Limit sign-in to allowed email domains

Any Zoho account can approve the client, and an outside account got a
session that returned the .env site, group and technician names.
ALLOWED_EMAIL_DOMAINS is now required: the callback refuses other
domains and revokes their token, and every API call re-checks it so
older cookies stop working. /api/names also makes the caller's token
read from SDP before returning the shared names.

Co-Authored-By: Claude Opus 5.5 <noreply@anthropic.com>

README.md

@@ -25,6 +25,7 @@ Copy `src/env.example` to a file named `.env` and fill it in. The region, timing
 | --- | --- | --- |
 | `CLIENT_ID`, `CLIENT_SECRET` | Yes | The Zoho Server-based Application credentials. |
 | `SESSION_SECRET` | Yes | At least 32 characters. Encrypts the sign-in cookie. Generate one with `openssl rand -hex 32`. Changing it signs everyone out. |
+| `ALLOWED_EMAIL_DOMAINS` | Yes | Comma-separated email domains allowed to sign in, e.g. `mainecc.edu`. Any Zoho user can approve the client, so this is what keeps outside Zoho accounts out. Exact match: `mainecc.edu` doesn't let in `sub.mainecc.edu`. Checked at sign-in and on every call, so removing a domain signs those people out. The server won't start without it. |
 | `PUBLIC_URL` | Yes when hosted | The address people open, with no trailing slash, e.g. `https://dashboard.example.com`. Zoho sends people back to `PUBLIC_URL/auth/callback`. Defaults to `http://localhost:3000`. Cookies are marked secure when it starts with `https://`. |
 | `SESSION_DAYS` | No | How many days a sign-in lasts before Zoho is asked again. Defaults to 7. |
 | `TECHNICIAN_NAMES` | No | Comma-separated technician names, spelled as they appear in SDP. One table row per name. Leave it empty to include every technician. |
@@ -108,6 +109,7 @@ The sign-in is kept in an encrypted cookie in that browser for `SESSION_DAYS` (7
 ### Security
 
 - **Network:** NPM only lets in MCCS' public IP addresses (campuses and VPN). From anywhere else the subdomain doesn't answer.
+- **Allowed domains:** any Zoho account can complete the Zoho consent screen, so the server only creates a session for emails at `ALLOWED_EMAIL_DOMAINS`, and checks again on every call. A refused sign-in has its Zoho token revoked straight away.
 - **Per-user sign-in:** every request needs the user's own Zoho sign-in. There is no shared token, so a reachable page with no sign-in shows nothing.
 - **Tokens:** the Zoho tokens live only in the user's cookie, encrypted and authenticated with `SESSION_SECRET` (AES-256-GCM). The cookie is `HttpOnly`, so page scripts can't read it, and `SameSite=Lax`. The server doesn't store tokens or sessions.
 - **Read-only:** the only SDP scope is `SDPOnDemand.requests.READ`.

docs/NOTES.md

@@ -40,6 +40,8 @@ Docs: <https://www.manageengine.com/products/service-desk/sdpod-v3-api/getting-s
 - **2026-10-15:** **Weather locations are a fixed list** (`src/places.js`), not free zip codes, so a browser can't make the server look up arbitrary places and the per-zip cache stays small. The `.env` zip is added to the list if it's missing.
 - **2026-10-15:** **Status rules stay in `.env`** (`STATUS_NAMES`, `UNASSIGNED_EXCLUDED_STATUSES`). They're the help desk's definition of open and closed, not a personal preference. Hiding a status column is per user, but hidden columns still count toward Total open.
 - **2026-10-15:** **Sound stays per browser** (`localStorage`), not in the saved settings, so a muted desk browser doesn't mute the wallboard signed in as the same person.
+- **2026-10-15:** **Sign-in is limited by email domain (`ALLOWED_EMAIL_DOMAINS`).** Any Zoho account can approve our client, and before this, an outside account got a session and `/api/session` handed it the `.env` site, group and technician names (ticket queries failed with their token). Prod v2.0.0 has this gap. The callback now refuses other domains and revokes their token, `requireSession` re-checks every call so older cookies die too, and the server won't start without the setting. Students don't have Zoho accounts, so the domain is enough for now. Next step: check the user is an SDP technician at sign-in, which probably needs a users/technicians read scope.
+- **2026-10-15:** **`/api/names` makes the caller prove SDP access first** (a one-row requests query with their token) before returning the shared cache, so the names never go to a token SDP refuses.
 - **2026-10-15:** **No published ports in compose.** Docker's port publishing bypasses ufw, which would skip NPM's IP access list. The container joins NPM's network instead.
 - **2026-10-15:** **CI uses plain `docker` commands** on the self-hosted runner, not the buildx or login actions, so there are fewer moving parts on the runner. Pushes both the tag and `latest`.
 

docs/ROADMAP.md

@@ -16,6 +16,7 @@ A hosted dashboard for MCCS help desk staff. Everyone signs in with their own Zo
 
 - [ ] **Finish checking the rebuild live.** Done on 2026-10-15 with a bare-metal test run behind `dash-test`: Zoho sign-in, live SDP data, Sign out, and the NPM access list (403 from mobile data). Still to check: the token renews after an hour without a sign-in prompt, and the first `v*-prod*` image builds, starts healthy and serves the production subdomain.
 - [ ] **Per-user settings: finish live checks.** Built on 2026-10-15 (branch `v2.1.0`), tested with stubs only. Check against real SDP: the name suggestions query, the setup prompt on first sign-in, and the `sdp-data` volume surviving `docker compose pull && up -d`. Fill in campus satellites in `src/places.js`.
+- [ ] **Technician check at sign-in.** Replace or back up `ALLOWED_EMAIL_DOMAINS` by asking SDP whether the user is a technician. Find the scope this needs (users/technicians read); adding it means everyone signs in again. It would also allow real pick lists for technicians.
 - [ ] **Panel modules:** each panel has a server route to fetch its data and page code to draw it. The weather card is the model.
 - [ ] **Status table width:** it scrolls sideways once there are more statuses than fit (see `NOTES.md`).
 

src/env.example

@@ -1,6 +1,9 @@
 # Zoho API console "Server-based Application" client. Its redirect URI must be PUBLIC_URL/auth/callback
 CLIENT_ID=
 CLIENT_SECRET=
+# required: only Zoho accounts with an email at these domains can sign in (exact match, comma-separated)
+# any Zoho user can approve the client, so this is what keeps outside accounts out
+ALLOWED_EMAIL_DOMAINS=mainecc.edu
 # the address people open the dashboard at (no trailing slash); defaults to http://localhost:3000
 PUBLIC_URL=https://dashboard.example.com
 # encrypts the sign-in cookie; at least 32 characters, e.g. from `openssl rand -hex 32`. Changing it signs everyone out

src/names.js

@@ -1,6 +1,6 @@
 const path = require('path');
 const { createJsonFile } = require('./store');
-const { fetchRecentNames } = require('./tickets');
+const { fetchRecentNames, checkRequestAccess } = require('./tickets');
 
 const REFRESH_HOURS = 1; // SDP is asked for fresh names at most this often, whoever asks
 const LOOKBACK_DAYS = 30;
@@ -26,8 +26,11 @@ function createNameCache({ dataDir, seed }) {
         }
     }
 
-    // the user's token is used to refresh; if SDP says no, the cached names are still returned
+    // The cache is only handed out once the caller's own token has read from SDP, so the names
+    // never reach someone SDP turns away. That token also refreshes the cache when it's due; a
+    // failed refresh still returns the cached names, since the caller has already proved access.
     async function list(accessToken) {
+        await checkRequestAccess(accessToken);
         if (Date.now() - file.get().fetchedAt > REFRESH_HOURS * 60 * 60 * 1000) {
             pending = pending || fetchRecentNames({ accessToken, days: LOOKBACK_DAYS, pages: PAGES })
                 .then(found => {

src/public/index.html

@@ -736,6 +736,7 @@ const STATUS_TEXT = {
 const SIGNIN_PROBLEMS = {
   denied: 'Zoho sign-in was cancelled or refused.',
   expired: 'The sign-in took too long or was started in another tab. Try again.',
+  notallowed: "That Zoho account isn't allowed to use this dashboard. Sign in with your MCCS staff account.",
   failed: "Zoho sign-in didn't complete. Try again, and check the server log if it keeps happening."
 };
 

src/routes.js

@@ -22,6 +22,14 @@ function createAuthRoutes({ zoho, sessions }) {
         try {
             const tokens = await zoho.exchangeCode(String(req.query.code));
             const user = await zoho.getUser(tokens.accessToken);
+            if (!sessions.isAllowed(user)) {
+                console.warn(`Sign-in refused, not an allowed domain: ${user.email || 'no email'} from ${req.ip}`);
+                // they never get a session, so drop the token Zoho just issued
+                await zoho.revokeToken(tokens.refreshToken).catch(err => {
+                    console.warn('Could not revoke Zoho token:', err.message);
+                });
+                return res.redirect('/?signin=notallowed');
+            }
             sessions.start(res, tokens, user);
             console.log(`Signed in: ${user.email || user.name || 'unknown user'} from ${req.ip}`);
             res.redirect('/');
@@ -123,7 +131,15 @@ function createApiRoutes({ sessions, weatherService, settings, timing, userSetti
 
     // suggestions for the settings panel; typing any name still works
     router.get('/names', signedOutOnSdp401(async (req, res) => {
-        res.json(await nameCache.list(req.session.accessToken));
+        let names;
+        try {
+            names = await nameCache.list(req.session.accessToken);
+        } catch (err) {
+            if (err.response?.status === 401) throw err;
+            console.warn(`Name suggestions refused for ${req.session.user?.email}:`, err.response?.status || err.message);
+            return res.status(403).json({ error: 'ServiceDesk Plus did not allow this request' });
+        }
+        res.json(names);
     }));
 
     router.get('/closed', signedOutOnSdp401(async (req, res) => {

src/server.js

@@ -18,17 +18,21 @@ const PORT = process.env.PORT || 3000; // default 3000
 // the address people open; zoho sends them back to PUBLIC_URL/auth/callback after sign-in
 const PUBLIC_URL = (process.env.PUBLIC_URL || `http://localhost:${PORT}`).replace(/\/+$/, '');
 
+const toList = value => (value ? value.split(',') : []).map(v => v.trim()).filter(Boolean);
+
+// any Zoho account can approve our client, so sign-in alone doesn't mean someone is staff
+const allowedDomains = toList(process.env.ALLOWED_EMAIL_DOMAINS).map(d => d.replace(/^@/, '').toLowerCase());
+
 const problems = [
     !CLIENT_ID || !CLIENT_SECRET ? 'CLIENT_ID and CLIENT_SECRET are required' : null,
-    !SESSION_SECRET || SESSION_SECRET.length < 32 ? 'SESSION_SECRET must be at least 32 characters (try: openssl rand -hex 32)' : null
+    !SESSION_SECRET || SESSION_SECRET.length < 32 ? 'SESSION_SECRET must be at least 32 characters (try: openssl rand -hex 32)' : null,
+    !allowedDomains.length ? 'ALLOWED_EMAIL_DOMAINS is required, e.g. mainecc.edu' : null
 ].filter(Boolean);
 if (problems.length) {
     problems.forEach(p => console.error(p));
     process.exit(1);
 }
 
-const toList = value => (value ? value.split(',') : []).map(v => v.trim()).filter(Boolean);
-
 const technicians = toList(TECHNICIAN_NAMES);
 const statuses = toList(STATUS_NAMES);
 // statuses that count as done; everything else shows up in the workload table
@@ -60,6 +64,11 @@ const sessions = createSessions({
     secret: SESSION_SECRET,
     // the proxy terminates https, so go by the public address rather than the request
     secure: PUBLIC_URL.startsWith('https://'),
+    // exact domain match on the email Zoho reports; no email means no entry
+    isAllowed: user => {
+        const email = (user?.email || '').toLowerCase();
+        return allowedDomains.some(domain => email.endsWith('@' + domain));
+    },
     sessionDays: timing.sessionDays,
     zoho
 });

src/session.js

@@ -22,7 +22,7 @@ function parseCookies(header) {
 // The whole session lives in the browser: the user's Zoho tokens, encrypted and authenticated
 // with SESSION_SECRET, in an httpOnly cookie page scripts can't read. The server keeps nothing,
 // so restarts and new image versions don't sign anyone out.
-function createSessions({ secret, secure, sessionDays, zoho }) {
+function createSessions({ secret, secure, sessionDays, zoho, isAllowed }) {
     const key = crypto.createHash('sha256').update(secret).digest();
     const maxAgeMs = sessionDays * 24 * 60 * 60 * 1000;
     const cookieBase = { httpOnly: true, secure, sameSite: 'lax', path: '/' };
@@ -92,7 +92,9 @@ function createSessions({ secret, secure, sessionDays, zoho }) {
     // middleware: puts the signed-in session on req.session, renewing the access token if due
     async function requireSession(req, res, next) {
         const session = read(req);
-        if (!session) {
+        // checked on every call, not just at sign-in, so cookies issued before the
+        // domain rule (or before a domain is removed) stop working too
+        if (!session || !isAllowed(session.user)) {
             clear(res);
             return res.status(401).json({ error: 'Not signed in' });
         }
@@ -132,6 +134,7 @@ function createSessions({ secret, secure, sessionDays, zoho }) {
     }
 
     return {
+        isAllowed,
         read,
         start,
         clear,

src/tickets.js

@@ -344,7 +344,13 @@ async function fetchRecentNames({ accessToken, days, pages }) {
     };
 }
 
+// one row, to prove a token can read this portal's requests before handing out cached names
+async function checkRequestAccess(accessToken) {
+    await getRequests(accessToken, { row_count: 1, fields_required: ['display_id'] });
+}
+
 module.exports = {
+    checkRequestAccess,
     fetchClosedTickets,
     fetchWorkload,
     fetchUnassigned,