What this does
Many Ariba accounts ask for a second step when you sign in. This is two-factor authentication (2FA). After the password, Ariba asks for a code. Kolleno signs in when no person is present, so Kolleno must get the code itself.
You can set up one of these methods for each account. Use the method that the Ariba user has switched on.
Method in Kolleno | How Kolleno gets the code | What you do |
Authenticator app | Kolleno makes the code from a secret key, like an authenticator app on a phone. | Give Kolleno the secret key from the Ariba setup. |
Email codes | Ariba sends the code to an email address that Kolleno gives you. | Set the address on the Ariba user, or forward the 2FA emails to it. |
Text message codes | Ariba sends the code to a phone number that Kolleno gives you. | Set the number as the mobile number of the Ariba user. |
None | Ariba does not ask for a code. | Nothing. |
An account can use only one method at a time. To change the method, turn off the current method first.
Use an Ariba user that is only for Kolleno. If you set the Kolleno email address or phone number on the Ariba user, Kolleno receives the codes and a person does not. Then a person cannot sign in as this user.
Where to find it
When you connect an account, the Two-factor authentication step comes after the password. See Connecting your SAP Ariba account to AP portals.
For an account that is connected, open the menu on the account card and click Set up 2FA or Update 2FA. The card shows the method in Two-factor authentication. If the account has no method, the card shows Not configured.
Authenticator app
When you switch on an authenticator app for a user on Ariba, Ariba shows a QR code. The QR code contains a secret key. Kolleno uses this key to make the codes.
On Ariba, start the authenticator app setup for the user that Kolleno signs in as.
Copy the secret key that Ariba shows. Or copy the URL from the QR code. This URL starts with
otpauth://.If Ariba asks for a code to complete the setup, scan the QR code with an authenticator app on your phone. Type the code from your phone on Ariba.
In Kolleno, paste the key or the URL in Secret key or URL.
Click Sign in. For an account that is connected, click Save and check. Kolleno signs in to check the key.
Kolleno and the app on your phone make the same codes from the same key.
Kolleno does not show the saved key again. The window shows A secret key is saved for this account. To change the key, paste a new key in New secret key or URL.
If the key is not correct, Kolleno does not save it and shows an error.
Email codes
On the Two-factor authentication step, click Use an emailed code instead. For an account that is connected, open the menu on the account card and click Set up 2FA.
Kolleno shows a Kolleno 2FA email address. Click the copy button.
On Ariba, open the profile of the user that Kolleno signs in as.
Set the Kolleno address as the email address of this user. Or, in your mailbox, make a rule that forwards the Ariba 2FA emails to the Kolleno address automatically.
If Ariba sends a code to confirm the new address, click Show latest code in Kolleno. Type the code on Ariba.
In Kolleno, click Sign in. For an account that is connected, click Check connection.
The forwarding must be automatic. During a run, Kolleno waits a maximum of 5 minutes for the code.
Kolleno uses only a code that arrives after it starts to sign in. It does not use an older code.
Each account has its own Kolleno email address.
If you turn off email codes, Kolleno releases the address. If you turn on email codes again, you get a new address. Then set the new address on Ariba again.
Text message codes
On the Two-factor authentication step, click Use a text message instead. For an account that is connected, open the menu on the account card and click Set up 2FA.
Kolleno shows a Kolleno 2FA phone number. This is a US phone number. Click the copy button.
On Ariba, open the profile of the user that Kolleno signs in as.
Set the Kolleno number as the mobile number of this user.
If Ariba sends a code to confirm the number, click Show latest code in Kolleno. Type the code on Ariba.
In Kolleno, click Sign in. For an account that is connected, click Check connection.
During a run, Kolleno waits a maximum of 5 minutes for the code.
Each account has its own Kolleno phone number.
If you turn off text message codes, Kolleno releases the number. If you turn them on again, you get a new number. Then set the new number on Ariba again.
Show the latest code
During the setup, Ariba can send a code to confirm the new email address or phone number. Kolleno receives this code, and you can see it in Kolleno.
In the setup window, click Show latest code. Or open the menu on the account card and click Show latest code.
The Latest code window waits for a code. When the code arrives, Kolleno shows it and the time that it arrived.
A code stays for a maximum of 10 minutes, or until Kolleno uses it to sign in.
A new code replaces the previous code.
Change or remove the method
To remove an authenticator key, open the menu on the account card and click Remove 2FA.
To stop email codes, click Turn off email codes. To stop text message codes, click Turn off text message codes.
After each change, Last authenticated is empty until Kolleno signs in again. Check the connection after each change.
When you disconnect an account, Kolleno does not release its email address or phone number. To release them, turn off the codes.
Common questions
Which method should I choose? Choose the method that the Ariba user has switched on. If you can choose, use an authenticator app. Kolleno makes the code itself, so it does not wait for an email or a text message.
What happens if the code does not arrive in time? The run fails with No two-factor code arrived within 300 seconds. Kolleno tries the run again later. This failure does not make the account need re-authenticating.
Can two accounts use the same address or number? No. Kolleno gives each account its own address or number.
If you need help with the 2FA setup of an account, contact your Customer Success Manager or email support@kolleno.com.