What are Two-Factor (2FA) and Multi-Factor Authentication?

Almost every facet of life is inextricably linked to the digital world. It wasn’t too long ago that you could get away with having a single, easy-to-remember password for all of your online channels and activities.

As our reliance on digital technology has grown, so has the sophistication behind cyber threats. According to recent research, the cost of cybercrime for businesses could reach up to $10.5 trillion by the end of 2025, with breaches of cybersecurity now ranking as the second-biggest threat to small and medium-sized enterprises (SMEs).

Our own State of IT Security report indicates that 75% of organisations anticipate budget increases to address everything from data poisoning to advanced cyber threats.

It’s for these reasons that two-factor authentication (2FA) and multi-factor authentication (MFA) have become essential for modern businesses. The rise in biometric security, coupled with the increased complexity and diversification of passwords, has made 2FA a powerful tool to defend against cyber threats.

In this article, we’ll be taking a closer look at two-factor authentication and its benefits. We’ll delve into how businesses can incorporate 2FA into their operations, and consider who should be using it. And we’ll also examine how 2FA relates to multi-factor authentication (MFA) and learn how Salesforce implements MFA across its entire infrastructure for the most advanced security.

• Two-factor authentication (2FA) is a significant upgrade over login credentials alone when it comes to cybersecurity.
• It involves using a combination of ‘something you know’ and ‘something you have’ to protect your online accounts and business portals.
• Multi-factor authentication (MFA) takes it one step further by implementing two or more sets of access factors.
• Your combination of authentication factors is dependent on the makeup and structure of your workforce.

As the name suggests, two-factor authentication is the process of gaining access to something via two distinct forms of identification. Individuals and businesses use it across many digital sources and physical hardware, including online accounts, smartphones, and security checkpoints.

A common combination of 2FA will be a traditional password (‘something you know’) and a fingerprint (‘something you have’).

Adding a second layer of security (particularly something as difficult to replicate as a fingerprint or an eye scan) makes it far more challenging for cybercriminals to gain access to your accounts and channels.

Businesses throughout the world now rely on 2FA. Its importance continues to increase year-on-year, thanks to the heavy use of data (both customer and business) that underpins all business operations.

Data security remains a key area of concern for consumers, with 64% of customers believing that companies handle their data recklessly. Two-factor authentication helps alleviate these concerns and builds a clear connection between authentication and trust. With 2FA, a business has no access to a customer’s biometric data, therefore removing the potential for misuse.

Two-factor authentication has additional benefits, as well. Here are a few more to consider:

• Stronger security: The requirement for two distinctive forms of identification offers a security advantage over the use of a username and a password.
• Compliance support: Many national and international regulatory bodies require businesses to demonstrate high levels of security standards. 2FA often enables businesses to achieve this compliance.
• Simplicity of use: Fundamentally, 2FA is a straightforward process for customers and business employees. Most mobile apps make the process easy and quick. They streamline everything and form a bridge between biometric information and access control management.

Businesses can choose from several different types of 2FA for their security operations, including hardware tokens, push notifications, SMS verification, and voice-based authentication. Which one should you choose? That depends on your business needs and preferences. Let’s take a look at some of the different types of 2FA in more detail.

Also called keys, hardware security tokens are small external devices that act as the second layer of protection once a user has entered their credentials on an account. When activated, the device receives a unique cryptographic key pair that is linked to the user’s account on any given website or business portal.

In order to sign in, the user will need to connect the key via a direct physical link (USB), a tap connection (NFC), or via Bluetooth. The account will recognise the unique, private authentication code (in much the same way that you can only access a physical lock with a unique key) and the user will gain access to their account.

Experts consider this type of authentication to be highly secure and easy to use; however, the obvious downside is that the user could misplace or lose the token.

Since most people have secure access to a smartphone, this form of 2FA has been widely adopted for both business and personal use due to its simplicity.

After a user enters their initial credentials on a website or portal, a notification is sent to their registered phone number. The user approves the request with the push of a button and the system allows them into their account.

The main advantage of this form of 2FA is that the user is able to see exactly where the request was made from, reducing the risk of phishing attacks. However, push notifications do have a vulnerability. If a cyber thief gets hold of the initial login credentials, they might be able to use these to create a spam attack that a user might unwittingly approve.

SMS verification works similarly to push notifications. The user will enter their credentials and, once accepted, will receive an SMS (text) message or an email with instructions on how to complete the login. Sometimes this involves entering an additional passcode, answering a question, or clicking through a link.

This older and well-established method of 2FA is widely supported across most platforms and applications. However, emails and SMS messages are more vulnerable to interception, which can give third parties access to your accounts if they’ve also been able to obtain your login credentials.

This form of 2FA using biometric data is becoming more common. As the name suggests, voice-based authentication uses your unique voiceprint as the second form of verification. Applications that use this type of authentication will require a recorded voice note to use as a stored template.

Once you’ve entered your initial credentials, you’ll be asked to recite a saved spoken password (or perhaps a sequence of numbers). If the live input matches the template, you’ll be granted access.

While it is considered to be highly secure (particularly in the case of reciting unique codes), there are some potential drawbacks. In noisy environments, the software might struggle to pick up on what you’re saying. Scammers may gain access to recordings of your voice and use them to emulate it. And while it might sound trivial, a cold or sore throat could alter your voice and make this form of access challenging.

In addition, AI is already catching up to this technology fast, with some models already adept at being able to replicate people’s voices .

Remember: As technology improves, critical thinking is still your best line of defence. Regularly changing your passwords remains a key security practice you should build into your operations.

Basically, everybody. Consider adding two-factor authentication to enhance security in any form of digital engagement, from personal use by individuals to complex enterprise operations. For businesses handling sensitive data, it is an important tool in robust safety protocols.

But wait – in the fight to protect individuals and businesses from data breaches, there’s a new, more sophisticated tool in the arsenal, especially for high-stakes enterprise businesses with complex security needs: multi-factor authentication (MFA).

While there is a clear crossover between the two terms, they can’t always be used interchangeably. In a sense, all types of two-factor authentication fall within the umbrella of multi-factor authentication. However, multi-factor authentication, by definition, can involve more than two stages of security. MFA is considered more secure than 2FA because it can incorporate a third or fourth layer of verification.

As cyberattacks grow increasingly common, passwords no longer provide sufficient safeguards against unauthorised account access. Our research indicates that 75% of security leaders believe AI-driven cyber threats will soon outmaneuver traditional defences.

Multi-factor authentication adds additional layers of protection for your business and your customers against threats like phishing attacks, which is why Salesforce requires MFA in order to access Salesforce products.

Most platforms and applications already have 2FA available; it’s often a matter of opting in. And as security threats grow more nuanced and complex, MFA is now becoming widely adopted.

When preparing to implement either 2FA and/or MFA, choose the most appropriate method for your business circumstances. For example, if your workers often need to access their accounts from areas without reliable cell or Wi-Fi access (if they’re on the road, for example), then SMS verification might not be the best choice.

If your employees use more than one device to complete their tasks, then something like an authenticator app might be a good option, as it enables multiple devices under the same user account.

Prime your workforce for the transition. Help them understand the reasoning behind 2FA implementation, its value to the business and to themselves, and have a clear and tested log-in process to follow (with back-up solutions) so that they don’t find themselves unable to access their accounts and unable to work.

It’s not always viable to apply a one-size-fits-all approach to MFA across your entire business. Departments may have different workflows or use varying hardware and software. Look to augment existing systems with MFA rather than trying to impose the same process throughout.

For many businesses, particularly those that handle highly sensitive data, 2FA is no longer sufficient to protect against modern security threats. Instead, they are opting for flexible, nuanced MFA solutions designed to counter even the most dangerous cyberattacks.

To make this a reality, businesses must turn to dedicated providers with the knowledge, experience, and technology to facilitate high-level MFA.

Salesforce offers simple, innovative MFA solutions that provide a balance between strong security and user convenience. Salesforce products support a variety of strong verification methods to satisfy your business and user needs.

Some of the key tools Salesforce uses include:

• Salesforce authenticator mobile app: A fast, frictionless solution that makes MFA verification easy via simple push notifications that integrate into your Salesforce login process. Use this app to increase security while driving a better user experience.
• Third-party authenticator apps: Mobile, desktop, and browser extension apps that generate time-based, one-time password (TOTP) codes for MFA verification.
• Security keys: These small physical devices are easy to use because there’s nothing to install and no codes to enter. Security keys are a great solution if mobile devices aren’t an option for your users. Salesforce supports USB, Lightning, and NFC keys that support the WebAuthn or U2F standards.
• Built-in authenticators: This is an authenticator service that's built into a computer or mobile device. It simplifies MFA verification by eliminating the need for a separate authentication device or app.

To help maintain a sense of standardisation for our users, Salesforce introduced its MFA requirement detailing that all of its customers needed to adopt MFA when accessing Salesforce products and services, as well as partner solutions. For all new organisations, the MFA settings and requirements are enabled by default, with customers able to access built-in MFA solutions automatically.

This is a vital step for ensuring all of our customers receive the maximum level of cybersecurity protection.

Two-factor authentication, with multi-factor authentication as its natural successor, is an integral security strategy for businesses across all industries, as well as individuals looking to protect their private accounts.

With MFA in place, businesses can feel confident their data is protected at all times. It takes the burden off employees having to keep track of endless passwords and login credentials, with businesses finding MFA simple to implement and monitor. Using advanced biometric data, enabled by powerful AI solutions, you have the sophisticated tools you need to prevent hackers from gaining control of vital business mechanisms.

Ready to get started with our full suite of secure solutions? From Salesforce AI to our enormous range of Cloud solutions, we’re here to help you scale and drive value across your entire operation, safe in the knowledge your data, teams and customers are secure. Watch the full demo for our Data Security, Compliance & Resilience Solutions to learn more.

Already an existing customer? Be sure to take a look at our Salesforce MFA Requirement check to see whether your current implementation satisfies our MFA standards.