Changes

'''Password PolicyPolicies include the following:''' 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.

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

'''Multiple password policies''' can be supported by the system. This feature provides for less stringent policies for types of users that infrequently that ''infrequently ''access the system such as external - for example, [[External]] contactswho would only use the system for an application. Alternative password policies can be set for any level in the organizational [[Organization hierarchy|organization hierarchy]].  

There You can also be set individual Password password policies for the different a company in companies of your organizations organization hierarchy. However, they will only be able to edit to ''edit ''the policy only, and not edit the [[Email#Email Templates for User Activation and Password|the Activation Emails. These emails ]], which can only be configured from [[Global Settings]] by a [[User|user]] with [[Global settingsUser Administrator|System Administrator]] [[User Role|privileges]].  

==:: {{Icon-Menu}} 2. Under the heading '''Configuration, '''select '''[[Global Settings==]]. '''

===Persistent Login A page displayed with numerous settings and Expiration tabs related to your system's password and activation policies will appear. On this page, you can modify the required complexities of Inactive Accounts===passwords, email templates for activating users and setting passwords, disable inactive accounts, and more. 

:: [[imageFile:password001General 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.|-||'''[[Password Policy#View Locked Users|Locked Users]]'''||Provides a list of locked users by name, Lockout Time, and the feature to directly set that 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: 

===Password Settings Section===This section, under the first tab of the '''Password and Activation Policies '''labelled '''General, '''is used to set password attributes. 

This section is used to set :: [[File:General password attributessettings.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 are as follows: 

[[image:* '''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. * '''Custom Policy - '''a passwordpolicy can be custom-002defined.png]] 

'''Maximum Password Update in 24 HoursDisable Restriction of Common Passwords - '''Toggling on this function will then ''enable '' – Sets the maximum number of password changes a user can make within a 24 hour period can be defined. This is 's ability to prevent users bypassing the password history restriction by changing use common passwords as their password repeatedly to return to a previously used password. This setting only pertains is not recommended for security reasons, as common passwords are easier to password changes by use of "Update Password" by user, not guess and to the "Forgot Password" link or system administrators using "Set Passwordenable security breaches." 

|-||'''Force Password lengthChange''' – the minimum length allowed for a [[Password||password]], between '''6 and 32 charactersForce 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. 

* '''Data RestrictionsNote: ''' - passwords set by users can be restricted so values such as This first name, last name or organization name cannot be used login does not count towards the Maximum Password Update in the password. Any number of fields can be selected from both the organization or the user profile; standard and custom fields are supported24 Hours setting. 

In '''Expire All Passwords Now - '''This is a handy button that will immediately invalidate all passwords in the example above Citysystem, Country and Phone fields ensuring that each user will have been selected from the to reset their passwords when they next log in. A good use-case of this function might be if you updated your password policy to require more complex passwords; by expiring all passwords, every user's organization record and first name, last name, birthplace and nickname fields in your system will have been selected from to create new passwords that fall under the user profilenew password criteria. 

'''Complexity''' – the level of complexity required in the [[Password|password]], the options are:-* ||'''No Password Data Restriction''' – any character can be used. This is the default.* '''Alpha Only''' – only letters can be used.||* ''Configuring this setting will restrict password settings so that values such as first name, last name, or organization name 'Alpha & Numeric'cannot '' – letters and numbers must be used in the password.* Any number of fields can be selected from both the '''Alpha & Numeric & Special charactersOrganization ''' – letters, numbers and special characters must be used.* or the '''Custom PolicyContact ''' - a password policy can be custom defined[[Profile]]. 

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

* 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>'')* '''NoteContact Field ''': See also - Both [[Custom Password Policy ExamplesStandard Fields|standard]]and [[Image:Custpwpolicy.pngCustom Fields|custom fields]]are supported. 

|}====Disable Inactive Accounts and Activation Settings====Scrolling down further on the '''Important:General ''' When defining a custom password policy be sure settings page will bring you to provide a detailed description of the policy in the '''Custom Password Policy Description''' field so sections that users are aware of allow you to set the minimum requirement to enable them to create a valid passwordcriteria for disabling and activating accounts. 

If you need to translate the '''Custom Password Policy Description''' message you can use [[sslogicUser]] accounts can be configured to automatically become disabled after a predetermined period of inactivity. It is often easiest to use Once disabled, a [[System VariablesPassword Policy#Password Reset Message|password reset]] 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;">&lt;!--@sslogic('@langid@'='2')-->&lt;br>@ is required by the user to regain access to the system.Password Policy - French@&lt;!--@else-->&lt;br>@This feature adds to the many user management options within the system.Password Policy@&lt;!--@end--></pre>

|-||'''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@ [[imagePassword Variables to Set or Reset User Passwords|password variable]]. If the '''https:password003.png//@url@@activationlink@ '''syntax is used in the '''Request Password '''section of [[Email#Email Templates for User Activation and Password|borderemail templates]], this setting sets the duration that the activation link will be valid for the user in ''number of hours. ''

* '''Force Password Change''' - Appears with button marked '''Expire All Passwords NowNote: '''Best practice is to provide around 24 hours. Ensures that all Providing too little time will force you to continuously resend links as users will be forced more likely to forget to rest activate their password when they next log accounts in. * '''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 ExpirationDefault Security Code'''||This is a hard-coded value to be entered when users request new passwords.  For example, 12345. |-||''' Challenge Questions, delimited by semi- Each user colons'''||You can set a series of challenge questions through which all users will be forced prompted to select one upon next login. Their answer to change that question will be stored in the system, and if they forget their password once , they will be prompted to enter this answer and click the selected number of days has passed. Any number of days can be setactivation link in the '''Forgot Password '''[[Email#Email Templates for User Activation and Password|email template]]. 

* '''Password History CheckNote: ''' - You can set the number of previous passwords (The best challenge questions will have answers that are simple, memorable, not easy to a maximum of 32) that the system will remember for each user. When changing their passwordguess, users and will not be permitted to re-use a previous password until the specified number of unique passwords have been usedchange over time. 

: ''In what city or town was your first job?;''<br />''What is your mother's maiden name?;''<br />''What was your first pet's name?;''<br />''In what year was your father born? ''|}====Password Activation SettingsReset Message====Even further down at the bottom of the '''General '''page of '''Password and Activation Policies '''are features relating to a '''Password Reset Message '''and '''Persistent Login. '''

:: [[File:Password Activation Settings can be set to add an extra layer of security 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 the systemreset their password. These settings pertain You may select between a default template or you may choose to users who use the "Forgot Password" link on the login pagemake it custom. 

====Persistent Login====:: [[ImageFile:Persistent login.png|600px|border]] The '''Persistent Login''' functionality provides for the use of a 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 installed on your computer that will automatically authenticate you, allowing 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, you must have the user's browser enabled to accept persistent cookies.====Rules for Password-Activation-Settings====When an organization has their password settings configured, then they will be used in full.png]]

* 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. '''Default Security CodeExample: ''' - A hard-coded value to be entered when users request new passwordsIf 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.  

* '''Activation link life span''' - Works with the @activationlink@ [[Password Variables to Set or Reset User Passwords|password variable]]. If the '''<nowiki>httpNote://@url@@activationlink@</nowiki> ''' syntax is used in An organization will display informational text at the ''Request Password'' section of [[User Email Templates]], this setting sets the duration top saying that the activation link will be validits password policies have not been configured until they are. 

{| class="wikitable"|-||For when a new user is sent their password for the first time||* If the password activation settings have a '''Challenge Questionsdefault security code '''but no challenge questions, delimited by semi-colonsthe user will be prompted to enter the default security code. * If the password activation settings have a '''default security code '''and ''' - You can set a series of challenge questions, all users  '''the user will be prompted to select enter the default security code and then taken to a second screen to define an answer to one of the challenge questions. The user can then go their [[Challenge QuestionProfile]] on next login. Their answer will be and access the '''Change Password '''page to view and update their stored challenge question and they answer.* The user will be prompted to enter this answer if they forget their password and click the activation link presented with reCAPTCHA validation in the "Forgot password" email templateall cases.

:[[Image:Challenge|-||For when an existing user requests a new password||* If the password activation settings have a '''default security code '''but no challenge questions, the 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 only be prompted to answer a challenge question.png|link=]]* The user will be presented with reCAPTCHA validation in all cases. 

:'''Note:''' An example of |}After a good challenge question would user has successfully completed the appropriate password activation process, they will be something logged into that is simple, memorable, can't be guessed easily, SmartSimple [[instance]] and won't change over timetheir newly created password will become active. 

===Rules for Password Activation Settings===The following rules apply to the above settings when users request new passwords'''Important:* If ''' When defining a default security code has been entered and no challenge questions have been entered, the user will custom password policy be prompted sure to enter provide a detailed description of the policy in the default security code.* If a default security code has been entered and challenge questions have been entered, '''Custom Password Policy Description''' field so that users are aware of the user will only be prompted minimum requirement to enable them to answer create a challenge question.* The user will be presented with [[CAPTCHA]] validation in all casesvalid password.

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 need to translate the '''Set Custom PasswordPolicy Description''' button on the '''View Locked Users''' tab to reactivate the account and send the [[User|user]] a new [[Password|password]].  * ''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 allotted 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 prevents would-be intruders from having multiple attempts to guess the password each time the lockout duration has passed. '' ===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]] The Default template uses the primary contact on the root company record to populate the '''Email To'''.  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.* '''Body''' – the body of the alert email. See below for the variables that you can use in the body. '''Intruder Alert Email Variables''' – because the [[User|usersslogic]] 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 It is used often easiest to access the '''Intruder Alert''' log. use [[Image:Glob13.pngSystem Variables]] * The list can be sorted by clicking the column title.* You can filter the list by [[Username|username]], year, and month.  ===Hierarchical Password Policy=== When viewing a company in your hierarchy, select '''Settings > Password Policy''' to define. <br/><br/> A different password policy can be defined for each company within the system. <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/>Example:

<pre style="white-space: -o-pre-wrap; word-wrap: break-word;">&lt;!--@sslogic('@langid@'NOTE:='2' There are no settings stored in the database for a company until someone actually opens the )-->&lt;br>@system.Password Policy - French@&lt;!--@else-->&lt;br>@system.Password Policy page for @&lt;!--@end--></pre>===Intruder Lockout Settings and Intruder Email Alert===The third tab in '''Password and Activation Policies, '''called '''Intruder Alert Settings, '''will determine the actions that company and clicks Saveshould be taken if someone attempts to log into your copy of [[SmartSimple]] but cannot provide accurate credentials.

This option is only available from the Password Policy on the [[Category:Global Settings|Global settings]]. It cannot be accessed for }The latter half of this page has the individual Password policies for heading '''Intruder Email Alert - '''using a default template, it allows you to customize the different companies in your organizations hierarchyemail alert when someone has been locked out because of intruding attempts.  

{| class="wikitable"|-||'''Email From'''||The From Address for the email alert. If you do not manually set this value, then the address '''donotreply@smartsimple.com '''will be used.|-||'''Email To'''||Select the [[Image:ViewLockedUsers.png|1000pxInternal]]people to receive the email alert. Click the '''binoculars icon '''for a full list of internal staff, from which you can select who to send the email alert to.

The * '''View Locked UsersNote: ''' tab The Default Template will display all use the [[UserOrganization hierarchy#Organization Ownership|usersprimary contact]] 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 [[The Root Company|root organization]] 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 lockedpopulate the '''Email To '''field. 

* When an account has been locked for exceeding the alloted number |-||'''Subject'''||The subject of attempts, after the lockout time has passed they are permitted only one attempt at the correct passwordemail. A single incorrect password at  |-||'''Body'''||'''Sample Template - '''Clicking this point will re-lock populate the account for text window automatically with a template of what the configured lockout durationemail alert will contain. It will include [[System Variables]]. In other words |}'''Intruder Alert Email Variables''' – because the [[User|user]] is not logged into the system, once someone the amount of information available 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 limited to guess IP Address '''@ip@''', the password each time attempted username '''@username@''' and date/time '''@now@''' of the lockout duration has passedattempted login.

* If a user is locked, you can click on the ===Locked Users===The '''Set PasswordLocked Users ''' button to reactivate the account and send the tab will display a [[UserList View Overview|user]] a new [[Password|passwordlist]] of all users that have had their account locked. 

This option is only available from When an account has been locked for exceeding the Password Policy on number of permitted login attempts, after the [[Category:Global Settings|Global settings]]. It can not be accessed for the individual Password policies for lockout time has passed they are permitted only ''ONE ''attempt at the different companies in your organizations hierarchycorrect password.  

[[Image:ViewExpiredUsers* A single incorrect password at this point will '''re-lock '''the account for the configured lockout duration.png|1000px]] * 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 Expired 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 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 :: [[File:Disabled inactive for longer that users.png|800px|border]] Similarly to the permitted number '''Locked Users '''tab, the '''Disabled Inactive ''''''Users '''tab will provide a [[List View Overview|list]] of days it will remain on the "all expired [[User|users" list until their password is reset]] in your system. This allows the administrator to see which users Their accounts have been expiredas a result of inactivity and a disabling that can be configured after a certain amount of time (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 expireddisabled, you can click on the there will be a '''Send PasswordPassword ''' 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.