Engagement Manager and GoFileRoom setup for the Thomson Reuters Account

How can we prepare

Install the current GoFileRoom Add-In
, version 23.2.4. Select your username in any screen of GoFileRoom, then select the
GoFileRoom Add-In
for download. GoFileRoom and the new Thomson Reuters Account is supported on the current (v23.2.4) and 1 prior version of the Add-in. For help with installing the add-in, review the following article Install GoFileRoom Add-In.
Install the current Engagement Manager Client Office Addin
, version 23.6. This can be found from the
Setup
,
Downloads
page within the Engagement Manager product. For help with installing the add-in, review the following article: Install Engagement Manager Add-ins.
Verify your GoFileRoom user sign-ins are a valid email address
. Select
Administration
, then
Manage Users & Groups
. For a successful migration, it will be critical to review all users' email addresses to assure they are valid addresses and in the correct format. It's important that you identify and select the
Change Login
for users who don’t have valid email addresses. For example: user@domain.com.

What should our staff expect

The first time you sign in, you'll see a sign-in screen for the Thomson Reuters Account, and you must select to
Reset your password
. Upon completing a password change, next you'll be required to configure the two-step verification detailed in the following steps.
Manage two-step verification
. Two-step verification adds an extra layer of security to your account. Once set up, you’ll sign into your account in 2 steps using a password and a device. Several methods are available. Learn more about two-step verification.
Verification options:
Auth0 Guardian App (recommended method)
: We recommend using Auth0, which adds an extra layer of security using push notifications. Only the Auth0 Guardian App will send notifications to you with the Thomson Reuters Account. Historically, your Thomson Reuters products required the Thomson Reuters Authenticator app, and the Auth0 Guardian App replaces this.
Other apps
: GoFileRoom and Engagement Manager now support the use of alternative apps from Microsoft, Google, Symantec, Duo, or LastPass. Your firm’s leadership can offer guidance to your staff if you prefer to have users using a 3rd party app preferred by your firm. These Other apps won't use push notifications and can be used to generate sign-in codes only. Only the Auth0 Guardian App will send notifications from the Thomson Reuters Account. If you continue to use the Thomson Reuters Authenticator App, you can still use this with your new Thomson Reuters Account, but it will prompt you to enter a code at sign into verify your identity.
Biometrics
: Use a thumbprint or facial recognition feature on your device to approve a sign-in.
Security key
: Use a hardware key to enter a code at sign-in.
Text message
: Receive a text with a code to enter at sign-in.
Phone call
: Receive a phone call with a code to enter at sign-in.
Federated SSO
: If your firm has deployed Federated SSO for GoFileRoom, your firm’s current methods for authentication remain in place.

Engagement Manager and GoFileRoom application changes

Firm administrators will no longer be able to offer MFA exclusion on an individual basis or enforce to specific groups. In GoFileRoom, select
Administration
, then
Manage Configurations
. Two-factor authentication is no longer optional, so MFA Exclusion has been removed as an option.
Firm administrators will lose the ability to set passwords when creating or updating a user.
Users will lose the ability to update their change their password within the
Preferences
option, instead need to change it by selecting the
Manage Thomson Reuters Account
.
The Firm's administrator will lose the ability to set password policy in the
Administration
,
Security
tab. These rules are now a company standard 8 characters and must include 1 lower case, 1 capital letter, number, and 1 special character.
Bot Detection. Current versions of GoFileRoom enabled this to be configured by your firm. These options will be removed part of the upgrade to the Thomson Reuters Account and no longer configurable in GoFileRoom. The October 30, 2023 release of GoFileRoom will remove these options from Administration and bot detection will default to visualCaptcha going forward.

Frequently Asked Questions

Will our staff’s current passwords for GoFileRoom and Engagement Manager work with the new Thomson Reuters Account?
No, part of the upgrade process, all users of GoFileRoom and Engagement Manager will be required to set up a new password.
Our firm has some staff that are set up with exclusions from MFA today in GoFileRoom. What does this mean in the future, post Auth0 Guardian?
All staff users and portal clients are now required to use two-step verification. Options will no longer be available in GoFileRoom to exclude users and have been removed. Two-factor authentication will be required for all users, both staff and clients.
Today, GoFileRoom resets password every 90 days, will this change post migration? Where is this performed?
Passwords will no longer expire based on a given maximum age.
In GoFileRoom there was a setting for Lockout Threshold. How is this configured now?
With the new Thomson Reuters Account, users will always get 10 attempts before an account is locked out. Upon a lock-out, an email will be sent to the email address of the user with a link to unlock the account.
Our firm is currently active with your DevPortal for APIs. Does this change impact my experience?
Not today. Access to the Developer Portal and GoFileRoom APIs will continue to authenticate tokens with the user’s existing GoFileRoom username and password. You won't be required to establish a Thomson Reuters Account for user accounts that are used for API development only.
It's important to retain the existing password for continued API use. If the account is also used for accessing the GoFileRoom application, then you must follow the process provided in this help resource to establish a Thomson Reuters Account. For example, accessing the GoFileRoom application, you'll use the Thomson Reuters Account. Accessing the APIs will leverage the legacy username and password.
As a 2nd phase of this initiative, we'll apply the new authentication to the Thomson Reuters Developer Portal. Future design will simplify authentication, align with Auth0 standards, increase security mechanisms, and other benefits.
GoFileRoom has Service accounts – what actions need to take place in respect to these?
No action is required. GoFileRoom service accounts will continue to function as they do today. Support users, upload users, and super user permissions will continue to sign in with legacy authentication.
Will the upcoming transition to Thomson Reuters Accounts let our firm deploy Federated SSO abilities across all tax and accounting solutions?
Yes. Customers who use Federated SSO are usually seeking enhanced security. Requiring authentication on a corporate network before enabling access to Thomson Reuters applications provides them with multiple options beyond password security. For more information, have your IT department leadership review the following help topics: Get started with SSO.
If our firm has already implemented SSO in GoFileRoom, what actions are required?
If your firm has deployed Federated SSO for GoFileRoom, we are taking proactive measures to assure a seamless upgrade. In anticipation, it is important for your firm’s administration to review the GoFileRoom users sign-in email addresses to assure they match your firm’s active directory or identity provider directory(IpD).
important
The new Thomson Reuters Account requires the exact sign-in name as being used to access the GoFileRoom and Engagement Manager applications.
Why have many of the options in GoFileRoom’s administration and setup been removed?
As a result of all Thomson Reuters products moving to a standard sign-in process, you might notice that your sign-in screens and other security options within the user interface have changed or no longer apply. In this article, you'll find details on areas that will change in appearance as we implement this in GoFileRoom and Engagement Manager.