To protect client data, we should change dealer/vendor login passwords every 90 days.  When setting a password, utilize a strong password generated by Keeper meeting the default criteria of:

• 16 characters
• Letters, Digits, & Symbols

* Unless the vendor site does now allow for all of these criteria.  In that case, create the strongest password possible.

Onboarding

Whenever we receive a new login from a client or vendor, we should login and change the password immediately.  Save all client/vendor logins in Keeper in the shared folder Customer Logins.  See Customer Vendor Logins Processes for full details.

2FA/Multi Factor Authentication

If 2FA is offered for a client or vendor login, you should always set it up.  Follow processes as outlined in Customer Vendor Logins Processes: Setting up 2FA 

In the Keeper login, note which method of 2FA you used (for example: "2FA is datateam Google voice phone #")

Monthly Task Board

On the Monthly Tasks board, we use the Password Changed column to keep track of the date we last changed a particular password.

• New Tasks - 🚨 When a new Download or Automated Report task is created on the Monthly Tasks board, a Monday automation sets the Password Changed date to 2 days prior (which is typically around the time that the CS Specialist set up the login).
• Downloads - While completing downloads the first week of the month, change any passwords that need changed. In the Downloads view, logins whose passwords need changed (>90 days since password change) will have the entire row highlighted in pink. Change the password as you login to do the download, then update the Password Changed date.
• Automated Reports- On approx. the 25th of every month, we should login to all tasks with Method=Automated Report whose passwords need to be changed. 
  • A recurring (monthly) task exists for this on the Ops Task Board. Make sure you change this task status to Done after you are finished.
  • Utilize the link in the Files column ("Automated Report passwords to change") to view which passwords need to be changed.
  • Login to each task listed, change the password, then update the Password Changed date.