Jan 6, 2012

New Year's Resolutions with LastPass: #2 Organize Your Vault

Now that you ran the LastPass Security Check and received your score, it's time to start getting things more organized so we can help you improve your numbers and start taking advantage of more LastPass features.

When you reviewed the Security Check results, you may have noted that you have a few weak passwords, old login information, and maybe even duplicate site entries as a result of importing old data. Our tips today will help you de-clutter your logins so we can move to the next step of updating your old passwords and improving your Security Check score.

Some of you ambitious LastPass-ers may have already moved on to that step, but for those taking this slowly we're helping you break this down into manageable steps!

1. De-Clutter Your Vault with Groups

If you go to your LastPass Icon and open My LastPass Vault, you will see your data displayed in alphabetical order by site name:

By default your sites are organized into three Groups: Recently Used, Secure Notes (this will not be visible if you have not added a Secure Note) and a blank or 'None' group for sites that have not been assigned to a Group.

Take 10 minutes to Group, or re-Group your logins. Grouping your sites will help break your logins down into manageable segments, helping you quickly access the data you need.

Click the "Create Group" link to create new Groups in the vault:

You may find it easy to create Groups by category, such as Email, Social Networks, Shopping, Banking, and more. Others may prefer to group by the area of their life: School, Home, Work, and others. Find a system that works for you, create as many Group folders you think you may need, and start re-arranging. If you want to re-name an existing Group, you can right-click on the Group name and choose "Rename Group".

Sub-Groups can also be created if you want to further break down a category.

With your Groups created, you can start dragging and dropping sites into the Groups. You can also right-click on a site name and choose "Move to Group" or "Move to Sub-Group".

If you have a large number of sites, you may find it easier to move multiple logins at once by using ctrl + left click or shift + left-click, then right-click over the entries and select an action:

Now, when you are prompted to add new a site to LastPass, you can simply click the "Group" drop-down you can select the appropriate location or create a new Group to keep things organized.

2. Delete Old Logins

You may have noticed you still have old logins with invalid passwords lingering in your vault. You can delete the login from you vault by selecting "delete" for the entry.

Sites can also be deleted by right-clicking over the site name in the vault and selecting "delete". Large numbers of sites can be deleted by ctrl + left-clicking or shift + left-clicking to select multiple sites, then right-clicking over the entries and choosing an action.

If you accidentally delete a site and need to retrieve it, simply go to your More menu in upper-right corner of the vault, and select "Show Deleted Sites".

From this page you can check one or more logins and click "Undelete" from the right-hand menu. Deleted entries are cleared after 30 days.

3. Remove Duplicate Entries

Those who imported data from previous password managers or from a browser may notice duplicate entries stored in the vault. To quickly de-clutter these duplicates, click the "Account Settings" link in the vault:

and choose the option to "Remove duplicate sites from your account":

You're Making Progress!

With a newly re-organized vault and your sites neatly grouped, we hope you'll find it easier to manage and access your data. De-cluttering will help us move forward with steps to up your security check score and generally get more out of LastPass. More tips are on the way!

Best,
The LastPass Team

37 comments:

  1. I have a number of groups and subgroups how can I move a sub group from one parent group to another ?

    ReplyDelete
    Replies
    1. You can right-click on the subgroup name, choose "Rename Group", and create a new subgroup by entering "NewParentGroup\Subgroup".

      Amber

      Delete
    2. So the answer really is "you can't"? Moving does not mean creating a new one that you then have to move all those sites to instead...

      Delete
  2. What do you recommend doing with all of the "Generated password for..." entries?

    ReplyDelete
    Replies
    1. If the generated password is stored in a site entry and you no longer need the record, you can simply delete it. The process should happen automatically when LastPass recognizes the generated password has been stored in an entry, but in the cases where the generated password isn't automatically deleted, you can simply purge them later.

      Amber

      Delete
  3. Perhaps this is coming up in a later step, but I also recommend taking the time to rename the entries so that they are sensible. If I'm looking for Kobo Books I'm looking for something that starts with K, not secure.kobobooks.com

    ReplyDelete
    Replies
    1. This comment has been removed by the author.

      Delete
  4. @Anonymous(1) - Unfortunately drag and drop isn't currently possible for subgroups, but you can right-click and select "rename group" to rename to another group (ie, Parent Group\Subgroup).

    @Anonymous(2) - If you've confirmed any password updates have been stored in a site entry, and you absolutely no longer need the generated password entry, you can just delete it. Testing the login first may be a good idea.

    @Julia - Thanks for the suggestion, if you don't do this at the time of saving a site it is helpful to go back and re-name them!

    Amber

    ReplyDelete
  5. It would be quite useful if you could 'archive' old logins instead of deleting them outright. This would help to preserve logins in case they are required in the future (for various reasons) and would also not include them in the Security Check results. At the moment, I have an Archive folder with all the deleted logins in them, but since they are counted as active by LastPass, some of the weak ones affect the Security Check results negatively.

    ReplyDelete
  6. Thanks for the feedback, Hamish, we may consider this feature in the future.

    Amber

    ReplyDelete
  7. I've been hesitant to use the "remove duplicates" feature because, for example, I have multiple logins for one wordpress site (administrator as well as the ones I set up for the clients.)

    Will "remove duplicates" in lastpass only delete those that are 100% identical or those that simply have identical URLs or names? I can't find the answer to this in the support and it's been one of those things that isn't pressing so I haven't bothered asking until now.

    I know there's a restore option but I'd rather have the answer to this particular question before hitting that button (and you should probably include it in your Help Center info.)

    ReplyDelete
    Replies
    1. This was answered below. Putting a copy here in the thread.

      February 14, 2012 at 9:38 AM

      Daniel,

      The deduplicator looks for exact matches of URL, username, password, and notes - essentially, the site entry must be an exact match, or LastPass won't identify it as a duplicate. Entries may be "duplicates" but not exact copies, in which case you'll need to manually sort and remove them.

      Let us know if we can clarify, or address any further questions.

      Amber

      HTH.

      Delete
    2. Also, you get another chance to cancel; when I click, I see this:

      Deleting duplicate:
      Keep the last remaining account:
      ...
      10

      This was a trial run, duplicates found: 10
      To delete these duplicates as shown: Delete Duplicates

      Delete
  8. Wow, this does not work very well in Chrome, and it is pretty slow in IE.

    ReplyDelete
    Replies
    1. works great for me in Chrome and IE (when I have to use IE)

      Delete
    2. sorry, premature . I was going to say: you might disable some other extensions and see if one or more is creating a conflict?

      Delete
    3. If anyone's seeing ongoing issues with the browser addon or with their account, please report it directly to our support team: https://lastpass.com/supportticket.php?lpnorefresh=1 so we can investigate with you.

      Delete
  9. I have the same question as Hilary, can you please elaborate on how "remove duplicates" work? Thanks.

    ReplyDelete
    Replies
    1. Daniel,

      The deduplicator looks for exact matches of URL, username, password, and notes - essentially, the site entry must be an exact match, or LastPass won't identify it as a duplicate. Entries may be "duplicates" but not exact copies, in which case you'll need to manually sort and remove them.

      Let us know if we can clarify, or address any further questions.

      Amber

      Delete
    2. Thanks, that's exactly what I expected from a "remove duplicates" feature.

      Delete
  10. How can you sort the order of sites within each group?

    ReplyDelete
    Replies
    1. The default is currently alphabetical order, the only way to re-arrange the sites is to re-name them. We may look at making this customize-able in the future.

      Delete
  11. How does LP decide what is a dupe entry? If I have several GMail accounts, e.g., with the same URL, will it delete them as duplicates?

    ReplyDelete
    Replies
    1. No, it will only recognize entries with the exact same fields saved (URL, username, password, etc) as duplicate entries. If there are slight variations between the entries, they will not be flagged by LastPass.

      Delete
  12. Last week, after the "Microsoft updates", everything went "weird", and my Last Pass isn't working as it did, previously. Now, I have trouble logging into my various sites that I used Last Pass on. Is there a way I can "wipe the slate clean", and start OVER?

    ReplyDelete
    Replies
    1. After uninstalling the LastPass program, you can try re-running the LastPass installer: https://lastpass.com/installer - do you continue to see problems? Please open a ticket with our support team: https://lastpass.com/support.php if so.

      Delete
  13. When I use Lastpass on my smartphone often it does not automatically match the application or site I am on with a LP entry. This is understandable because sometimes I'm using LP to enter a pw into an app, or into site that has an obscure URL such as secure.mysite.com.

    My complaint is that when I switch to *ALL SITES* to find the site I want, I am presented with all 500+ of my vault contents (all within a window that is 1/3 the viewing area of my phone) and I'm expected to scroll through them to find the correct one.

    Please add a quick method for me to either search for a keyword or jump to a certain letter so I don't have to scroll through 500 sites!

    ReplyDelete
    Replies
    1. And/or: take advantage of the groups that I spent hours creating and display them within that selection box rather than dumping 500+ individual sites into one viewing area.

      Delete
    2. Thanks for the great suggestions, we'll take a look at improving.

      Delete
    3. You're welcome Amber! Here's another (admittedly-self-serving) idea:
      Reward your members for their fantastic suggestions by giving away gift certificates that they can share with their friends to spread the awesomeness that is Lastpass! :)

      Delete
    4. If you send them my way with a reference, I'm happy to credit their account with some complimentary Premium (press at lastpass dot com). We do run occasional promotions and giveaways, so keep an eye out for those on our blog and social media accounts.

      :)

      Delete
  14. As a new user, I found the vault in Chrome difficult to work with. The interface is very "old-fashioned" and not user-friendly. For example, why not add checkboxes next to each item and a drop-down menu to allow actions such as moving or deleting a large number of items? It would also be easier if I could click on the folder itself rather than the little triangle when trying to expand a folder. I also haven't figured out how to create a new site with login and password textboxes when adding directly from the vault. Are there plans to improve the interface or is there a reason for this type of interface? I would like to recommend lastpass to family and friends sometimes, but I'm afraid they would become confused and frustrated with the vault.

    ReplyDelete
    Replies
    1. Thank you for the honest feedback, we do continue to look at improvements to the UI and UX, although we don't have an ETA on a design overhaul for the vault. We appreciate the specific suggestions, though, further feedback is always welcome.

      Delete
  15. I also had difficulty learning the Chrome interface. So much so that I opened a support ticket [555676] because I didn't realize that I could shift-click or control-click and select multiple entries.
    Checkboxes would have eliminated my confusion.

    ReplyDelete
  16. Is it possible to have an entry in multiple groups? This akin to the "label" feature in Gmail. Would be quite handy.

    ReplyDelete
    Replies
    1. We don't currently offer this capability, but may look at a "tagging" or "labeling" feature in the future.

      Delete
  17. I cannot shift (or cntl) + click to select multiple entries all it does is open the entry

    ReplyDelete