Do you share the passwords properly? Even in the era of passwordless authentication, 2FAs, SSOs, and physical security tokens, passwords remain the cornerstone of everyday IT. Thus, many passwords are meant to be shared: you’ve hired someone to work on your platform, or just made an account for someone else. There are many reasons to share a password.
In the everyday life of a Zoho Partner, we routinely deal with other people’s passwords. Ninety-nine percent of the time, they are being shared with us via email or messenger; sometimes they are dictated over the phone. Some clients share the username in one channel (e.g., a messenger) and the password in another, which increases security a bit. Still, neither email nor messengers nor SMS is secure by the definition.
How To Set Up SecureForms in Zoho Vault
Zoho Vault offers two types of SecureForms:
- Private SecureForm: These forms are accessible only to specific email addresses that you configure during form creation in Zoho Vault.
- Public Form: These forms can be accessed and submitted by anyone with the form link, making it easier to collect information from a broader audience.
Here’s an example of a Secureform we created in our Zoho Vault:
The process is quite simple: Zoho Vault > Settings > SecureForms > [Add], make the settings you want, share the form URL:
Your collaborator(s) will access the form by the given URL, enter their email address, get an OTP via this email, enter the OTP to login into the SecureForm,
and share their password(s). The forms has a definite TTL (time-to-live), so do not keep them open with no reason.
Plan-related limitations: The Zoho Vault’s Professional plan supports up to 3 active forms per user, while the Enterprise plan (which all Zoho One app users will have) allows up to 5. To create more forms beyond these limits, you’ll need to delete an existing form or contact Zoho Vault support for assistance.
All in all, working with SecureForms in Zoho Vault is quite simple, but just in case, here’s an official note: “SecureForms in Zoho Vault / Admin Guide.” That’s it: stay secure, use Zoho Vault, don’t share your passwords unless you have to, and if you do, use SecureForms.
If you need any help with Zoho Vault—contact us. We live what we preach and use it daily.