azure portal - user guidelines - mfat.govt.nz · web viewazure is a microsoft service that...

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Azure Portal User GuideAccessing MFAT Cloud Services

Date: 24 July 2018Version: 2.2PROJ-832-41

PROJ-832-41UNCLASSIFIED

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Document information

VERSION DATE DESCRIPTION OF CHANGES AUTHOR

0.1 27/02/2018 Initial Draft M. Corcoran0.2 01/03/2018 Project Review M. Corcoran0.3 05/03/2018 Updates from practical demonstration M. Corcoran1.0 15/03/2018 Release M. Corcoran2.0 20/03/2018 Re-sequence for Pilot Launch M. Corcoran2.1 03/05/2018 Updates to include SafeCase and

SafeCrisisR Gorrie

2.2 24/07/2018 Updates to formatting I. Nolan

REFE-9-395UNCLASSIFIED

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Table of contentsIntroduction 4

Purpose 4

Email Domains 4

Azure Portal – First Use / Reset 5First Use 5

Password Reset 5

Azure Portal - Standard 10Portal Login 10

Azure Portal Exceptions 12Error Messages 12


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Introduction

Purpose

The purpose of this document is to provide Ministry Staff guidance over the use of the Azure Portal.

The Azure Portal is the secure portal through which MFAT Staff can access any of the Ministry’s cloud-based applications. The Azure Portal will offer a common access point and common control factors that ensure the security of Ministry information.

Azure is a Microsoft service that complements and leverages the MS-Active Directory service used by the Ministry to control access to the Orange network.

The following is a list of the applications currently accessible by general Ministry users via Azure, as at the last update and publication of this document.

Azure accessed applications

APPLICATION BUSINESS GROUP BUSINESS OWNER

Workplace Digital Communications Alexandra LutyensWhosOnLocation Facilities & Building Services Ben WhitehouseMercury Mail Information Management Division Stuart GregorySafeCase /SafeCrisis

Consular Division Nick Markwell

Email Domains

As both a security measure and a means to ensure that Ministry Staff who do not have a login to the Orange Network can access Cloud services, the Azure service recognises all Ministry Staff via an email address that uses the suffix: @mfat.net

This is known as your Mercury Email address and all staff have one – even if you have not been advised or are aware of this. A staff member can determine their Mercury Mail address by simply substituting the email domain: e.g. [email protected] becomes [email protected]

Any email sent to your Mercury Mail email address will be relayed to your corporate email address. You can also access your Mercury Mail email via an application presented in the Azure Portal.


mailto:[email protected]


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Azure Portal – First Use / Reset

First Use

As mentioned above, possibly without knowing it, you do already have a Microsoft Azure login, based on your Mercury Mail address. This means you already have had a password allocated/generated, but you are unlikely to know what it is. Therefore you must reset your password on your first log in.

Password Reset

Step 1 – Open you internet browser and type the following into the address line:

myapps.microsoft.com

Step 2 – You will have been directed to the Microsoft Azure login screen. If you have been here before, your Mercury Mail address may be displayed – if so, select it. If not, then just enter your email address to continue – remember to use the @mfat.net email domain. (i.e. [email protected])


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Step 3 – At this stage follow the process as if (or if) you have “Forgot My Password”.

Step 4 – At this stage you will be required to complete a two-factor authentication (TFA) process to reset your password.

First enter you Mercury Mail address Re-type the characters as requested NB: characters are case sensitive


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Step 5 – You must now request a verification code be sent to your cellphone. Remember to include the leading 0 of your cell phone (027xxxxxxx not just 27xxxxxx).

NB: This may present your PERSONAL CELL PHONE number, which could be as a result of having added your cell phone number to the HR Portal. This is an Opt-In moment, by re-confirming your personal cell phone number below, you are agreeing to the Ministry using this number to send you Azure security confirmation texts.

If you do not wish to receive work based texts on your personal cell phone you can:

Update the HR Kiosk to record your Ministry cell phone (if you have one)or

You may exit this function and log a call with the Service Desk and they will change it for you.

Step 6 – You will receive a verification code via your cellphone.


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Step 7 – Enter this code into the field on the screen:

Step 8 – Now, choose, enter and enter again your new password for Azure. Password requirements are quite strict, so please ensure you adhere to the following rules:

A minimum of 8 characters and a maximum of 16 characters. Strong passwords only: Requires three out of four of the following:

o Lowercase characters.o Uppercase characters.o Numbers (0-9).o Symbols (@ # $ % ^ & * - _ ! + = [ ] { } | \ : ‘ , . ? / ` ~ “ ( )).


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Step 9 – You have now successfully changed your password.

Step 10 – When you click here you are returned to the Azure Portal login screen so you can use that password.


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Azure Portal - Standard

Portal Login

This process is for those who have logged into the Microsoft Azure Portal previously. If this is your first time logging into the Microsoft Azure Portal, please skip this section and go forward to the ‘First Use’ section.

Step 1 – Open you internet browser and type the following into the address line:

myapps.microsoft.com

Step 2 – You will have been directed to the Microsoft Azure login screen. If you have logged into Microsoft Azure via this Desktop previously, your Mercury Mail address may be displayed – if so, select it. If not, then just enter it to continue – remember to use the @mfat.net email domain (i.e. [email protected]).



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Step 3 – Enter Your Password. If you cannot remember your password please skip this section and go forward to the ‘First Use’ section.

Step 4 – The Azure Portal


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Azure Portal Exceptions

Error Messages

The following are an array of error messages you may encounter, and what they mean.

# 1 – You will encounter this screen when you have entered the wrong password – please follow the First Use process to rectify.

#2 - You will encounter this screen when you have entered the security code incorrectly.


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#3 – If you encounter this screen, it is because you do not have your cell phone number registered with the Ministry or approved for publication. Your cell phone number is essential to self service. In this situation you have three options:

i – If you are an employee – add your cell phone number to the HR Portal and ensure you tick the ‘publish’ option.

ii – If you are a contractor - Raise a call via the Global Services Portal to have your cell phone number added to your Active Directory (AD) account.

iii – If you do not wish to have your cell phone number registered with the Ministry, raise a call via the Global Services Portal to have your Azure Portal password reset.

NB: If you do not register your cell phone number with the Ministry, you cannot use any cloud services via the public internet – e.g. Facebook Workplace off your phone.


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#4 – You will encounter this screen when you have not entered a leading 0 to your cellphone number.

#5 – You will encounter this screen when you have not entered the correct verification code.

#6 – You will encounter this screen when the passwords you have entered do not match.


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#7 – You will encounter this screen when the password you have entered is not considered sufficiently strong – i.e. a recognisable word is included.

#8 – You will encounter this screen when the password you have entered is not considered sufficiently strong – i.e. you have re-used a past password.


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