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==Overview==
'''Password Policy''' is used to configure the Password Policies within SmartSimple with your organizational policies. It is best practice to ensure that these policies match the other systems that are deployed by your organization. Consequently these policies provide for extensive configuration options.
==Settings==
===Password Encryption===
{{PasswordEncryption}}
===Persistent Login and Expiration of Inactive Accounts===
[[image:password001.png|border]]
* '''Apply Policy to All Sub-Companies''' - Click button to force-update the password policy of the current company and all sub-companies. '''Note:'''This is applicable when an organization has a root company and a one or more sub-companies each with it's own password policies.
* '''Disabled Inactive Account Message''' - The text to be displayed to a user trying to access an expired account.
===Password Settings Section===
This section is used to set password attributes
'''Password length''' – the minimum length allowed for a [[Password|password]], between '''6 and 32 characters'''.
'''Data Restrictions''' - passwords set by users can be restricted so values such as first name, last name or organization name cannot be used in the password. Any number of fields can be selected from both the organization or the user profile; standard and custom fields are supported.
[[image:password-008.png]]
In the example above City, Country and Phone fields have been selected from the user's organization record and first name, last name, birthplace and nickname fields have been selected from the user profile.
====Password Complexity====
'''Complexity''' – the level of complexity required in the [[Password|password]], the options are:
* '''Alpha Only''' – only letters can be used.
* '''Alpha & Numeric''' – letters and numbers must be used in the password.
====Custom Policy====
* The '''Compose Custom Password Policy''' table provides the ability to define the custom password policy that matches your organization's security standards and provides control of each character type desired (upper case, lower case, numeric and/or symbols). You can also specify the minimum number of characters required for that character type.
* The character mask used to define your selection will appear in the '''Custom Password Policy''' field. You can also write your own code and paste it into this field if desired.
* The '''Validate Pattern''' button will open a window where you can test various passwords against the policy to see if they will pass or fail.
* The value in the '''Custom Password Policy Description''' field will be displayed to users when setting/changing their password. You can use plain text or html in this field (For example, to insert a line break use ''<br>'')
* '''Note''': See also [[Custom Password Policy Examples]]
If you need to translate the '''Custom Password Policy Description''' message you can use [[sslogic]]. It is often easiest to use [[System Variables]] for these. Example:
<pre style="white-space: pre-wrap; white-space: -moz-pre-wrap; white-space: -pre-wrap; white-space: -o-pre-wrap; word-wrap: break-word;"><!--@sslogic('@langid@'='2')--><br>@system.Password Policy - French@<!--@else--><br>@system.Password Policy@<!--@end--></pre>
===New Password Settings===
[[image:password003.png|border]]
* '''First Login''' - Ensures that the user selects a password of their own choosing the first time they log into [[SmartSimple]]. <br />''(Does not count towards'' Maximum Password Update in 24 Hours ''setting.)''
* '''Password History Check''' - You can set the number of previous passwords (to a maximum of 32) that the system will remember for each user. When changing their password, users will not be permitted to re-use a previous password until the specified number of unique passwords have been used.
===Password Activation Settings===
Password Activation Settings can be set to add an extra layer of security to the system. These settings pertain to users who use the "Forgot Password" link on the login page.
[[Image:Password-Activation-Settings.png]]
* '''Default Security Code''' - A hard-coded value to be entered when users request new passwords.
* '''Activation link life span''' - Works with the @activationlink@ [[Password Variables to Set or Reset User Passwords|password variable]]. If the '''<nowiki>httphttps://@url@@activationlink@</nowiki>''' syntax is used in the ''Request Password'' section of [[User Email Templates]], this setting sets the duration that the activation link will be valid.
* '''Challenge Questions, delimited by semi-colons''' - You can set a series of challenge questions, all users will be prompted to select a [[Challenge Question]] on next login. Their answer will be stored and they will be prompted to enter this answer if they forget their password and click the activation link in the "Forgot password" email template.
:[[Image:Challenge-question.png|link=]] :'''Note:''' An example of a good challenge question would be something that is simple, memorable, can't be guessed easily, and won't change over time.
===Rules for Password Activation Settings===
The following rules apply to the above settings when users request new passwords:
* If a default security code has been entered and no challenge questions have been entered, the user will be prompted to enter the default security code.
* If a default security code has been entered and challenge questions have been entered, the user will only be prompted to answer a challenge question.
After successful completion of Password Activation, the user will be logged in and their new password will be active.
===Intruder Lockout Settings===
[[image:password-006.png]]
These settings determine the actions that should be taken if someone attempts to log into your copy of [[SmartSimple]].
* '''Number of Attempts''' – the number of attempts to log in with an account before the account is locked.
* '''Lockout Duration''' – the duration of the account lockout. The [[User|user]] will not be able to log in during this period. Period can be set to 5 minutes, 15 minutes, 30 minutes, 1 hour, 3 hours, 12 hours, 24 hours or forever (until unlocked by [[Administrator|administrator]]).
* '''Lockout Message''' - a custom message to display to users when a user is locked out due to too many failed login attempts. This message will only display when a user has been locked out, and attempts to log in again with the correct password. Therefore, no information will be divulged to users that fail their login.
* The '''View Locked Users''' tab will display all [[User|users]] that have had their account locked. <br>
* If a user is locked, you can click on the '''Set Password''' button on the '''View Locked Users''' tab to reactivate the account and send the [[User|user]] a new [[Password|password]].
===Password Reset Message===
[[image:password-005.png]]
This feature provides the ability to overwrite the standard Password Reset message with a custom message for your organization.
===Intruder Email Alert===
These settings define who should be informed by email if an intruder alert is detected. A default emial template is used and contains the following values:
[[File:10-12-2016 1-15-24 PM.png]]
You can save the default template and then modify ifrequired.
* '''Email From''' – the “from” address for the email. If you do not set this value, the address: '''donotreply@smartsimple.com''' will be used.
* '''Email To''' – select the [[Internal|internal]] people to receive the email.
* '''Subject''' – the subject of the email. See below for the variables that you can use in the subject.
'''Intruder Alert Email Variables''' – because the [[User|user]] is not logged into the system, the amount of information available is limited to IP Address '''@ip@''', the attempted username '''@username@''' and date/time '''@now@''' of the attempted login.
===Intruder Log===
The '''View Log''' tab is used to access the '''Intruder Alert''' log.
===Hierarchical Password Policy===
When viewing a company in your hierarchy, select '''Settings > Password Policy''' to define. <br/><br/>
If there are password policies defined for a company then it will automatically apply to all sub-companies in the [[Creating_an_Organization_Chart_and_Company_Hierarchy|hierarchy]], unless those sub-companies have defined their own password policy. <br/><br/>
If there are no password policies defined for a company, then the system will look at the companies above it in the hierarchy, and if one of these parent companies have a password policy set then it will use these settings. <br/><br/>
If there are no password policies defined for a company, or any of the companies above it in the hierarchy, then the password policy set in [[Global_Settings|Global Settings]] will apply.<br/><br/>
''NOTE:'' There are no settings stored in the database for a company until someone actually opens the Password Policy page for that company and clicks Save.
==View Locked Users==
This option is only available from the Password Policy on the [[Category:Global Settings|Global settings]]. It cannot be accessed for the individual Password policies for the different companies in your organizations hierarchy.
The '''View Locked Users''' tab will display all [[Image:ViewLockedUsers.pngUser|1000pxusers]]that have had their account locked.
* Once an account has been locked for exceeding the number of permitted login attempts it will remain on the "locked users" list until the correct password is entered. This allows the administrator to see which users have been unable to log in, even if the configured lockout duration has passed and the account is no longer technically locked.
* When an account has been locked for exceeding the alloted number of attempts, after the lockout time has passed they are permitted only one attempt at the correct password. A single incorrect password at this point will re-lock the account for the configured lockout duration. In other words, once someone is on the "locked user" list they are only permitted a single wrong attempt and they will be locked for the lockout duration again. This prevent would-be intruders from having multiple attempts to guess the password each time the lockout duration has passed.
* If a user is locked, you can click on the '''Set Password''' button to reactivate the account and send the [[User|user]] a new [[Password|password]].
==View Expired Users==
This option is only available from the Password Policy on the [[Category:Global Settings|Global settings]]. It can not be accessed for the individual Password policies for the different companies in your organizations hierarchy.
[[Image:ViewExpiredUsers.png|1000px]]
* The '''View Expired Users''' tab will display all [[User|users]] that had their accounts disabled due to [[Password_Policy#Section_1:_Persistent_Login_and_Expiration_of_Inactive_Accounts|inactivity]]. There will be page navigation options if there is an overly long list.
* Once an account has been expired for having been inactive for longer that the permitted number of days it will remain on the "expired users" list until their password is reset. This allows the administrator to see which users have been expired.
