Difference between revisions of "Password Variables to Set or Reset User Passwords"

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In the upcoming November 2023 release, password variables will be deprecated for improved security. All systems will be required to use the activation link variable (<code>@activationlink@</code>) to send the user to a page where they can enter their desired password instead of using the soon to be deprecated password variable (<code>@password@</code>) which sends a password in email. Therefore, the following variables will be deprecated and will not work after the November upgrade: <code>@password@</code>, <code>@checkportalpassword@</code>, <code>@checkactivatedpassword@</code>, <code>@randompassword@</code>, and <code>@passwordresetlink@</code>.
 
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If you need help updating email templates for new users or password resets, reach out to our Support team. These email templates are located at '''Menu Icon''' > '''Global Settings''' > '''Security''' tab >''' Password and Activation Policies''' > '''Activation Emails''' tab. Clicking the '''Sample Template''' link will update the templates with the desired variable. Make sure to check any existing workflow emails for these soon-to-be deprecated variables.
 
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Depending on how your user signup pages are configured, you may also need to update signup page templates for new users which can be found at '''Menu Icon''' > '''Global Settings''' > '''Communications''' >''' System Email Templates'''. You can filter the list by searching for “Signup”.
 
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{{Deprecated}}
 
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==See Also==
 
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Please read our [[Password Policy]] for more comprehensive information about user passwords. 
 
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==Overview==
 
==Overview==
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[[Variables]] can be used within [[SmartSimple]] to automatically generate system [[password]]s.
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In the upcoming November 2023 release, the use of password variables will be deprecated to enhance security measures and align with best practices. Instead of using the soon to be deprecated password variable <code>@password@</code> which sends a password in plain text in the email body, all systems will be required to adopt the following activation link variable. This variable will redirect users to a designated page where they can securely set their desired password:
  
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<pre>https://@url@@activationlink@</pre>
  
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[[File:activation-variable-link.png|thumb|none|800px|An example of the activation link variable when used with a new user email.]]
  
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==New Users==
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Therefore, the following variables will be deprecated and will not work after the November upgrade:
  
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To generate a new [[Password|password]] for a '''new''' [[User|user]].
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* <code>@password@</code> - Generates a new password for new users
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* <code>@randompassword@</code> - Generates a random password for existing users
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* <code>@passwordresetlink@</code> - A link that allows existing users to reset their passwords
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* <code>@checkactivatedpassword@</code> - Checks if a user is activated. If sent to a user who is not activated, it generates a new password. If the user is activated, it will send the words “existing password”.
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* <code>@checkportalpassword@</code> - If sent to a new user, it will generate a new password. If sent to an existing user, it will send the words “existing password” and promote the user to an admin/portal type user.
  
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: <span style="font-size: medium;">'''@password@'''</span>
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If you need help updating email templates for new users or password resets, reach out to our Support team.
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This can be used in:
 
  
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* Any [[Sign-Up Page|Signup page]] message body.
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==Areas for Review==
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* Any [[Applicant Tracking]] System applicant profile message body.
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There may be references to the soon-to-be deprecated variables within multiple areas of your system. These will need to be changed prior to the upgrade.
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* [[Global Settings]] - [[User Email Templates|user email messages]] - New [[User]] message and Forgot Password message.
 
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* Any [[Workflow]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]].
 
  
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An easy way to see and check the content of all system emails for deprecated variables is to:
  
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==Existing Users==
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* Navigate to '''Menu Icon > Global Settings > Communications > System Email Templates'''.
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To generate a new [[Password|password]] for an '''existing''' [[User|user]].
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* Click the '''Export Emails''' button top left above the list. This will export the list of system emails as an excel file.
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* Search the column called '''Email Body''' for all deprecated variables contained within system emails. If you find anything that needs to be updated, go back into the system and update the relevant email by clicking on the '''Edit System Email''' button (pencil icon) next to the relevant system email template.
  
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: <span style="font-size: medium;">'''@randompassword@'''</span>
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If you need help, contact our Support team.
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This can be used in:
 
  
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* Any [[Sign-Up Page|Signup page]] message body.
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See below for more information regarding changing system email templates.
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* Any [[Applicant Tracking]] System applicant profile message body.
 
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* [[Global Settings]] - [[User Email Templates|user email messages]] - New [[User]] message and Forgot Password message.
 
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* [[Email Broadcast]] - to generate a new random [[Password|password]].
 
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* Any [[Workflow]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]].
 
  
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===Password and Activation Policies===
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Clicking the '''Sample Template''' link will replace the existing email template, with a sample template from SmartSimple which contains the new activation link variable. You may then modify the template as needed. You may alternately access this template by going to '''Menu Icon''' > '''Global Settings''' > '''Security''' tab >''' Password and Activation Policies''' > '''Activation Emails''' tab. 
  
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In the ''Request Password'' section of [[User Email Templates]], the following variables can be used to create a time-delimited link for password.
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===User Signup Pages===
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Depending on how your user signup pages are configured, you may need to update signup page templates for new users. You may alternately access these templates by navigating to '''Menu Icon''' > '''Global Settings''' > '''Users''' > '''Signup Pages'''.
  
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: <span style="font-size: medium;">'''<nowiki>http://@url@@activationlink@</nowiki>'''</span>
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===Workflow and System Email Templates===
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See [[Password Policy]] for further details.
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Password variables can also be found in workflow emails, such as "User" type workflows where a workflow is used to activate and send an activation email to a user.
  
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==New or Existing Users==
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==See Also==
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To generate a new [[Password|password]] for a new user or sends the words ''"existing password"'' for existing users (see '''Notes''' below)
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* [[Password Policy]]
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* [[Signup Page]]
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* [[:Category:Email|Category:Email]]
  
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: <span style="font-size: medium;">'''@checkactivatedpassword@'''</span>
 
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To generate a new [[Password|password]] for a new user or sends the words ''"existing password"'' for existing users '''AND''' to promote user to admin/portal type user.
 
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: <span style="font-size: medium;">'''@checkportalpassword@'''</span>
 
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These can be used in:
 
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* Any [[Sign-Up Page|Signup page]] message body.
 
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* Any [[Applicant Tracking]] System applicant profile message body.
 
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* [[Global Settings]] - [[User Email Templates|user email messages]] - New [[User]] message and Forgot Password message.
 
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* Any [[Workflow]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]].
 
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==Notes==
 
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===Translation===
 
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Because of the complex nature of the password creation and validation process it is not possible to automatically translate '''existing password''' into other languages. If you are sending an e-mail containing the @checkactivatedpassword@ variable you can use the following syntax to display text other than "existing password" if required.
 
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For example, for an existing user the following will show the French translation of '''existing password''' which is '''Mot de passe courant'''. If the user has not been previously activated the syntax will provide a randomly generated password as normal:
 
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<pre>
 
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<!--@sscalculation(if(trim("@checkactivatedpassword@")="existing password","Mot de passe courant","@checkactivatedpassword@"))-->
 
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</pre>
 
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===Processing Time===
 
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System-generated emails that contain passwords bypass the typical [[What Is Gort?|Service Process Manager]] and, hence, are sent out immediately rather than being put in an email queue.
 
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==See Also==
 
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* [[UTA Workflows and the Password Variables]]
 
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* [[User Email Templates]]
 
  
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[[Category:Authentication]][[Category:Variables]]
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[[Category:Deprecated]]

Latest revision as of 14:11, 27 October 2023

Overview

In the upcoming November 2023 release, the use of password variables will be deprecated to enhance security measures and align with best practices. Instead of using the soon to be deprecated password variable @password@ which sends a password in plain text in the email body, all systems will be required to adopt the following activation link variable. This variable will redirect users to a designated page where they can securely set their desired password: 

https://@url@@activationlink@
An example of the activation link variable when used with a new user email.

Therefore, the following variables will be deprecated and will not work after the November upgrade:

  • @password@ - Generates a new password for new users
  • @randompassword@ - Generates a random password for existing users
  • @passwordresetlink@ - A link that allows existing users to reset their passwords
  • @checkactivatedpassword@ - Checks if a user is activated. If sent to a user who is not activated, it generates a new password. If the user is activated, it will send the words “existing password”.
  • @checkportalpassword@ - If sent to a new user, it will generate a new password. If sent to an existing user, it will send the words “existing password” and promote the user to an admin/portal type user.

If you need help updating email templates for new users or password resets, reach out to our Support team.

Areas for Review

There may be references to the soon-to-be deprecated variables within multiple areas of your system. These will need to be changed prior to the upgrade.

An easy way to see and check the content of all system emails for deprecated variables is to:

  • Navigate to Menu Icon > Global Settings > Communications > System Email Templates.
  • Click the Export Emails button top left above the list. This will export the list of system emails as an excel file.
  • Search the column called Email Body for all deprecated variables contained within system emails. If you find anything that needs to be updated, go back into the system and update the relevant email by clicking on the Edit System Email button (pencil icon) next to the relevant system email template.

If you need help, contact our Support team.

See below for more information regarding changing system email templates.

Password and Activation Policies

Clicking the Sample Template link will replace the existing email template, with a sample template from SmartSimple which contains the new activation link variable. You may then modify the template as needed. You may alternately access this template by going to Menu Icon > Global Settings > Security tab > Password and Activation Policies > Activation Emails tab. 

User Signup Pages

Depending on how your user signup pages are configured, you may need to update signup page templates for new users. You may alternately access these templates by navigating to Menu Icon > Global Settings > Users > Signup Pages.

Workflow and System Email Templates

Password variables can also be found in workflow emails, such as "User" type workflows where a workflow is used to activate and send an activation email to a user.

See Also

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