Client Portal 9.0 Release notes March 2023
- Kelly Collins
We are pleased to confirm the upcoming release for RSM's Client Portal. This will be available to you on 3 April 2023.
Listening to our users is important to us, we hope that you find these changes useful, and they help streamline your business processes. We always value feedback, so please let your RSM contact know if you wish to discuss anything further.
All previous release notes can be found here: Client Portal release notes.
Key highlight: multi-factor authentication
We have introduced multi-factor authentication for the client portal which will be available for all users. Using MFA gives enhanced security for a user's account. Individual users can set this up themselves without needing to speak to their payroll executive. Alternatively, if as a client you wish all your users to use MFA then RSM can switch this on for you at client level.
New features:
Multi-factor authentication - all users: what is MFA?, how is it set up?, how do users login for the first time?, what happens if I have changed/lost my device?
Multi-factor administration - RSM admin users only: individual user set up, setting MFA against a client for all associated users, resetting MFA user login.
Disable services for task dashboard - Internal only
Improvements:
Payroll automation & approved reports - Internal only
Group reporting for monthly enhanced payrolls - Internal only
New features
Multi-factor authentication & administration - all users
What is MFA?
MFA is a two-step process. You will log in to the client portal as normal, and then required to enter a one-time password. This password is generated by a mobile application authenticator. These can be downloaded via app stores, the most common ones are google authenticator and microsoft authenticator. When you go into your app, you will be given a one-time password (which is time sensitive) to enter into the client portal login screen. This adds an additional layer of security to your data and login details, based on a password that only you know, and a one-time password on a device that only you have.
How is it set up?
Firstly, make sure you have an authenticator app already downloaded on to your mobile device. Each individual user will need to have this on their own device.
Within the client portal, click on your name and go to settings. Within settings, click the dropdown authentication, select the option time-based one-time password. Scroll down and click save. This will now be active when you next log in to the portal.
How do users login for the first time?
You will log in to the client portal with your username and password as normal. You will then be presented with a QR code, and a verification code box. Scan the QR code using the authenticator app you have downloaded. The app will then provide you with a one-time 6-digit verification code, enter the code in the box provided and click next. You will then be logged into the client portal.
After the initial login, you will no longer see the QR code. Simply enter your username and password you will then be prompted to enter your 6-digit verification code from your authenticator app, click next and you will be logged into the client portal.
What happens if I have changed/lost my device?
If you lose or change your mobile device, or have had to reinstall the authenticator application, you may need to have your MFA reset for the client portal. Please speak to your payroll representative, to reset this for you. Once reset, you will follow the steps as above as a first time user.
How to set up client MFA & reset MFA - RSM admins only
RSM admin users will be able to:
Set up MFA for individual users for a client they are associated with.
Set up MFA at a client level, forcing all users at the client to use MFA.
Reset authentication for individual users.
Individual user set up
In the top menu bar, go to admin - users. Search for the user you want to apply this to and go into their record. You will see a section called authentication. Using the dropdown for authentication type, select time-based one-time password.
Setting MFA against a client for all associated users
If you wish to set this at client level, so all users associated with the client will use MFA. In the top menu bar, go to admin - clients. Search for the client you require and go into their record.
In the settings section you will have the dropdown field called override authentication type. Select time-based one-time password.
Resetting MFA user login
To reset a user's authentication, go to users from the admin menu. Within the user's profile in the authentication section, you will see reset totp authentication. Click this to reset. You will be asked if you are sure use wish to reset, click ok. The user will then follow - How does the user login for the first time - steps as above.
Disable services for task dashboard - RSM users only
Where dashboards are not relevant to a payroll client, you can now disable the task dashboard, this is particularly useful for international clients. This will allow clients to still view the document and message centres but without dashboards.
To remove this, go to admin in your top menu bar, then services and select the client you require. You will only be able to tick the box if you have payroll as the service type. This means the dashboard will no longer be visible.
Improvements:
Payroll automation & approved reports - Internal only
As part of automation, if within the client portal auto approved files and/or within InPay the RSM has full authority are ticked, then dashboard task of all autoBACS publishing (reports approved) should automatically be marked. This then allows the BACS file to be published. Previously the dashboard task was being skipped and stopping the process, this will now work as expected.
Group reporting for monthly enhanced payrolls - Internal only
You will no longer receive a group reporting error if your payroll is set to monthly enhanced. Previously if a company with no group reporting set up but marked for payroll with 'monthly enhanced automation, an error would occur.