Digital Signature – User Logging in with a User ID/Password

PIEE will now require users logging in with a User ID/Password to enter a PIN and a Time-Based One Time Password for all digital signatures in the PIEE application. The following will show the necessary one-time setups for this process.

• Setup Digital PIN
• Setup Time-based One Time Password

In PIEE signing documents as a user that is logged in with a User ID and Password will now be required to enter a self-defined 6 digit pin and a One Time Password delivered via E-Mail, alternatively if the user is having issues receiving the OTP via E-Mail they may also set-up an OTP on their mobile device Instructions for both will follow.

Log into PIEE with a User ID and Password user and click the My Account button at the top of the window.

The Setup Digital PIN and Setup Time Based One Time Password options will be available on the My Account screen.

Select the Setup Digital PIN link, the user will be taken to a new screen where they will follow the instructions for creating a Digital PIN to be used when performing signature actions in PIEE. This is a one-time setup process.

Step 1. Enter your current password

Step 2. Enter a 6 Digital PIN and Confirm PIN.

This PIN will be needed to perform signature within PIEE applications.

Once the steps are completed click the Submit button to finalize the Digital PIN.

Users may setup a Time-based One Time Password to be used instead of the E-Mail OTP this is an optional step and the E-Mail OTP will be the default method for receiving OTPs for signing documents.

Select the Setup Time Based One Time Password link, the user will be able to taken to a new screen where they will follow the instructions for setting up the Mobile App Authentication for Time-based One Time Passwords.

Prerequisite –

Download an Authenticator App which supports Time-based One Time Password from either the Apple App Store or the Android Google Play store. These applications are typically free of cost. Please use appropriate application that is compliant within your organization.

Examples of mobile applications which support TOTP:

• Microsoft Authenticator
• Google Authenticator
• Adobe Authenticator
• 2FAS Authenticator

Setup –

Step 1. Enter your current password

Step 2. Click on the 'Submit' button to generate secret key for TOTP

Once the steps are completed click the Submit button to finalize the Time-based One Time Password.

In addition to traditional login credentials, PIEE mandates the setup of at least one authentication method to enhance account security. This requirement for Multi-Factor Authentication (MFA) is necessary when logging in with a user ID and password. However, MFA is not required for users logging in with Common Access Card (CAC) or software certificates. This critical layer of protection significantly safeguards sensitive information, ensuring that only authorized users can access accounts and reducing the risk of unauthorized access.

It is encouraged that users add two authentication methods to their account: an authenticator application and email. This approach ensures that if access to the primary method, such as a phone, is lost, recovery can still occur through a secondary option. This dual strategy provides greater flexibility and peace of mind, catering to diverse individual and organizational needs. Implementing these methods not only strengthens account security but also facilitates easier recovery in case of issues. Each method has its own advantages depending on specific preferences. Below are descriptions of two common MFA methods, along with their pros and cons, to assist in making an informed decision.

• Authenticator Application
• Email

Authentication applications are tools that users install on their devices to generate secure, time-sensitive one-time passcodes (OTP) for account sign-ins. When a user attempts to access their PIEE account, they first enter their login credentials. Then, the system prompts for a unique six-digit OTP code from the authentication app. This code, which refreshes every 30 seconds, is essential to complete the login process. By requiring both the password and the constantly changing OTP, this method adds an additional layer of security, effectively preventing unauthorized access to the account. The combination of these two factors greatly enhances overall account protection.

Pros: Stronger Security, Offline Accessibility, convenience, easy access, App is free to use, Phishing resistance.

Cons: Smartphone required, Device loss, Phone malfunction, App deletion, App availability.

How to – Set-up an Authenticator Application

Set-up:This is a onetime set-up process. Please follow these recommended steps to download and install one of the supported applications and configure it to work with user’s PIEE account.

Step 1: Choose a device, such as a computer or mobile device (phone or tablet), on which user can install apps.

Step 2: Download and install any one authentication app which supports Time-Based One-Time Password (TOTP) from either the Apple App Store or the Android Google Play store to the chosen device. Please use the appropriate application that is compliant within your organization and preferably one that is recommended by the DoD. Some popular options include:

• MS Authenticator with Passkey
• Okta Verify with Fastpass
• Army Mobile-Connect (MC) MFA

Step 3: Log in to PIEE. Navigate to My Account > Setup Authenticator App/Time-Based One-Time Password.

Step 4: Enter the current PIEE password, click the Submit button to generate Secret Key and QR Code scan for TOTP.

Sample screenshots are provided below.

Buttons:

• Submit
• Home

Buttons:

• Download QR Code
• Home

Email notification will be sent once user successfully sets up the authenticator app as shown in the screenshot below.

Step 5: Setting Up an Account in the Authenticator App:

1. Open the App: Launch any of authenticator apps that is mentioned above on a mobile device or tablet.

2. Add an Account: Follow the app's instructions to add a new account. Typically, it can be done this by tapping the '+' icon.

3. Configure the Account:

• Manual Input: Enter the Secret Key provided.
• QR Code Scan: Alternatively, scan the QR code to configure the account automatically.

4. Check the Profile: Ensure a profile labeled with the PIEE username is visible.

5. Start Generating TOTP:The app will begin generating TOTP Passwords for secure access.

Email-based Multi-Factor Authentication (MFA) enhances account security by requiring both a password and a One-Time Password (OTP) sent to a registered email address. This OTP, valid for 15 minutes, ensures that even if the password is compromised, unauthorized access to the account is prevented.

Pros: Simple to set up, user-friendly, no app required, cost-effective.

Cons: Email account vulnerability, delay delivery issues, Internet access required.

How to update Email Address:

1. Log in to PIEE.

2. Navigate to My Account > User.

3. Update Email address, click the Submit button.

Buttons:

• Submit
• Cancel
• Help
• Justifications/Attachments

1. Initiate Login: Navigate to the PIEE login page.

2. Input Credentials: Enter the username and password in the specified fields, click the LOG IN button.

Buttons:

• LOG IN

3. MFA Prompt: Upon successful entry of credentials, a prompt will appear requesting a second form of authentication. Users will be asked how they would like to receive the OTP. Options typically include:

• Email
• Authenticator App

Buttons:

• Email
• Authenticator App
• Help
• Close

4. Email-based Method: If the user selects Email as his or her preferred factor for MFA, the system will send an OTP to the email address that is linked to the user’s account and will not prompt the user for a code from the authenticator application. Retrieve the OTP from the user’s registered email, enter it in the designated field, and click the LOG IN button to complete the authentication process.

Buttons:

• LOG IN
• Go Back
• Help
• Close

5. Authenticator app-based Method: If the user selects the Authenticator App as their preferred MFA method, the system will prompt them to enter the OTP from the approved Authenticator App, and no email-based OTP will be sent. Retrieve the OTP from the selected app and enter it in the designated field. Click the LOG IN button to complete the authentication process.

Buttons:

• LOG IN
• Go Back
• Help
• Close

6. Access Account: After successful verification of the authentication code, access to the user’s PIEE account will be granted.

7. Troubleshooting: If the code is not received, verify the network connection, check the Spam, or junk folder, and ensure that the email information is correct. Alternatively, click on Re-send the OTP via Email link for a new OTP, or reinstall the authenticator app.