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15895: Multi-Factor Authentication for Drake Tax (Drake18)


Preparers Setup

How do I set up multi-factor authentication for Drake Tax?
 

Starting in Drake18, you can set up multi-factor authentication in Drake Tax which will allow you to add another layer of security to your tax program login. While this two-step verification process is not required for preparers in Drake18, it is a recommended option that will help to increase the security of your login and your software. This feature requires you to have a smartphone on which you can download the Authenticator App and a camera that can be used to scan QR codes. Follow the steps below to set up this new security feature. The steps vary slightly depending on who is logged in when the option is enabled. 

Administrator Enabling MFA:

  1. Have each preparer download any authenticator app (e.g. Google Authenticator, Authy, Duo Mobile, etc.) from the Google Play store or Apple App Store.
  2. Open and log in to Drake18 as the ADMIN user.
  3. Go to Setup > Preparers
  4. Select the preparer for whom MFA needs to be set up and click Edit Preparer
  5. Check the box Enable Multi-Factor Authentication (MFA) under the Login Information section. 
  6. A pop-up box verifies that you want to enable MFA for the specified preparer. Click Yes
  7. Another box shows alerting you that MFA was enabled and that the preparer will be prompted to complete setup the next time they log in to Drake Tax. Click OK
  8. Click Save on the Preparer Setup window for this preparer.
  9. Repeat steps 3-8 for any additional preparers. 

Once MFA has been enabled, the preparer will follow these steps to finish the setup:

  1. Open Drake18.
  2. Enter your preparer specific login information on the main window and click Login.
  3. Open the Authenticator App on your smartphone.
  4. Scan the QR code (barcode) that shows on the login screen on the computer. 
  5. The app will display a unique 6-digit code. Enter this code on the MFA screen.
    • For security, the code changes every 30 seconds, so you must ensure that your computer clock and mobile device are set to the exact same time. If the code has expired, you will receive a pop-up in Drake18 stating that the code entered did not match. 
  6. Click OK

MFA has now been set up. The next time you log in you will have to open the Authenticator App to view the code for your preparer login. The QR scanning is only done the first time to sync the mobile device with Drake Tax and your preparer login. You can use the same smartphone for different preparers (i.e. admin and preparer1), but the MFA code generated will be different. Be sure that the login information entered and the code generated are for the same preparer login. 


Preparer Enabling Their Own MFA:

Note: If a preparer wants to enable their own MFA, they must have Admin rights in Drake Tax. 

  1. Download any authenticator app (e.g. Google Authenticator, Authy, Duo Mobile, etc.) from the Google Play store or Apple App Store
  2. Open and log in to Drake18 with your preparer login credentials. 
  3. Go to Setup > Preparers
  4. Select yourself in the list and click Edit Preparer
  5. Check the box Enable Multi-Factor Authentication (MFA) under the Login Information section. 
  6. A pop-up box verifies that you want to enable MFA for yourself. Click Yes
  7. Open the Authenticator App on your smartphone.
  8. Scan the QR code (barcode) that shows on your computer screen.
  9. The app will display a unique 6-digit code. Enter this code on the MFA screen.
    • For security, the code changes every 30 seconds, so you must ensure that your computer clock and mobile device are set to the exact same time. If the code has expired, you will receive a pop-up in Drake18 stating that the code entered did not match.
  10. Click OK
  11. Click Save on the Preparer Setup window. 

MFA has now been set up. The next time you log in you will have to open the Authenticator App to generate a new code for your preparer login. The QR scanning is only done the first time to sync the smartphone with Drake Tax and your indicated preparer login. You can use the same smartphone for different preparers (i.e. admin and preparer1), but the MFA code generated will be different. Be sure that the login information entered and the code generated are for the same preparer login.   


If a preparer loses or changes their smartphone, they will need to toggle the MFA setting off and then back on in order to set up the MFA again with the new device. Any user with admin rights can do this for other preparers, if needed.

Admin users:

  • If changing devices, the admin user can log in with their existing device, toggle off MFA, then toggle MFA on again and set up their new device. 
  • Admin users should contact Drake Support for assistance with setting up their MFA on a new device, if their original device is no longer accessible.

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