How do single sign-on solutions secure your content

Imagine you’re racing against the clock to finish a document when a notification pops up demanding a password change. In order to create a new password, you have to put in your current password — but what is it? Suddenly, instead of working, you find yourself trying countless usernames and forgotten codes while valuable time ticks by. Sound familiar? We’ve all been there. 

There’s a way to streamline the login process while enhancing security: single sign-on solutions. This authentication method simplifies enterprise content management while strengthening defenses against threats — a win-win for efficiency and data protection. 

What is single sign-on (SSO)? 

Single sign-on (SSO) is a type of authentication that enables you to access multiple applications and services with one set of credentials. It acts as a master key for your digital workspace, eliminating the need to juggle countless usernames and passwords. Users enjoy a smoother and faster login experience with SSO. Businesses benefit from streamlined access management practices. 

Single sign-on solutions create a secure framework for user authentication across various applications, including: 

• Cloud storage and content management to create, organize, and save your documents and files 
• Enterprise resource planning (ERP) to manage core business functions like accounting and human resources 
• Customer relationship management (CRM) to administer client data and interactions 
• Company portals to secure access to employee handbooks and knowledge bases 

Benefits of SSO authentication 

From enhancing security to boosting daily efficiency, SSO authentication unlocks a range of benefits for your access management strategy. 

Reduced password fatigue 

You access many applications and tools every day: apps for team chat, email, project management, file storage, and more. Creating a unique password for each app can be confusing and stressful. According to Keeper’s Password Management Report, 35% of people admit to feeling overwhelmed when it comes to taking action to improve their cybersecurity, which includes password management. Their survey on password habits shows that 57% of users save their codes on sticky notes, risking them being lost or even thrown away. With single sign-on, you reduce the struggle and minimize the need to reuse weak access keys across platforms. 

Centralized access control 

SSO allows you to authenticate once with a central system, granting access to all authorized applications. This single step provides administrators with a clear view of user activity across all services, so they can: 

• Monitor access attempts 
• Identify suspicious behavior 
• Enforce access policies more effectively 

Streamlined user experience 

Constantly logging in to different applications with separate credentials is time-consuming and frustrating — especially when you can’t remember which password goes with which app. Single sign-on authentication enhances convenience and efficiency by eliminating the need to manage and enter multiple login details. This solution empowers your team to boost productivity while also reducing login-related help desk tickets for the IT staff. 

Improved overall security 

You might be wondering: is SSO secure? The short answer is yes, definitely. However, as with any defense mechanism, the true effectiveness of SSO depends on how it’s implemented. 

A secure single sign-on solution can protect your content by centralizing authentication and enforcing strong password policies, reducing the risk of weak credentials being exploited. The Verizon 2024 Data Breach Report shows that compromised user credentials are the primary cause of data breaches, which means attackers take advantage of simple and reused passwords to access sensitive information. 

And it’s staggering that 62% of respondents to a LastPass survey say they use the same passcode (or a variation). To prevent vulnerabilities caused by weak credentials, consider combining single sign-on with multi-factor authentication (MFA), access controls, and regular awareness training. 

Explore the best measures to improve information security. 

How does SSO work? 

Here’s an overview of how SSO authentication works. 

1. Access a service provider (SP) 

When you try to access a website or app, like a document management platform, you connect to a service provider (SP). An SP is any individual application or system within your organization that people need access to, including email, customer support platforms, and communication tools. SSO starts when you navigate to the SP’s login page or attempt to access a resource that requires authentication. 

2. Redirect to an identity provider (IdP) 

Since you haven’t authenticated yet, the service provider redirects you to a secure login page hosted by the identity provider (IdP). The IdP acts as a central portal, verifying your identity and managing the user credentials for SSO. 

3. Authenticate the user 

In this step, the IdP checks your credentials against its database using a chosen authentication method. Some platforms require only a username and password, and others add an extra verification step, like multi-factor authentication. 

4. Generate and verify an SSO token 

If authentication is successful, the identity provider creates a secure, encrypted token containing information about you and your access permissions for the specific service provider you were trying to access. Think of an authentication token as a temporary piece of encrypted information containing user data and access permissions for a specific application. This token is then sent back to the original SP you were trying to access. 

5. Grant access 

The service provider receives the token and uses a pre-configured communication protocol to verify the token’s authenticity with the IdP. If your token is valid, the SP grants access to the requested resources within the application, completing the SSO process. 

Single sign-on solutions rely on various protocols and standards to securely authenticate your credentials across different apps. Let’s explore the main examples of SSO methods.

Learn how to set up SSO for your organization.

How to choose a secure enterprise SSO solution 

Selecting the right single sign-on solution for your enterprise is crucial to simplify user access while ensuring robust security. Follow these best practices: 

1. Assess your need for an SSO provider 

Evaluate your organization’s need for a single sign-on provider. This step helps you focus on solutions that address your security gaps. Start by asking these questions: 

• How many users in your organization need access to various applications? 
• Are your applications cloud-based, on-prem, or a hybrid mix? 
• Does your current infrastructure support integration with a single sign-on solution? 
• What is your budget for maintaining an SSO provider’s services? 

Research Nester projects the enterprise single sign-on market to reach $11 billion by the end of 2036. The main reason for adopting this type of access management solution is the global increase in the number of data breaches. With SSO, you lower the risk of unauthorized access by making it harder to misuse compromised credentials. 

Here’s how businesses deploy SSO, according to JumpCloud’s State of IT 2024: 

2. Understand the basic security requirements of a typical SSO solution 

SSO solutions focus on protecting account details and ensuring secure authentication. Basic security requirements include: 

• Password controls: Consider solutions that enforce strong policies, such as minimum length, character complexity requirements, and regular passcode resets 
• Multi-factor authentication (MFA): This method adds a second factor of verification, such as a temporary code sent to your phone, to reinforce your protection against unauthorized access, even if attackers steal a password 
• Granular access controls: This mechanism allows you to define specific permissions for each user, minimizing the risk of cyber criminals gaining access to a user account 
• Audit trails: This feature enables you to track user logins and access attempts, which is helpful in case of a security incident, for example 

According to Gartner, 60% of leaders believe that a company’s cybersecurity track record is the most important consideration when deciding on SSO vendors. So, when choosing solutions, check SSO providers’ security posture and their ability to protect your content. 

3. Research and compare enterprise single sign-on solutions 

While security is a priority when it comes to SSO for enterprises, it’s also important to prioritize features that make life easier for users and IT admins. When researching SSO systems, consider solutions that offer: 

• Compliance management: Automating regular checks helps you adhere to regulations like HIPAA and GDPR, saving IT time and reducing the risk of penalties 
• Scalability: Opt for platforms that accommodate an increasing number of users, applications, and data volumes without compromising performance or security 
• Integrations: Advanced solutions allow for seamless connection with your existing web applications, enhancing productivity and streamlining workflows 
• Ease of use: An intuitive interface reduces the learning curve for team members and IT admins, minimizing support requests 
• Support: Reliable and efficient technical support is crucial to address issues and ensure smooth SSO implementation 

Discover the top enterprise-grade features of secure collaboration tools.

Simplify secure access to your content with Box 

Box offers a content management platform to create, store, and share your files and documents in one place. The Intelligent Content Cloud supports enterprise single sign-on authentication via SAML 2.0, so you can securely access all your essential applications with just one login. 

With intelligent content management, say goodbye to the hassle of remembering countless login credentials or creating unique passwords for every platform. Enable SSO authentication on all your devices and stay protected with our built-in security and compliance features. 

• Password controls prevent attackers from easily guessing or cracking weak credentials 
• Multi-factor authentication (MFA) adds a verification step to the login process, blocking workplace intrusions 
• Granular permission levels limit user access, minimizing potential damage from compromised accounts 
• User activity alerts help you identify suspicious behavior faster 
• Integrations extend strong security controls to +1,500 applications 

Contact us and explore the benefits of single sign-on solutions with Box. 

While we maintain our steadfast commitment to offering products and services with best-in-class privacy, security, and compliance, the information provided in this blog post is not intended to constitute legal advice. We strongly encourage prospective and current customers to perform their own due diligence when assessing compliance with applicable laws.