2-Factor Authentication: Why Your Mobile Workforce Needs It Now

Cybersecurity is essential to keep information about your business private and avoid cyberattacks. It’s one of the most important aspects that businesses should pay attention to in the 21st Century.

This topic is so vital that recent research shows that current CEOs prioritize cybersecurity over physical security.

In 2020, cybersecurity is more important than ever. Workforces moved towards home offices because of the COVID-19 pandemic, and this is changing how businesses work. Some people will continue to work from home in the following months, and some may never return to the office.

Globalization also makes it easier for anyone to work from any country. The mobile workforce is growing and there’s no signal that it will stop growing anytime soon.

Unfortunately, working at home can create several security breaches in businesses. At their homes or during a trip, your employees may not have the same levels of protection that they would have at the office.

People can get infected with malware during their time off, they can be hacked, and their passwords can be discovered. A single mistake may cause you to have a huge problem on your hands.

So, how can you protect your information?

2-factor authentication (2FA) can be a solution that will help your company stay protected.

What is 2-Factor Authentication?

2-factor authentication, also known as multi-factor authentication (MFA), is a technological solution that implements additional layers of protection before information can be accessed. Basically, it introduces another step before a user can log in. Therefore, it enhances protection because it increases the number of steps a person has to take to gain access to a database.

To log into most websites, you only need a password. If your username and password match, the site allows your entry and you can see its content. However, this is not a very secure method of protecting data. With a single piece of information, the password, anyone could steal your employee’s identity and get access to classified information from your business.

You can see how 2FA works by examining how an ATM works. Before using it, you need your bank card and your password (or biometric identification, in some cases). This combination makes it impossible for someone to take your money if you ever lose your bank card because they won’t have the password. The same happens if they have the password, but not the card.

Why 2FA is Important for a Remote Workforce

Working from home often causes security breaches. Employees are often oblivious about the best cybersecurity practices in their daily lives. The recent spike in the number of breaches during the pandemic shows that.

In an office, each computer is programmed in a way that will diminish the possible entry points for hackers. However, when people are at home, they will probably use their own computers or smartphones, so it’s far more likely that they will come in contact with malware while accessing websites for leisure.

Right now, more companies are also using cloud services as a way to share vital information with the workforce. In many cases, people can only access this information while physically in an office before. However, now they can do it from anywhere. So, any person, including a hacker, can access your information with the right clearance.

This combination considerably increases the stakes of someone who should not have access to the information of your business receiving it. Using 2FA systems doubles the efficiency of the steps necessary to ensure security.

Even small businesses without much sensitive information can benefit from using additional layers of protection. You definitely don’t want third parties to have information about your customers or employees. Data leaks can even result in lawsuits in some cases, so preparation is essential before the worst happens.

Types of 2-Factor Authentication

Passwords are the most common method to authenticate your identity. These are other popular methods that you can use in 2FA:

Biometric Identification

This method is popular for phones. It’s effective because only the registered person can access the system, so the chances of breaches are much lower. Fingerprints or retinal scans are not easy to fake. While you could hack a system and change a password, the same can’t be said for a fingerprint.

Phone Verification

The user registers a number and receives a text message whenever they try to log in. By using the code, the system can then be accessed. The message is usually short (four to six digits) and changes every time, so it can’t be faked, but it’s not long enough so it becomes a hassle when you want to log in.

Push-based Verification

After you install the software on your device, it sends a prompt to your phone during the login. Then, you can either approve or deny the attempt. It’s one of the most straightforward methods, and it’s great for mobile work.


You use a physical token (generally a USB device or, in the case of banks, a card) to access the information. If you use this method, you’ll have to carry the token with you at all times or you won’t be able to access the data.

Email-based Systems

You will receive an email with either a number or a link. Like the codes sent by phones, you simply need to use it to get clearance.

What Are The Pros and Cons of Using 2FA?

It’s impossible to deny that 2FA systems offer several advantages to its users. However, 2FA also has some drawbacks, especially when implementing the system for the first time.

Pros of 2FA for Your Remote Team

These are some of the main advantages that you will get by using 2-factor authentication:

  • An extra layer of protection: Your data is more secure when you use this system. Many users choose passwords that are too easy to guess (like “123456”) or write down their passwords somewhere. So, passwords are poor protection by themselves.
  • A boost in reputation: Employees and customers will both appreciate that their personal information is secure. A leak is bad press for a company, so avoiding one will boost the confidence that people have in your business.
  • Reduction in operating costs: Over time, 2FA will diminish the time that your company spends resetting passwords. Accounts will suffer from less suspicious activities, so you don’t need to change passwords all the time.
  • It’s highly customizable: You can pick whatever method suits your business as there are several options to choose from.

Cons of 2FA for Your Remote Team

2FA may be lacking in these areas:

  • It’s not infallible: 2FA and MFA systems are good, but they’re not completely hacker-proof. You need a robust system to be fully protected from external threats.
  • You still have to store your authentication factors safely: If you lose the factor that authenticates your entry, you will lose access to the system, which can make you lose some time.
  • Hard for non-tech savvy users: Employees without technical skills may need additional training to use some of the systems properly.

Which 2-Factor Authentication Should You Pick?

App-based services are a pretty good pick. Both models with code verification and push notifications work well. They’re easy to use even if your employees are not very experienced with technology.  Anyone proficient with using a smartphone will learn the ropes quickly.

Another kind of system that is very secure is using a USB device. However, it’s not as quick to use as the other models, so there’s a trade-off between security and usability.

The only systems that you should actively avoid are the ones that use SMS. Telecom companies are not necessarily very reliable and SIM cards can often be cloned. Also, it’s easy to look at passwords sent by SMS if lock-screen notifications are currently enabled on your phone.

Which system to pick? There’s no universal answer here. It’s important to choose one that will suit your needs, ranging from the most secure to the handiest methods.

Triofox Has The Solution You Need

If you’re looking for a new solution that will enhance how you share files with your employees, Triofox is the right answer. Our company uses built-in 2-factor authentication solutions to enhance the productivity of your business without compromising the security or the privacy of your data.

Do you want to upgrade the security of your mobile workforce? Call Triofox to get the solution you need.

Proactive Alerts for Any Unusual Employees Behavior!

As a business, you would like to protect confidential data from leaking and ending up in your competitor’s hands. You would like to get alerts in advance for any abnormal behavior of employees who, for example, are about to leave your company and perhaps are downloading all the confidential data to their devices before they leave the company. The employees can then take your data to the new company, and you may lose a competitive edge in the industry you serve.

As the workforce becomes more mobile and remote, businesses struggle to find ways to ensure the workforce has all the tools to remain productive. They have a challenge in finding solutions that can enable mobile and remote access with a familiar user experience that requires minimal training and full control, ownership, and visibility.

There are numerous data breaches these days, not just from outside sources but also from bad actors inside the company looking to harm the company and its name. Most of the time, IT puts a lot of emphasis on protecting the data from outside sources. Very little attention is given to protecting the data from internal company employees, which can damage more than external sources.

Hence, companies should adopt technologies that will enable the mobile workforce with productivity tools and all the advanced features built-in to monitor any unusual activity from internal users.

Triofox comes in and provides a solution that enables secure and remote access to company files and has all the protection; for example, proactively monitoring all users’ actions and behaviors. Suppose there is anything out of the norm, Triofox will take automatic steps like disabling that user’s access to company files and sending alerts to IT to take proper action before the employees take company data and give it to their competitors.

Triofox adds ransomware protection and alerts to your files. It will monitor the Triofox clients and automatically shut them down if it sees a possible attack or any unusual activity. It also sends an alert to the administrator when it detects the threat and adds versioning and offsite backup of your file server, allowing you to recover from any attacks or accidental deletions.

For example, with Triofox, you can configure the following policies for proactive alerts and monitoring:

  • Automatically disable a device if the device changes more than n files in 10 minutes
  • Notify the administrator if more than n files changed in one minute
  • Notify the administrator if more than n files changed in one minute

Sign up and see how it works

How 2-Way Synchronization Will Help You Secure Data!

Picture two people working remotely apart from each other on the same project. They make progress during the week, but when they attempt to compare notes, it becomes a huge mess trying to mesh the two projects.

You can avoid situations like this.

With 2-way synchronization, data is mirrored in real-time and solve these issues.

What is 2-Way Synchronization?

2-way synchronization is a specific type of file synchronization. File synchronization is the process that enables two locations to contain the same information simultaneously. If any changes are made in one database, it also affects the other one.

Another form of synchronization is one-way synchronization. When using one-way synchronization, only the content or changes from the main location are copied to the other location. It is essentially a backup storage in case you ever lose access to the main one.

In case the synchronization is bidirectional (another word for 2-way synchronization), however, both sides can change a file. In this case, they are considered equal in their permissions to change the content.

For example, if file A changes, so will file B as soon as the system detects the change (which happens almost instantly). However, unlike one-directional systems, if file B changes, so will file A as well.

In most cases, the files do not need to be in the same program for the synchronization to work. You can use two different software and still have access.

There are ways to customize the permissions of the synchronized locations, too. For example, you can set it up so one of them can delete files, but the other cannot, even if both can make changes to the files. This setting comes in handy if you need to work with a person that is not a part of your company, such as a third-party contractor.

Why is 2-Way Synchronization Important?

Of course, you already know the dangers of keeping all your data in one place – if your system is ever hacked, you may lose access to everything.

Also, using 2-way synchronization programs can enable you to work using multiple tools at the same time and increase efficiency in remote work.

Protection Against Ransomware

Offices all around the globe went remote during the COVID-19 outbreak. Unfortunately, this trend opened many new possibilities for hackers. So far, the surge in global ransomware has gone up 40% this year.

Hackers keep upgrading their technology to be more efficient, you need to do the same with your cyber defenses. Ransomware can only encrypt servers that it has access to. If you have another secure method of reaching your files, you may be able to circumvent any problems with your backup.

Getting hit by ransomware can cost thousands, if not millions of dollars to your business, so it is smart to have a failsafe plan if your company is ever hit by surprise.

Increase in Productivity

This technology enables you to open a file in more than one program simultaneously.  Nowadays, cloud services can offer a helping hand if you wish to use email tools, CRM, or ERP systems at the same time.

By synching the information, you will not have to copy the same file to a different location. Even if you are working alone, synching can significantly reduce the time lost by managing several different files. Your productivity will go up and you will have more flexibility and options of programs to use.

Efficiency in Remote Work

Another major advantage of using a program with 2-way synchronization is that you can cut the time spent using the files considerably. When two or more employees are working on a file at the same time but cannot see each other changes, there is often confusion and a lag in efficiency.

If you have to wait for feedback before you work, you can lose precious time, too. By using this system, instant feedback is possible without even having to leave your screen.

Advantages and Disadvantages of 2-Way Synchronization

2-way synchronization programs can help you in several situations. Unfortunately, they also have a couple of drawbacks if your internet access is limited or you have security issues.


These are some of the advantages you stand to gain from adopting a 2-way synchronization system:

  • Solve synchronization issues: Bidirectional syncing keeps files in both locations up to date, making sure that real-time data is available to users regardless of which storage they access.
  • Administrators can check versions easily: Another important perk is that system administrators can ensure that data across different platforms is maintained properly. With a versioning system, it is even possible to keep old versions of files, so you can check how they are changing and see the history of the document.
  • Manage teams remotely: By sharing the same files, you can manage a team remotely without having to put in more effort to bring everyone up to speed.
  • More control over remote files: You can set up the system so that the select few with Admin rights will be the only ones with certain permissions to change/delete files. Other employees will be able to make changes with restrictions.
  • Remote backup: This system provides a handy remote system that will serve as a backup in case of data loss or cyber-attacks.


You should be aware that 2-way synchronization also comes with a few cons if not properly harnessed.

  • Responsibility in managing access: Being careful so that harmful third-parties will not access your files and change them is your responsibility. 2-way synchronization can be dangerous if there are no proper restrictions in place or if access codes are given to the majority of the users.
  • Can get messy if offline: You can expect most systems to work well while you are online. If you get offline, however, files may be desynchronized. In this case, depending on the software you are using, you may run into a few problems.

Essential Features That Your 2-Way Synchronization Programs Should Have

If you are hunting for software that will allow your business to use 2-way synchronization hitch-free, you will want to check this list of essential features:

  • Encryption: It is one of the most important features to improve your security. If your information is not encrypted, attackers can potentially view sensitive information when they access your system during a cyberattack.
  • Synchronization only when needed: You need a smart system that will only synchronize data when essential. If your system is constantly trying to synchronize, your program may run slower as a result.
  • Simple user interface: A confusing interface may make work harder as you may need to train your employees on how to use it. Pick a model that has a straightforward and clean design. This way, even people who are not used to the new system can quickly adapt to using it.
  • Virtual Private Network (VPN): Sometimes, your employees may need to travel while they work. If they do not use a VPN, they may face some restrictions depending on their location.
  • Swift customer support: Pick an option that offers a responsive customer support system. Unexpected issues can arise anytime, 24/7 access to support is essential to avoid a crisis.
  • Version control: Versioning can help you to keep track of all the changes made to your files. By maintaining different versions of a file on a server, you can go back if you change your mind about changes made or if you want to check details in a previous version.
  • Mobile access: In a world where more than 3.5 billion people have smartphones, mobile access is important. A service that is compatible with mobile devices will speed up your employees’ response and lets them work when they are without immediate access to a computer.
  • File compression: Compression is essential if you prefer to conserve space, especially if you regularly deal with huge files.

Triofox Has The Right 2-Way Synchronization System For You

Our company, Triofox, provides software solutions for businesses that need to manage remote work and protect their files. Our services include secure remote file server access, 2-way synchronization file-sharing systems, cloud migration, encryption, and so much more.

Check out Triofox solutions and upgrade your file-sharing systems today. Also, signup today to see how it works here

Maintain Active Directory and NTFS Permissions and Move Your Local File Servers to the Cloud!

Many businesses are struggling to secure remote access to file server shares as the world deals with the COVID-19 pandemic. More than ever, enterprises are looking to take advantage of the cloud by shifting their on-premises workloads either entirely to the cloud or starting with a hybrid strategy.

Besides moving their application, web, and database servers to the cloud, companies also need a way to move their on-premises file servers to the cloud as long as existing Active Directory and NTFS permissions are maintained. No enterprise would like to recreate the directory structure, and the file server shares security permissions again, which is a massive undertaking by itself.

Companies also would like to endeavor into the cloud securely and seamlessly, which will free them up with the hassles of maintaining on-premises hardware and freeing their workforce from the headaches of slow and clunky VPN connections. VPN Connections generate many support tickets and are a big red herring and productivity loss to the remote and mobile workforce.

Another reason to consider moving your data sources to the cloud, whether you have the data on file servers or NAS devices, is the house cleaning. You can archive the dead data into inexpensive cloud storage and keep your operational and active data in the cloud storage repositories like AWS S3 or Azure blob.

With Triofox, you can securely and seamlessly move all your data into the cloud while keeping your existing security permissions and folder structure intact. You can also adopt a hybrid model by keeping a subset of your data on local file servers. Users will access the files directly from the cloud using their Active Directory and share level access permissions anywhere on any device without a VPN. Triofox will sync file changes by users in real-time to both cloud and on-premises data repositories.

Take advantage of the power of cloud file server enablement with Triofox today and also free your mobile workforce and IT from the headaches of VPN connections.