Once your organization's administrator has completed the initial authentication setup, you should receive instructions outlining any actions required from you.
This guide explains the two authentication methods supported in Cognidox for document approval: Cognidox passwords, and Authenticator app.
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The video below gives a quick walk-through of the extended approval process.
Authentication Options
Option 1: Cognidox Passwords
If your organization is using password-based authentication, no additional setup is required.
When approving a document, you will simply enter your Cognidox username and password to complete the approval process.
Option 2: Authenticator App (TOTP)
If your organization has enabled Time-based One-Time Password (TOTP) authentication, you’ll need to connect an Authenticator app to your Cognidox account.
Cognidox supports most TOTP-based apps, including:
- Google Authenticator
- Authy
- LastPass Authenticator
- Microsoft Authenticator
- FreeOTP
- Any other app supporting TOTP
How to Set Up Your Authenticator App
- Download and install your chosen Authenticator app, or the one recommended by your administrator.
- Log in to Cognidox and navigate to your User Details page.
- Find the Authenticator App section and click Enable an Authenticator for your account.
- Open your Authenticator app and scan the QR code shown on the Cognidox page.
(If you're unsure how to scan QR codes, check the documentation for your specific app.) - After scanning, your app will generate a 6-digit code. Enter this code into the Current Code field in Cognidox and click Confirm.
- Cognidox will display a set of Emergency Backup Codes. Store these securely — you’ll need them if you ever lose access to your authentication device.
- Once setup is complete, you’ll receive a confirmation email.
Approving a Document
When you approve a document in Cognidox, you’ll be asked to confirm:
- The Meaning of Approval
- Your Role as Approver
Your organization may provide preset options for these fields.
Depending on the authentication method:
- Password Authentication: You will be asked to enter your Cognidox password.
- Authenticator App: A prompt will appear for you to enter the current 6-digit code from your Authenticator app.