet Web application for single sign-on (SSO) via SAML. Smartsheet offers both IdP-initiated SAML SSO (for SSO access through the user portal or Centrify mobile applications) and SPinitiated SAML SSO (for SSO access directly through the Smartsheet web application). You can configure Smartsheet for either or both types of SSO. Enabling both methods ensures that users can log in to Smartsheet in different situations such as clicking through a notification email. Note SP-initiated SSO for Smartsheet is automatically enabled when the SAML feature is activated. 1 Prepare Smartsheet for single sign-on (see "Smartsheet requirements for SSO" on page 87-2). 2 In the Centrify Cloud Manager, add the application and configure application settings. Once the application settings are configured, complete the user account mapping and assign the application to one or more roles. For details, see "Configuring Smartsheet in Cloud Manager" on page 87-3. 3 Configure the Smartsheet application for single sign-on. You will need to copy some settings from Application Settings in Centrify Cloud Manager and paste them into fields on the Smartsheet website. For details, "Configuring Smartsheet on its web site" on page 87-6 After you have finished configuring the application settings in the Cloud Manager and the Smartsheet application, users are ready to launch the application from the Centrify user portal. 1
Preparing for Configuration Preparing for Configuration Smartsheet requirements for SSO Before you configure the Smartsheet web application for SSO, you need the following: An active Smartsheet account with administrator rights for your organization. A signed certificate. You can either download one from Cloud Manager or use your organization s trusted certificate. Setting up the certificates for SSO To establish a trusted connection between the web application and the cloud service, you need to have the same signing certificate in both the application and the application settings in Cloud Manager. If you use your own certificate, you upload the signing certificate and its private key in a.pfx or.p12 file to the application settings in Cloud Manager. You also upload the public key certificate in a.cer or.pem file to the web application. To download an application certificate from Cloud Manager (overview): 1 In the Apps page, add the application. 2 Click the application to open the application details. 3 In the Application Settings tab, click Download Signing Certificate to download and save the certificate. What you need to know about Smartsheet Each SAML application is different. The following table lists features and functionality specific to Smartsheet. Capability Web browser client Supported? Support details Mobile client ios and Android SAML 2.0 SP-initiated SSO IdP-initiated SSO Force user login via SSO only Chapter 87 Configuring Smartsheet 2
Configuring Smartsheet in Cloud Manager Capability Separate administrator login after SSO is enabled Only administrators can log in. User or Administrator lockout risk After SAML settings are enabled and saved, there is no back door to login to Smartsheet by username-password. Automatic user provisioning Multiple User Types Admin user No End users Self-service password Users can reset their own passwords. Resetting another user s password requires administrator rights. Access restriction using a corporate IP range Supported? Support details You can specify an IP Range in the Cloud Manager Policy page to restrict access to the application. Configuring Smartsheet in Cloud Manager To add and configure the Smartsheet application in Cloud Manager: 1 In Cloud Manager, click Apps. 2 Click Add Web Apps. The Add Web Apps screen appears. 3 On the Search tab, enter the partial or full application name in the Search field and click the search icon. 4 Next to the application, click Add. 5 In the Add Web App screen, click to confirm. Cloud Manager adds the application. 6 Click Close to exit the Application Catalog. The application that you just added opens to the Application Settings page. 7 Click Download Identity Provider SAML Meta data. Save this file so that you can access it when "Configuring Smartsheet on its web site" on page 87-6. Cloud Manager user s guide 3
Configuring Smartsheet in Cloud Manager 8 On the Application Settings page, expand the Additional Options section and specify the following settings: Option Application ID Show in User app list Security Certificate Description Configure this field if you are deploying a mobile application that uses the Centrify mobile SDK, for example mobile applications that are deployed into a Samsung KNOX version 1 container. The cloud service uses the Application ID to provide single sign-on to mobile applications. Note the following: The Application ID has to be the same as the text string that is specified as the target in the code of the mobile application written using the mobile SDK. If you change the name of the web application that corresponds to the mobile application, you need to enter the original application name in the Application ID field. There can only be one SAML application deployed with the name used by the mobile application. The Application ID is case-sensitive and can be any combination of letters, numbers, spaces, and special characters up to 256 characters. Select Show in User app list to display this web application in the user portal. (This option is selected by default.) If this web application is added only to provide SAML for a corresponding mobile app, deselect this option so the web application won t display for users in the user portal. These settings specify the security certificate used for secure SSO authentication between the cloud service and the web application. Select an option to change the security certificate. Use existing certificate displays beneath it the certificate currently in use. The Download button below the certificate name downloads the current certificate through your web browser to your computer so you can supply the certificate to the web application during SSO configuration. It s not necessary to select this option it s present to display current status. Use the default tenant signing certificate selects the cloud service standard certificate for use. This is the default setting. Use a certificate with a private key (pfx file) from your local storage selects any certificate you want to supply, typically your organization s own certificate. To use this selection, you must click Browse to upload an archive file (.p12 or.pfx extension) that contains the certificate along with its private key. If the file has a password, you must enter it when prompted. 9 (Optional) On the Description page, you can change the name, description, and logo for the application. For some applications, the name cannot be modified. The Category field specifies the default grouping for the application in the user portal. Users have the option to create a tag that overrides the default grouping in the user portal. Chapter 87 Configuring Smartsheet 4
Configuring Smartsheet in Cloud Manager 10 On the User Access page, select the role(s) that represent the users and groups that have access to the application. When assigning an application to a role, select either Automatic Install or Optional Install: Select Automatic Install for applications that you want to appear automatically for users. If you select Optional Install, the application doesn t automatically appear in the user portal and users have the option to add the application. 11 (Optional) On the Policy page, specify additional authentication control for this application.you can select one or both of the following settings: Restrict app to clients within the Corporate IP Range: Select this option to prevent users outside the company intranet from launching this application. To use this option, you must also specify which IP addresses are considered as your intranet by specifying the Corporate IP range in Settings > Corporate IP Range. Require Strong Authentication: Select this option to force users to authenticate using additional, stronger authentication mechanisms when launching an application. Specify these mechanisms in Policy > Add Policy Set > Account Security Policies > Authentication. You can also include JavaScript code to identify specific circumstances when you want to block an application or you want to require additional authentication methods. For details, see Specifying application access policies with JavaScript. 12 On the Account Mapping page, configure how the login information is mapped to the application s user accounts. The options are as follows: Use the following Directory Service field to supply the user name: Use this option if the user accounts are based on user attributes. For example, specify an Active Directory field such as mail or userprincipalname or a similar field from the Centrify user service. Everybody shares a single user name: Use this option if you want to share access to an account but not share the user name and password. For example, some people share an application developer account. Use Account Mapping Script: You can customize the user account mapping here by supplying a custom JavaScript script. For example, you could use the following line as a script: LoginUser.Username = LoginUser.Get('mail')+'.ad'; The above script instructs the cloud service to set the login user name to the user s mail attribute value in Active Directory and add.ad to the end. So, if the user s mail attribute value is Adele.Darwin@acme.com then the cloud service uses Adele.Darwin@acme.com.ad. For more information about writing a script to map user accounts, see the SAML application scripting guide. Cloud Manager user s guide 5
Configuring Smartsheet on its web site 13 (Optional) On the Advanced page, you can edit the script that generates the SAML assertion, if needed. In most cases, you don t need to edit this script. For more information, see the SAML application scripting guide. On the Changelog page, you can see recent changes that have been made to the application settings, by date, user, and the type of change that was made. Note 14 Click Workflow to set up a request and approval work flow for this application. See Configuring Workflow for more information. 15 Click Save. After configuring the application settings (including the role assignment) and the application s web site, you re ready for users to launch the application from the user portal. Configuring Smartsheet on its web site To configure the Smartsheet application on its web site: 1 In your web browser, go to the following URL and sign in: https://smartsheet.com 2 Go to Account > Account Administration > Security Controls. 3 Click Edit beneath Single Sign-On using SAML. 4 Click the Add IdP button. 5 Enter an IdP Nickname. 6 Use a text editor to open the metadata file that you downloaded in "Configuring Smartsheet in Cloud Manager" on page 87-3. 7 Copy the contents of the metadata file and paste it into the IdP Metadata field. 8 Click Save. 9 Click the Add Domain button. 10 Enter your Domain Name and click Save. 11 Click Validate. 12 Click Activate. Note When you validate your domain for the IdP, an SSO URL is automatically set for your SP-initiated SSO. To check your SSO URL, return to the Edit IdP page for your IdP and click the edit link for your validated domain. Your SSO URL displays on the Edit Domain window that appears. Chapter 87 Configuring Smartsheet 6
For more information about Smartsheet 13 Copy the SSO URL and paste/save it in a location where you can find it later. 14 Click the X to close the Edit Domain box. 15 Click Activate. 16 Click the X to close the Edit IdP box. 17 Click the X to close the SAML Administration box. 18 Click the Close button to close the Account Administration box. 19 Open a new browser tab and enter the SSO URL you saved in Step 13 to begin working in your Smartsheet IdP-initiated SSO. For more information about Smartsheet Contact Smartsheet for more information about configuring Smartsheet for SSO. Cloud Manager user s guide 7
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