Best Practices
We encourage each one of our clients to take advantage of every feature that Office Control has to offer. That includes the security features we have designed exclusively for them. We believe it’s important to give you the tools you need to take full control of your own account. All of our clients should follow these best practices when using Office Control.
Customize groups and permissions
Administrators have the authority to create separate groups for different roles, and make sure that people are in the correct groups for their role. That means all tenants can be categorized into one group, and management can be added to a completely separate group.
You can confidently send sensitive information to a specific group without having to worry that it will end up in the wrong hands. You can even specify which Office Control features your groups have access to, and how they can use certain features.
Groups can be created and edited under Setup > Groups.
When creating multiple groups, make sure that they are properly marked as “employees” or “tenants” to avoid any confusion or mix-ups. As a precautionary measure, groups marked as “tenants” will never be able to access any of the administrative features or functions.
Minimize access to a need-to-know basis
Always give people the minimum access required to do their job, never more. If they need more access later, it’s always easy to expand your team’s access if necessary.
Always use individual accounts
We can’t emphasize this enough: Never use a shared account. Creating a joint or shared account for you and your colleague may seem harmless, but it can create issues if one person suddenly changes the password, and it makes it more challenging for you to track any changes made to the account.
Office Control never charges for additional administrative accounts, so there’s no reason why you should feel obligated to share an account. When you’re the only one who manages your account, you maintain control of everything that happens within it, and it’s far less likely that you would be held accountable for something that you didn’t do.
Use two-factor authentication
Two-factor authentication, sometimes referred to as two-step verification, is a security process where the person who is trying to log in to an account or app must provide two different authentication factors to verify their identity. For example, a user will enter their password to log on to their account. Once they have entered the correct password, they will then receive a text message with a unique code (often, the user is asked to enter a valid cellphone number when first setting up the account). The account will prompt the user to enter that unique code. If the password and the code are both correct, the user is permitted entry to their account.
Two-factor authentication offers a higher level of security than a password alone. This process makes it harder for attackers to gain access to a person’s account because knowing the password is not enough to gain entry. Sometimes, an account will only require two-factor authentication if you’re logging in from a new device, such a computer that isn’t yours.
Two-factor authentication is available to all Office Control users. We strongly encourage everyone to use it and add an additional layer of protection to their account.