1Password tips

Staying Organized with 1Password for Teams

In our recent newsletter I had planned to share my New Year resolution to get organized and how I am using 1Password for Teams to keep my Family and Work information separate. It got too long for a newsletter so I thought I’d write a blog post instead.

First, a little bit of history is in order. I started using 1Password nearly 10 years ago and have accumulated well over 2000 items during that time. These include work, personal, and family logins; secure notes; and just about anything else you can think of.

Here are just a few of the things I have in 1Password:

  • Personal logins for Twitter, Facebook, etc.
  • Tons of AgileBits logins and keys. Running a company needs a lot of passwords!
  • My wife Sara’s financial accounts that I never use but need access to just in case.
  • Test data needed for testing 1Password’s browser extension.

And that’s just the beginning. Now that the kids are getting older, their logins are becoming increasingly important. If Abby or Jack were to lose access to their Minecraft or ROBLOX accounts, their little worlds would literally fall apart.

Add to that the logins needed for estate planning for my parents and Sara’s mom, and you can easily see how I wound up with thousands of items in 1Password!

1Password does a great job storing all this information and allows me to access it from anywhere whenever I need it, but I would like to organize it better.

In addition to wanting to be organized, I also need to share some items with colleagues and others with family. Some items, like my personal information, should remain mine and should not be shared with anyone. Tags are great for simple organizational tasks, but they’re not enough for all my needs.

Thankfully there’s a perfect solution…

Enter 1Password for Teams

As I’ve used 1Password over the past decade, I’ve always managed my own vaults, using a mixture of iCloud, Dropbox, and even Wi-Fi Sync for a time. Six months ago, Roustem invited me to our new AgileBits team on 1Password for Teams and I fell in love.

With 1Password for Teams, creating additional vaults and syncing them to all my devices is super easy. Best of all, I can share individual vaults with specific teammates and the vaults will automatically appear on their devices.

Once creating and sharing vaults was made so easy, it became natural to create a lot of them for various tasks and to share between teams. Here’s a glimpse of the Admin Console for our AgileBits team and some of the vaults we have:

1Password for Teams: AgileBits Admin Console

You can see that we have vaults for pretty much every team at AgileBits. This allows the social team to share Twitter, Facebook, and other logins with each other. We also have vaults for developers, directors, and even third-party external auditors.

Seeing how perfect these vaults were for keeping things organized, I decided to follow suit and create a Teare Family team to keep my personal life organized.

Before I could take this plunge, however, I had to ensure that the most important thing of all happened…

Keep The Wife Happy. Always.

I’d love to say that my dad imparted this sage advice to me on my wedding day, that I should always keep my wife happy. Let’s just assume that’s what he said and move on before I tell too many stories here1 :)

Sara is a creature of habit and as such wasn’t too excited when I told her I was switching everything over to use our new Teare Family account.

She was deathly afraid that 1Password for Teams would destroy her workflow and that all her 1Password data would get merged with the new vaults. Thankfully neither of these is true.

I started by showing Sara how my AgileBits team vaults integrated with 1Password. The newly styled vault selector in 1Password 6 for Mac was perfect for this:

1Password for Teams vault selector

Sara instantly loved this! Seeing that the vaults stayed separate was exactly what she wanted to see. Her next question was how to go about moving items from one vault to another, so I showed her how you simply use the Share menu to move items between vaults:

1Password for Teams: move item between vaults

She loved what she saw and immediately wanted to be part of this new Teare Family team. Now that she was excited, this was going to be a lot more fun :)

Starting a Family… Team!

Now that I had Sara on board, I was ready to set up the Teare Family. Having multiple teams within 1Password is very natural and works just the way you expect.

First, I created my team and used the Admin Console to invite Sara to join me. I also created a Parents vault so we could share information with each other and nobody else.

Here’s what the Teare Family vaults look like in our Admin Console:

1Password for Teams Teare Family Admin Console

Let’s go through these three vaults and what I’m planning to use them for:

  • Your Vault: This screenshot is from my Admin Console so the Your Vault is my vault. It’s a confusing name and we plan to change it before the beta ends :)
  • Everyone: This vault and its contents are visible to everyone on the team. This is where we store Abby & Jack’s Minecraft and ROBLOX logins. When my parents join my team, I’m happy they will get access to this vault so Abby & Jack can log in while at Grandma’s house2.
  • Archive: I have trouble throwing stuff away as I’m aways afraid I’ll need it later. Instead of deleting items, I simply move them to the Archive vault.
  • Sara’s Mom: Someday Sara hopes to get all her mom’s information in here so she can have it handy when needed. As her executor, Sara will need it one day, but hopefully not for a very long time. Until then, having her insurance information, passport numbers and other relevant information is great when booking trips.
  • Dave’s Mom & Dad: Same as above, but this time for my mom & dad. I put their Wi-Fi password in here as well. My dad has been the master of crazy long random passwords for years!
  • Parents: This is where Sara and I store things that we want to share with each other and no one else.

You might be wondering where the other vaults are for Sara, Abby, and Jack.

Sara has her own vault that I do not have access to. This is perfect as I don’t need access to her Facebook login. And the best couples are the ones who are secure enough with each other to have their own secrets :)

As for Jack and Abby, try as I might, they are not ready to join our 1Password team yet. Once they are older I’ll invite them to the Teare Family team and they can move their items from the Everyone vault into their own personal vaults.

The great thing about 1Password for Teams is you can start small and grow as you need to. You simply invite additional people to your team whenever you want.

Quickly Find What You Need

With all these vaults I have and all the additional sets of information I added to 1Password, you might be wondering how I manage to find my information when I need it.

The last thing I want happening when I press ⌘\ to log in to my Facebook is to see everyone else’s Facebook logins. Also, I don’t want to have to switch vaults or remember where I stored a login when I need to find it.

Thankfully the solution is simple: 1Password 6 for Mac and iOS have a new feature called All Vaults. With All Vaults I can see all my information without needing to switch vaults.

For example, this is how things used to look when I searched for Twitter in 1Password mini:

Search All Vaults in 1Password 6

Notice the all-inclusive All Vaults icon in the screenshot there. It’s letting me know that I am searching across all my vaults.

To keep it limited to my vaults, I simply exclude the vaults I don’t use very often from All Vaults by going to 1Password’s Preferences.

1Password 6 for Mac: All Vaults preferences

I excluded the Everyone vault from the Teare Family as I rarely need to help Jack log into his ROBLOX. I also excluded the test vaults and many other AgileBits vaults as I rarely need to set up servers or configure new development machines.

Now when I use 1Password mini to trigger Go & Fill for a Login, I find only what I need. Here’s how things look when I search for Twitter after limiting All Vaults to the ones I use frequently:

Searching All Vaults in 1Password 6 for Mac

Now I can quickly log in to see what shenanigans the team is up to today. When I do want to see the other logins, I simply click on the All Vaults icon and switch to the vault I need.

Onward

I’m not done yet but I’m already feeling much better about starting the organization process. Now that there’s a good spot for everything I can easily add new items wherever they should be.

As for my existing thousands of items, I am moving them over slowly, one by one. To make this a regular part of each day, I hid my locally managed vaults from the All Vaults view. This way, whenever I need an account and can’t find it, I know to switch vaults, find the item I need, and then move it to the appropriate place before proceeding.

It will take time to get through all my items this way, but it’s an enjoyable process that leaves me feeling better at the end of the day, so I’m hoping this New Year’s resolution will stick.

Have yourself a wonderful and organized 2016! Be sure to create a team for your family and please let me know what’s on your mind in the comments below or by visiting the 1Password for Teams Discussion Forums. It’s always great hearing from you :)

1Password tips

Remotely use 1Password on the new Apple TV

Remote 4.2.3Of all the Apple devices in my home, the Apple TV has been a family favorite. Having cut the cord years ago, Apple TV is how we watch our shows using Netflix, Hulu, or iTunes. I took the plunge on Black Friday (who can resist a great deal?) and picked up the new Siri-enabled Apple TV.

Wow, is it awesome! By far one of my favorite features is asking Siri, “What did she say?” during a show. Siri backs up the show a few seconds and puts up captions for a moment so I am sure to understand. Ohhhh, that’s what she said!

My son loves playing Alto’s Adventure on the new Apple TV, and it’s stunning on the big screen. Between the gorgeous scenes and hearing the swooshes and slides of the snowboard over our surround sound system, it just doesn’t get much better.

But there is something I didn’t enjoy about the new Apple TV. On previous versions of the Apple TV, Apple’s Remote app for iOS allowed me to navigate an Apple TV from my iPhone or iPad, and when I needed to enter text for a search or to log in to a service, I could type it in with the iOS keyboard. While being able to use the iOS keyboard is fantastic, it’s still not ideal for entering long passwords on Apple TV. Instead, I’d use the Remote app to copy and paste my random, unique passwords from 1Password into services like Netflix and Hulu.

Sadly, tvOS didn’t initially support the Remote app. I had to use the Siri remote’s touchpad to slide around a keyboard on my TV screen, while using the Large Type feature of 1Password for iOS to look back and forth. Dark times, my friend. Dark times.

I know what you’re thinking: surely this calls for a 1Password app for the Apple TV! Unfortunately tvOS doesn’t (yet?) have a way for apps to interact with each other like on iOS, so a 1Password app wouldn’t be very useful.

remote-slide-over

Slide Over makes copying passwords from 1Password and pasting into Remote better than ever.

Thankfully, tvOS 9.1 is now available for the new Apple TV, and it adds support for the beloved Remote app! Entering your super secure passwords on your Apple TV is as easy as copying the password from 1Password for iOS and pasting it into the text field that appears in the Remote app. This is even easier when you use Slide Over on the iPad.

apple-tv-alto

Looks like he’s going to stick the landing! Or will he?

With tvOS and Remote being buddies again, I never have to worry about how to get my super secure passwords from 1Password again. As an added benefit, I can also sneakily prank my son while he plays Alto’s Adventure by exiting him to the home screen.

More than just passwords header

Secure all the things in Secure Notes

The more I use 1Password, the more uses I think of for it. Of course, all my usernames and passwords are stored in the app, and I can’t tell you how much I love signing in to an iOS app that has enabled the 1Password app extension. It’s downright magical. If that’s all 1Password ever did for me, I’d be more than satisfied. But as 1Password has grown and developed, it’s given me so many wonderful options for keeping all kinds of data secure and sorted. For a girl who loves organization, it’s a dream come true!

One of my favourite improvements to 1Password is the Secure Notes category. With custom fields (and custom icons!), I’ve got my very own customizable database for any type of information I want to keep secure yet easily available. I want to share with you just how awesome this category can be, so here are a few of my favourite uses for Secure Notes.

Family medical history

Secure Notes: Medical info

Do you remember your complete medical history? How about your partner’s, your child’s, or your pet’s? I store information about each family member’s allergies, prescriptions, previous surgeries and other important details in a Secure Note shared in my family vault. Custom fields help me keep all the details nicely sorted, and the custom icons make these entries easy to recognize! I hope it’s never necessary, but it’s great to know that it’s available there, just in case.

Taxes

Secure Notes: Taxes

Thankfully, we only have to deal with taxes once a year. But that infrequency can lead to a lot of forgetfulness. There are all sorts of identifying numbers associated with filing taxes, even more if I want to file online. In years past, I have had to dig through my not-so-awesome paper filing system to locate all those details. Now I’m building a Secure Note with all my tax information, including a list of charitable donations and other relevant deductions I know I’ll want to remember. I can even attach PDFs of previous tax returns and necessary forms for reference. I’m dreading tax season less already!

Insurance Policies

While we’re talking about fun stuff, do you know your insurance policy details? Whether it’s for your home, car or health, this is the sort of information that you don’t really need—until it’s really, really necessary. In my mind, this is exactly what the Secure Notes category in 1Password was designed for. Knowing that this data is secure and available when I need it gives me a whole lot of peace of mind.

Hardware database

Secure Notes: Hardware

It’s the age of technology, and we all have a wonderful collection of gadgets and gizmos to help us do our jobs and entertain us throughout the day. And each of those gadgets comes with warranty information, user guides and an array of important details. If that information gets stored in my “filing cabinet” (ok, it’s just a box with a bunch of loose papers at this point) it may as well go in the recycling bin. Now 1Password is my go-to database for all my hardware information from cameras and iDevices to game consoles and home appliances. Very neat and tidy.

Where is that thing?

I work with some really smart people. A while back, Mitch shared an awesome idea for Secure Notes. In his blog post, he talks about training 1Password to remember where you’ve stored physical things that are hardest to find when you need them, like a passport or winter gloves. I’m still geeking out over it!

I’m amazed by how powerful custom fields have made the Secure Notes category. I use them so much that I could probably talk to you about them all day. But I’d rather hear from you. Have you used this feature to simplify your life? Please share your story in the comments.

1Password for Teams: Getting Started (Admin)

Starting your admin adventure with 1Password for Teams

Whew! Tuesday was an exciting day for the AgileBits family. In case you missed our big announcement, we’ve been working on a great new solution that makes it super simple to share secrets securely with your team. (Say that three times fast!)

We hope you’ve already signed up to reserve your team name. We’re letting people into the beta just as fast as we can. If you’ve already gotten your golden ticket, you’re probably pretty excited to get 1Password for Teams set up. So many new and exciting things to play with, but where to start? Let’s start at the very beginning. A very good place to start.

After you’ve signed in to your 1Password for Teams account, your adventure begins on the Home page. This is where you will find the vaults you can access. Initially, you will see Your Vault and the Everyone Vault on this page. Let’s get things rolling by creating a new vault for your team.

Anything that has to do with managing your 1Password for Teams account is done in the Admin Console. Head over there by clicking the Team menu in the top right corner and selecting the Admin Console menu option.

1Password for Teams Home: Admin Console menu option

Go ahead, seize the day and create a new vault now: while in the Admin Console, click the Vaults tab. On the Vaults page, click the + button to create a new vault. There’s no limit to the number of vaults you can create, and vaults can be shared with some or all of your teammates.

1Password for Teams Admin Console: Vaults

Every excellent adventure needs a crew, so click the Invitations tab in the Admin Console to invite your team members aboard. Send out email invitations to everyone, or use the special link that 1Password for Teams generates for you.

To add a teammate to a vault, two things need to happen: they must accept the invitation you sent them, and you must approve them. Once a user has accepted their invite, you can return to the Admin Console and confirm their membership.

1Password for Teams Admin Console: Invitations

Now you’ve got your vaults and your team. You’re almost ready to take off. All you need to do is decide who gets access to which vault. On the Vaults page, select the vault you want to share and click on Manage Access. Simply select the people you would like to add to this vault and it will show up immediately on their Home page.

1Password for Teams Admin Console: Manage vault access

I hope you’ve enjoyed the guided tour so far. Continue the adventure on your own by reading the Getting Started guide for admins, and stay tuned for more posts.

If there is something in this flow that could be improved to work better for you, please let us know in the forums. These beta days are the best days to get in your bug reports and suggestions for improvement. Thanks so much for trying out 1Password for Teams Beta!

1Password tips

Quick Tip: iOS 9 Spotlight search and 1Password

Some of the geekiest arguments I’ve ever heard have been over the way people organize apps on their iPhones and iPads. I keep my most heavily used apps on my main screen, then shove almost everything else into folders on my other screens.

The reason I can do this is because of the wonders of Spotlight search. It’s easy for me to search for and launch the app I want to use, so I don’t have to spend my mental energy trying to remember where I’ve put things.

Apple opened up Spotlight to third-party developers like us in iOS 9. My searches are now supercharged! I’ve gotta say, I love being able to find my 1Password items right from my iPhone’s home screen. I enabled Spotlight search in 1Password by going to Settings > General > Enable Spotlight Search. Now I can just pull down, type in part of the item’s title, then tap on its name in the search results. 1Password opens right to that item.

iOS 9 Spotlight search

You might have questions about the new Spotlight search and how it works with 1Password, so I put together some answers for you. If your question isn’t addressed, please let me know; I’ll be sure to update it in response to your feedback.

I’m also curious: what are your favorite iOS 9 features? Let me know in the comments!

1Password tips

Quick Tip: 1Password 6 and Slide Over

Slide Over Happy Chris

It’s been just over a week since I received my delightfully thin and light iPad mini 4. I got the orange Smart Cover, and it looks fantastic. The primary reason I decided to upgrade my iPad mini this year was to take full advantage of everything iOS 9 has to offer.

iOS 9 has a metric ton of new features, but by far my favorite is Slide Over. Combining 1Password with Slide Over is a game changer for saving time and using every bit of power 1Password has to offer.

Logging into third-party apps doesn’t get any easier than using the 1Password Extension, which is supported by many apps. However, there is the occasional app that doesn’t (yet) support the extension, and this is where Slide Over shines.

Slide Over is a new iOS 9 feature for the iPad1 that lets you swipe from the right edge of the display to bring up another app on top of the one you are currently using. Multitasking has never been faster or easier.

Let’s say I’m using my banking app, which sadly hasn’t added the 1Password extension. In iOS 8, my workflow would have looked like this: close the banking app, launch 1Password, copy the password, switch back to the banking app, and then paste.

With the combined power of iOS 9, Slide Over, and 1Password 6, I can simplify the process.

Swipe left to right in your item list to reveal the Copy Password option

Swipe left to right in your item list to reveal the Copy Password option

While in my banking app, I can swipe in from the right, unlock 1Password, slide from left to right on the bank’s Login item in the list to copy the password, and slide 1Password away. It’s that simple.

If you have an iPad that supports Slide Over, give it a shot the next time you find yourself in an app without 1Password support. And then be sure to write a nice note to the developer of that app and ask them to integrate the 1Password app extension for iOS.

We always love hearing from you. Start a conversation with us on our Support Forums, Twitter, or Facebook.


1 Supported on iPad mini 2, 3, and 4; iPad Air and Air 2; iPad Pro

1Password tips

Quick Tip: Move a locally synced vault

Pop quiz, hotshot. You’ve chosen to sync your vault to local storage using 1Password 4 for Android. Now you’ve got a new device and you need to migrate that data onto it. What do you do? What do you do?

Not to worry. Migrating your vault to another device isn’t as daunting as it may appear at first glance. You’ll just need access to a desktop computer and a USB cable.

Move the vault from the old device

1P4 Android bot

The first thing you’ll need to do is connect your Android phone or tablet to your desktop with a USB cable. Then, open the device to view its files and folders on your computer.

Note: If you’re using a Mac, make sure you have installed the Android File Transfer tool.

Using Finder or Windows Explorer, navigate through your device’s local storage until you find the .agilekeychain folder that is your 1Password vault. Copy the entire folder to the desired location on your computer.

Migrate to a new device

To get that vault onto a new Android device, connect the new Android to the computer with the USB cable. Then, copy the entire folder to your new device’s local storage.

Once the folder is on the new device, configure 1Password for Android to sync with local storage, as usual.

Migrating to Dropbox

If you’ve decided to switch to Dropbox for easier syncing between devices, you can do that easily. Make sure that Dropbox is installed on your Mac or Windows PC.

Once you’ve got Dropbox installed, open the Dropbox folder on your device and copy the .agilekeychain folder to it. You can use 1PasswordAnywhere to confirm that your vault transferred to Dropbox properly.

That’s it! If you’re syncing to local storage with 1Password 4 on Android, it’s a good idea to back up your vault to another device this way every now and then, just in case something bad should happen. That’s just perfectly normal paranoia. Everyone in the universe has that. :shifty_eyes:

The AgileBits team wearing their finest tin foil hats

The AgileBits team wearing their finest tin foil hats

Questions? We’d love to hear from you. Leave a comment here or join us in the forums. If you’d like to join our beta family and be the first to try new features, you’re most welcome to sign up for our beta newsletter.

1Password tips

Quick Tip: Migrate your details between 1Password items

We all have our own ways of keeping things neat and tidy, and having something out of place can just throw your whole day out of whack. Luckily, 1Password mini can help you keep things organized just the way you like them.

Let’s say someone sends you the details for the Wi-Fi router at their house, but it’s in a Secure Note instead of the Wireless Router template for 1Password.

Wireless network data stored in a Secure Note

If you’re like me, this is the kind of thing that could make you a bit, well…

homer_go_crazy

So, let’s move the relevant data over to a new Wireless Router item and set things right with a few simple steps:

1. Create the new item

In 1Password, create a new item in the proper category. Launch 1Password, and choose File > New Item > Wireless Router. This is the new item where the previous Secure Note’s content will go. Leave this new item in edit mode.

Create a new Wireless Router item

2. Open the original item in 1Password mini and anchor it

Click the 1Password mini icon in the toolbar and search for or browse to the Secure Note containing the details you want to migrate to the new entry. Click the anchor button in the bottom left of the detail view to keep the item on screen.

Copy and paste the details

3. Copy and paste

At this point, you can copy and paste the relevant information from the original item. You can also create new sections and fields for any important information that doesn’t fit elsewhere. When you’re finished, save the new item.

4. Delete the original item

At this point, the original item is no longer needed and can be safely deleted.

5. Bonus points: share!

Share the new entry with the person who sent you the Secure Note version using the item’s Share button.

Share the item

This use case comes up for me more often than I would have thought in the past. The Wireless Router example is a real one from a recent trip to visit the team in our Toronto office. Beyond that, I have quite a few items I exported from Yojimbo long ago, and those only exported as plain text files. I imported those text files as Secure Notes in 1Password and I have been migrating them to proper 1Password entries here and there over time. Instead of switching back and forth between items in 1Password, using 1Password mini’s anchored windows helps to make the process of migrating data between categories a lot simpler.

More than just passwords header

Staying on top of deadlines and expiry dates

1Password is at its best when it’s helping us forget — not just our passwords and credit card numbers, but also where we put that thing. 1Password remembers, so we don’t have to. It’s easy to get hooked on this line of thinking. You start to ask yourself: what else can I afford to forget about?

How about deadlines? I’m not talking about calendar appointments. Think instead of the warranty on your laptop — the one that always runs out days before you need to use it. Think of the gift card you need to spend before Father’s Day. The domain name you keep forgetting to renew. The annual subscription you plan to cancel before you get charged again.

So much of our sensitive information comes with a best before date — and 1Password is great at keeping track of best before dates.

expires soon

You’re probably used to filling in the expiry date field for your credit card, but you might know that it’s also built into lots of other 1Password items — Passports, Memberships, Driver’s Licenses, etc. You can also add it to your own items using custom fields.

Once you assign expiry dates to all your time-sensitive items, you’re one smart folder away from seeing anything that needs your immediate attention.

expiry smart folder

The key to making this work is the second field (“Any Value” -> “contains”), which I’ve set to the current year. You could also fill in “2015-05” to see only the items that expire in May, but tweaking this value every month might be too fiddly for your tastes. I find a year’s worth of expiry dates is manageable so long as I review the folder every once in a while.

1Password won’t ever replace my calendar, but there are some due dates it handles with style — especially when it comes to information I can’t risk keeping anywhere else.

How do you use 1Password to make your life a little more manageable? We’d love to find out. Share your creative ideas in the comments!

More than just passwords header

Simple and secure gifting with 1Password

I’ve moved a lot during my ‘adult’ life, and as such, I’ve got friends and family across the country, and around the world. Since I don’t see most of them nearly as much as I would like to, I like to send out random gifts every now and then to remind them that I think they’re awesome and to give them a bit of a smile. It can be a silly little craft I’ve made or a card with a note. Often, it’s something that I see online that I know they’d just love.shirt design by DoOomcat on woot.com

One frequent benefactor of my online shopping addiction is my soon-to-be-seven year old niece, Maddie. When a friend showed me a new nerdy t-shirt design on one of our favourite shirt-a-day sites the other day, I knew it would be perfect for Maddie.

When I went to fill in Maddie’s address in the shipping details, it occurred to me that I type this address a lot … and I really don’t want to.  So, I switched over to 1Password and filled her address into a fresh new Identity item instead. When I switched back to the shipping form, I could fill her address with a few clicks. Now it will be easier than ever to send stuff her way, and I’m quickly filling up my Identities category with the addresses of other family and friends.

Maddies Identity

Bonus tip:  to make this category even more useful, use the notes field of the Identity to store gift ideas – you’ll know where they are when you need them, and they’ll be safe from curious prying eyes!