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Password Policy

12,011 bytes added, 23:30, 18 January 2022

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==Overview=='''Password PolicyPolicy ''' is used to control configure the length and complexity of passwords, password expiration and history, the number of retries that the policies within [[User|userSmartSimple]] with your organizational standards. It is allowedbest practice to ensure that these policies match the other systems deployed by your organization; consequently, and the lockout time these policies allow for the account if they exceed the number of retriesextensive configuration options. 

[[Image'''Password Policies include the following:PasswordPolicy2013.png|link=]]'''

==Password Length * The ability to control the length and Complexity==complexity of passwords* The password expiration time period * The password frequency usage * The method for sending new requested passwords (via Email Templates) * Word restrictions * The number of retries allowed* The lockout time for the account if they exceed retry quota * Email alerts for invalid passwords 

Multiple password policies can be supported by the system. This feature provides for less stringent policies for types of users that ''infrequently 'Maximum Password Update in 24 Hours''' – The maximum number of access the system - for example, [[External]] contacts who would only use the system for an application. Alternative password changes a user can make within a 24 hour period policies can be defined. This is to prevent users bypassing set for any level in the password history restriction by changing their password repeatedly to return to a previously used password[[Organization hierarchy|organization hierarchy]]. 

You can also set individual password policies for the different companies of your organization hierarchy. However, they will be able to ''edit 'Password length''' – the minimum length allowed policy only, and not edit the [[Email#Email Templates for User Activation and Password|the Activation Emails]], which can only be configured from [[Global Settings]] by a [[PasswordUser|user]] with [[Global User Administrator|System Administrator]] [[User Role|passwordprivileges]], between 6 and 32 characters. 

: '''ComplexityNote: ''' – the level In all cases of complexity required in the [[Password|password]]policies, the options are:*  '''No Restrictioncommon words ''' – any character can be used. This is the default.* or '''Alpha Onlyknown common passwords ''' – only letters can are ineligible to be usedas [[SmartSimple]] passwords. ==Configuration - Essentials==* '''Alpha & Numeric''' – letters and numbers must be used in ===How to Access the password.Password Settings===* '''Alpha & Numeric & Special characters''' – letters, numbers and special characters must be used1.* '''Custom Policy''' Click on the 9- a password policy can be custom definedsquare menu icon on the top right of your page.

:: {{Icon-Menu}} 2. Under the heading '''Configuration, '''select '''[[Global Settings]]. ''' 3. Click on the tab labelled '''Security.''' 4. Click on the hyperlink called '''Password and Activation Policies.''' A page displayed with numerous settings and tabs related to your system's password and activation policies will appear. On this page, you can modify the required complexities of passwords, email templates for activating users and setting passwords, disable inactive accounts, and more.  :: [[File:General password activation policies.png|900px|border]] {| class="wikitable"|-||'''Tab Name'''||'''Overview of Features and Functionality'''|-||'''[[Password Policy#Password Settings|General]]'''||Provides access to modify, configure, or enable/disable general password settings, the deactivation of inactive accounts, activation settings, password reset messages, and persistent login.|-||'''[[Email#Email Templates for User Activation and Password|Activation Email Templates]]'''||Allows modification and configuration of Email Templates for the following functions: New User, Request Password, and Password Change Notification. Can also set a default language and From Address. |-||'''[[Password Policy#Intruder Lockout Settings and Intruder Email Alert|Intruder Alert Settings]]'''||Allows modification of intruder settings, including the amount of retries, the lockout duration, and the content for an email alert when there is an intrusion.|-||'''[[Login Page#Invalid Login Audit|Invalid Login Audit]]'''||Provides a [[List View Overview|list]] of invalid logins by username, IP Address, and time for auditing and record-keeping purposes.|-||''Algorithm'[[Password Policy#View Locked Users|Locked Users]]'' – '||Provides a list of locked users by name, Lockout Time, and the algorithm feature to directly set that will be user with a new password. |-||'''[[Disable User Account After Inactive Period|Disabled Inactive Users]]'''||Provides a list of disabled, inactive users by name and date of disabling. |}===Password Encryption===For your information, if necessary:  {{PasswordEncryption}} ===Password Settings===This section, under the first tab of the '''Password and Activation Policies '''labelled '''General, '''is used to encrypt set password attributes.  :: [[File:General password settings.png|400px|border]]{| class="wikitable"|-||'''Password Length'''||The minimum length allowed for a password; the number inputted must be between '''6 - 32 characters.'''|-||'''Complexity'''||Set the level of character-type complexity required for a password. The options areas follows:  * '''No Restriction - '''any character can be used; this is the default. * '''Alpha Only - '''only letters are able to be used.* '''Alpha & Numeric - '''both letters and numbers must be used in the password.* '''Alpha & Numeric & Special Characters - '''a combination of letters, numbers, and special characters must be used. * '''SHA1Custom Policy - '''a password policy can be custom-defined.  '''Disable Restriction of Common Passwords - '''Toggling on this function will then ''enable ''the user's ability to use common passwords as their password. This is not recommended for security reasons, as common passwords are easier to guess and to enable security breaches.  |-||'''Force Password Change'''||'''Force New Password on First Login - ''' This will ensure that each individual user will be forced to change their password from a system-generated or SysAdmin-determined password into one of their own accord.  * '''SHA256Note: ''' This first login does not count towards the Maximum Password Update in 24 Hours setting. 

===Custom Policy===

* The '''Compose Custom Password Policy''' table allows you to define the custom password policy by enabling each character set desired (upper case, lower case, numeric and/or symbols) and specifying the minimum number of characters required for that character set.

* The system code used to enforce 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]]

[[Image:Custpwpolicy.png]]

'''Important:Expire All Passwords Now - ''' When defining This is a custom password policy be sure to provide a detailed description of the policy handy button that will immediately invalidate all passwords in the '''Custom Password Policy Description''' field so system, ensuring that users are aware each user will have to reset their passwords when they next log in. A good use-case of the minimum requirement this function might be if you updated your password policy to enable them require more complex passwords; by expiring all passwords, every user in your system will have to create a valid new passwords that fall under the new passwordcriteria. 

If you need to translate the |-||'''Custom Password Policy DescriptionExpiration''' message you ||Each user will be forced to change their password once the selected number of days has passed. Doing so every quarter or so is good security practice; however, any number of days can use [[sslogic]]be set. It  On each login, the system will check how many days until the password expires and will notify the user their password is often easiest about to use [[System Variables]] for theseexpire in X days. Example: <!|--@sslogic(||''@langid@'=Password History Check'2''||You can set the number of previous passports (to a maximum of 32)--><br>@that the systemwill remember for each user.When changing their password, users will not be permitted to re-use a previous password that is remembered by the '''Password Policy History '''until the specified number of unique passwords have been used. |- French@<!||'''Maximum Password Changes in 24 Hours'''||This will set the maximum number of password changes any individual user is able to make within a 24--@else--><br>@systemhour period. This is to prevent users from bypassing the password history restriction by changing their password repeatedly in order to return to a previously used password.Password Policy@<!--@end-->

* This setting only pertains to password changes by use of '''Update Password '''by the user - it is not relevant to the '''Forgot Password '''link nor to the [[Global User Administrator|System Administrators]] ability to '''Set Password '''for users. 

|-

||'''Password Data Restriction'''

||

Configuring this setting will restrict password settings so that 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 '''Contact '''[[Profile]]. 

===Hierarchical Password Policy==='''Organization Field '''- Both [[Standard Fields|standard]] and [[Custom Fields|custom fields]] are supported. 

A different password policy can be defined for each company which will automatically apply to all sub'''Contact Field '''-companies in the Both [[Creating_an_Organization_Chart_and_Company_HierarchyStandard Fields|hierarchystandard]], unless they have defined their own password policy. When viewing a company in your hierarchy, select '''Settings > Password Policy''' to define. If there are no password policies defined for a company or the companies above it in the hierarchy, the password policy set in and [[Global_SettingsCustom Fields|Global Settingscustom fields]] will applyare supported. 

|}====New Password Disable Inactive Accounts and Activation Settings==== * Scrolling down further on the '''Force New Password on First LoginGeneral ''' - Ensures password settings page will bring you to the sections that allow you to set the user selects a password of their own choosing the first time they log into [[SmartSimple]]criteria for disabling and activating accounts. 

* '''[[User]] accounts can be configured to automatically become disabled after a predetermined period of inactivity. Once disabled, a [[Password Policy#Password Expiration''' - Each Reset Message|password reset]] is required by the user will be forced to change their password once regain access to the selected number of days has passedsystem. Any number of days can be setThis feature adds to the many user management options within the system.

* :: [[File:Password disable and activate.png|500px|border]]{| class="wikitable"|-||'''Disable user accounts after ''X ''Password History Checkdays''' - You can set ||Insert the number of previous passwords (to days a maximum of 32) that the system will remember for each useraccount is inactive before it is disabled. When changing their passwordIn order to disable this feature, users will not be permitted simply leave the field blank.|-||'''Apply Policy to All Sub-Companies'''||Click this button to reforce-use a previous update the password until policy related to the specified number of unique passwords have been usedcurrent organization and all sub-companies.  

'''Note: '''This is applicable when an organization has a [[The Root Company|root organization]], and one or more sub-companies each with its own password policies.

==|-||'''Disabled Inactive Account Message'''||Write in the text that will be displayed when a user is attempting to access an expired account.|-||'''Enable reCAPTCHA Validation'''|||-||'''Activation link life span'''||This function works with the @activationlink@ [[Password Variables to Set or Reset User Passwords|password variable]]. If the '''https://@url@@activationlink@ '''syntax is used in the '''Request Password '''section of [[Email#Email Templates for User Activation Settings==and Password|email templates]], this setting sets the duration that the activation link will be valid for the user in ''number of hours. ''

Password Activation Settings* '''Note: '''Best practice is to provide around 24 hours.Providing too little time will force you to continuously resend links as users will be more likely to forget to activate their accounts in time. 

|-||'''Default Security Code'''||This is a hard-coded value to be entered when users request new passwords.  For example, 12345. |-||'''Challenge Questions, delimited by semi-colons'''||You can set a series of challenge questions through which all users will be prompted to select one upon next login. Their answer to that question will be stored in the system, and if they forget their password, they will be prompted to enter this answer and click the activation link in the '''Forgot Password '''[[Image:Email#Email Templates for User Activation and Password-Activation-Settings.png|email template]]. 

* '''Default Security CodeNote: ''' - The best challenge questions will have answers that are simple, memorable, not easy to guess, and will not change over time. 

* '''Activation link life span''' - The duration that the activation link will be valid. The activation link variable can be used in the "Forgot password" email template using the following syntax: '''httpExample of Challenge Questions://@url@@activationlink@ '''

* : ''In what city or town was your first job?;'Challenge Questions, delimited by semi-colons'<br />'' - You can set a series What is your mother's maiden name?;''<br />''What was your first pet's name?;''<br />''In what year was your father born? ''|}====Password Reset Message====Even further down at the bottom of challenge questions, all users will be prompted to select a Challenge Question on next login. Their answer will be stored the '''General '''page of '''Password and they will be prompted Activation Policies '''are features relating to enter this answer if they forget their password and click the activation link in the "Forgot password" email templatea '''Password Reset Message '''and '''Persistent Login. '''

:: [[ImageFile:Challenge-questionPassword reset message custom.png|800px|border]] In the text field box, write the content for the '''Reset Password '''message that a user will see if they need to reset their password. You may select between a default template or you may choose to make it custom. 

====Persistent Login====:: [[File:Persistent login.png|600px|border]] The '''Note:Persistent Login''' An example functionality provides for the use of a good challenge question would persistent secure cookie on the [[SmartSimple]] [[User|user]]'s computer to eliminate the need to use a username and password to log into the system. Rather than having to log in to SmartSimple each time you open your web browser, a "cookie" can be something installed on your computer that is simplewill automatically authenticate you, memorableallowing you to bypass the login screen. (This setting can be [[System_Security_Permissions#Miscellaneous_Feature_Permission|enabled or disabled]] by your system administrator). In order for this feature to work, canyou must have the user't s browser enabled to accept persistent cookies.====Rules for Password Activation Settings====When an organization has their password settings configured, then they will be guessed easily, and won't change over timeused in full.

When an organization does not have their password settings configured, the system will go up the [[Organization hierarchy|organization hierarchy]] until it finds a parent company with password settings configured, and by default it will allow the organization to inherit those settings. '''Example: '''If only the [[The Root Company|root organization]] has its password settings configured, all other organizations would inherit the same policies, as they all fall under the root organization on the organization hierarchy. 

==Intruder Lockout Settings==* '''Note: '''An organization will display informational text at the top saying that its password policies have not been configured until they are. 

These {| class="wikitable"|-||For when a new user is sent their password for the first time||* If the password activation settings determine have a '''default security code '''but no challenge questions, the actions that should user will be prompted to enter the default security code. * If the password activation settings have a '''default security code '''and '''challenge questions, '''the user will be prompted to enter the default security code and then taken if someone attempts to log into your copy a second screen to define an answer to one of the challenge questions. The user can then go their [[SmartSimpleProfile]].* and access the '''Number of AttemptsChange Password ''' – the number of attempts page to log view and update their stored challenge question and answer.* The user will be presented with reCAPTCHA validation in with an account before the account is lockedall cases.

|-||For when an existing user requests a new password||* If the password activation settings have a '''Lockout Durationdefault security code ''' – but no challenge questions, the duration of user will be prompted to enter the account lockoutdefault security code. The [[User| * If the password activation settings have a '''default security ''''''code '''and '''challenge questions, '''the user]] will not only be able prompted to log in during this periodanswer a challenge question. Period can * The user will be set to 5 minutes, 15 minutes, 30 minutes, 1 hour, 3 hours, 12 hours, 24 hours or forever (until unlocked by [[Administrator|administrator]])presented with reCAPTCHA validation in all cases. 

* The '''View Locked Users''' tab |}After a user has successfully completed the appropriate password activation process, they will display all be logged into that SmartSimple [[User|usersinstance]] that have had and their account lockednewly created password will become active. <br> 

====Custom Policy====* If a user is lockedThe '''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, you numeric and/or symbols). You can click on also specify the minimum number of characters required for that character type.* The character mask used to define your selection will appear in the '''Set Custom PasswordPolicy''' field. You can also write your own code and paste it into this field if desired.* The '''Validate Pattern''' button on 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 '''View Locked UsersCustom Password Policy Description''' tab field will be displayed to reactivate the account and send the users when setting/changing their password. You can use plain text or html in this field (For example, to insert a line break use ''&lt;br>'')* '''Note''': See also [[User|userCustom Password Policy Examples]] a new [[Password|passwordImage:Custpwpolicy.png]].

'''Important:''' When defining a custom password policy be sure to provide a detailed description of the policy in the '''Custom Password Policy Description''' field so that users are aware of the minimum requirement to enable them to create a valid password.

* If you need to translate the '''Custom Password Policy Description'''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 message you can use [[sslogic]]. It is entered. This allows the administrator often easiest 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 lockeduse [[System Variables]] for these.''Example:

* <pre style="white-space: -o-pre-wrap; word-wrap: break-word;">&lt;!--@sslogic('@langid@'='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 password2')-->&lt;br>@system. A single incorrect password at this point will rePassword Policy - French@&lt;!--@else--lock the account for the configured lockout duration>&lt;br>@system. In other wordsPassword Policy@&lt;!--@end--></pre>===Intruder Lockout Settings and Intruder Email Alert===The third tab in '''Password and Activation Policies, once someone is on the "locked user" list they are only permitted a single wrong attempt and they  '''called '''Intruder Alert Settings, '''will be locked for determine the lockout duration again. This prevent would-actions that should be intruders from having multiple taken if someone attempts to guess the password each time the lockout duration has passedlog into your copy of [[SmartSimple]] but cannot provide accurate credentials. ''

:: [[File:Intruder alert settings new.png|600px|border]]

{| class="wikitable"

|-

||'''Number of Attempts'''

||Enter a number from 1-32 that will denote the amount of times someone can ''attempt ''to log in with an account (that is, with an incorrect password) before that account is locked. 

|-

||'''Lockout Duration'''

||

Select from a number of options the duration of the account lockout. Within this period, the user will have no ability to log in, even if their credentials are correct. 

==Intruder Email Alert==* Options: 5 minutes, 15 minutes, 20 minutes, 1 hour, 3 hours, 12 hours, 24 hours or Forever* '''Note: '''If the '''Forever '''option is selected for the lockout duration, the user will have no access to login ''until ''manually unlocked by the [[Global User Administrator|System Administrator]] 

These settings define who should be informed by email if an intruder alert is detected.|}* '''Email From''' – the “from” address for the email. If you do not set The latter half of this value, page has the address: '''support@smartsimple.com''' will be used.* heading '''Intruder Email ToAlert - ''' – select the [[Internal|internal]] person using a default template, it allows you to receive customize the email.* '''Subject''' – the subject of the email. See below for the variables that you can use in the subject.* '''Body''' – the body alert when someone has been locked out because of the alert email. See below for the variables that you can use in the bodyintruding attempts. 

{| class="wikitable"|-||'''Intruder Alert Email VariablesFrom''' – because ||The From Address for the [[User|user]] in email alert. If you do not logged into the system manually set this value, then the amount of information available is limited to IP Address address '''donotreply@ip@smartsimple.com ''', the attempted username will be used.|-||'''@username@Email To''' and time ||Select the [[Internal]] people to receive the email alert. Click the '''@time@binoculars icon '''for a full list of internal staff, from which you can select who to send the email alert to.

* '''Note: '''The Default Template will use the [[Organization hierarchy#Organization Ownership|primary contact]] of the [[The Root Company|root organization]] to populate the '''Email To '''field. 

==|-||'''Subject'''||The subject of the email. |-||'''Body'''||'''Sample Template - '''Clicking this will populate the text window automatically with a template of what the email alert will contain. It will include [[System Variables]]. |}'''Intruder Log==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.

The ===Locked Users===The '''View LogLocked Users ''' tab is used to access the '''Intruder Alert''' logwill display a [[List View Overview|list]] of all users that have had their account locked. 

:: [[ImageFile:Glob13Locked user lists.png|800px|border]]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]].

* The Once an account has been locked for exceeding the number of permitted login attempts, it will remain on the '''Locked Users '''list can be sorted by clicking until the column titlecorrect password is entered.* You can filter This allows the list by [[Username|username]], yearSysAdmin to see which users have been unable to log in, even if the configured lockout duration has passed and monththe account is no longer technically locked.

When an account has been locked for exceeding the number of permitted login attempts, after the lockout time has passed they are permitted only ''ONE ''attempt at the correct password. 

==View Locked Users==* A single incorrect password at this point will '''re-lock '''the account for the configured lockout duration. * This is a preventative measure so that would-be intruders do not have multiple attempts to guess the password each time the lockout duration has passed. 

The ===Disabled Inactive Users===This function is only available from '''View Locked UsersGlobal Settings > Security > Password and Activation Policies; ''' tab will display all it is not accessible from individual password policies for the different companies in your [[UserOrganization hierarchy|usersorganization hierarchy]] that have had their account locked. <br>* 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 :: [[File:Disabled inactive users.png|800px|border]] Similarly to the alloted number of attempts'''Locked Users '''tab, after the lockout time has passed they are permitted only one attempt at the correct password. A single incorrect password at this point the '''Disabled Inactive ''''''Users '''tab will re-lock the account for the configured lockout durationprovide a [[List View Overview|list]] of all expired [[User|users]] in your system. In other words, once someone is on the "locked user" list they are only permitted Their accounts have expired as a single wrong attempt result of inactivity and they will a disabling that can be locked for the lockout duration again. This prevent would-be intruders from having multiple attempts to guess the password each configured after a certain amount of time the lockout duration has passed(see [[Password Policy#Disable Inactive Accounts and Activation Settings|Disable Inactive Accounts]].

* Once an account has been disabled as a result of overly long inactivity, the user will remain on this list until their password is reset. This allows the SysAdmin to see which users have had their accounts disabled because of inactivity.* If a an inactive user is lockeddisabled, you can click on the there will be a '''Set PasswordSend Password ''' button next to reactivate their name on this tab - that way, you can reactive the account and send the [[User|user]] a new [[Password|password]]with which they can log into the system.

==Single Sign-On==

For information on the Single Sign-On settings and functionality, please refer to the [[Single Sign-On]] page.

==See Also=

* [[Custom Password Policy Examples]]

* [[Password Variables to Set or Reset User Passwords]]

[[Category:Global Settings]][[Category:Security]][[Category:System Auditing]]

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Greg Stanley

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