Changes

'''Password PolicyPolicies include the following:''' is used to control the length and complexity of passwords, password expiration and history, the number of retries that the [[User|user]] is allowed, and the lockout time for the account if they exceed the number of retries.

You can also set individual password policies for the different companies of your organization hierarchy. However, they will be able to ''edit 'Maximum 'the policy only, and not edit the [[Email#Email Templates for User Activation and Password Update in 24 Hours''' – The maximum number of password changes a user can make within a 24 hour period |the Activation Emails]], which can only be defined. This is to prevent users bypassing the password history restriction configured from [[Global Settings]] by changing their password repeatedly to return to a previously used password[[User|user]] with [[Global User Administrator|System Administrator]] [[User Role|privileges]]. 

: '''Password lengthNote: '''In all cases of password policies, '''common words '''or '''known common passwords ''' – the minimum length allowed for a are ineligible to be used as [[Password|passwordSmartSimple]], between 6 and 32 characterspasswords. ==Configuration - Essentials=====How to Access the Password Settings===1. Click on the 9-square menu icon on the top right of your page.

'''Complexity''' – the level of complexity required in the [[Password|password]], the options are:: {{Icon-Menu}} * '''No Restriction''' – any character can be used2. This is Under the default.* heading '''Alpha OnlyConfiguration, ''' – only letters can be used.* select '''Alpha & Numeric''' – letters and numbers must be used in the password[[Global Settings]].*  '''Alpha & Numeric & Special characters''' – letters, numbers and special characters must be used.* '''Custom Policy''' - a password policy can be custom defined.

3. Click on the tab labelled '''Algorithm''' – the algorithm that will be used to encrypt the passwordSecurity. The options are:* '''SHA1''' * '''SHA256'''

If user attempts to change 4. Click on the Algorithm then as soon as they click Save they will be presented with an alert to inform them that existing passwords for all users will no longer be valid if the password algorithm is changed, hyperlink called '''Password and providing them with the opportunity to abandon the change.[[Image:AlgorithmAlertActivation Policies.png|border]]'''

:: [[File:General password activation policies.png|900px|border]] {| class===Custom Policy==="wikitable"|-||'''Tab Name'''||'''Overview of Features and Functionality'''|-* The ||'''Compose Custom [[Password Policy#Password Settings|General]]''' table allows you ||Provides access to define modify, configure, or enable/disable general password settings, the custom deactivation of inactive accounts, activation settings, password policy 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 enabling each character set desired (upper casename, lower caseLockout Time, numeric and/or symbols) 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 specifying 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 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 characters character-type complexity required for that a password. The options are as follows:  * '''No Restriction - '''any character setcan be used; this is the default. * '''Alpha Only - '''only letters are able to be used. * The system code '''Alpha & Numeric - '''both letters and numbers must be used to enforce your selection will appear in the password.* '''Alpha & Numeric & Special Characters - '''a combination of letters, numbers, and special characters must be used. * '''Custom Password Policy- '''a password policy can be custom-defined.  '''Disable Restriction of Common Passwords - '''Toggling on this function will then ''enable ''the user' fields ability to use common passwords as their password. You can also write your own code This is not recommended for security reasons, as common passwords are easier to guess and paste it 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 this field if desiredone of their own accord.  * The '''Validate PatternNote: '''This first login does not count towards the Maximum Password Update in 24 Hours setting.   '''Expire All Passwords Now - ''' This is a handy button that will open a window where you can test various immediately invalidate all passwords against in the system, ensuring that each user will have 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 see if they require more complex passwords; by expiring all passwords, every user in your system will pass or failhave to create new passwords that fall under the new password criteria.  * The value in the |-||'''Custom Password Policy DescriptionExpiration''' field ||Each user will be displayed forced to users when setting/changing 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 be set. On each login, the system will check how many days until the password expires and will notify the user their passwordis about to expire in X days. |-||'''Password History Check'''||You can use plain text or html in this field set the number of previous passports (For exampleto a maximum of 32) that the system will remember for each user. When changing their password, users will not be permitted to insert re-use a line break use previous password that is remembered by the '''Password History '<br>'')until the specified number of unique passwords have been used. |-* ||'''NoteMaximum Password Changes in 24 Hours''': See also [[Custom Password Policy Examples]][[Image:Custpwpolicy||This will set the maximum number of password changes any individual user is able to make within a 24-hour 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.png]]

* This setting only pertains to password changes by use of '''Update Password '''by the user - it is not relevant to the '''Important:Forgot Password ''' When defining a custom password policy be sure link nor to provide a detailed description of the policy in the [[Global User Administrator|System Administrators]] ability to '''Custom Password Policy DescriptionSet Password ''' field so that for users are aware of the minimum requirement to enable them to create a valid password. 

If you need to translate the |-||'''Custom Password Policy DescriptionData Restriction''' 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;">&lt;!--@sslogic(Configuring this setting will restrict password settings so that values such as first name, last name, or organization name '@langid@'=cannot '2')-->&lt;br>@systembe used in the password.Password Policy - French@&lt;!--@else-->&lt;br>@systemAny number of fields can be selected from both the '''Organization '''or the '''Contact '''[[Profile]].Password Policy@&lt;!--@end--></pre> 

|}===Hierarchical Password Policy=Disable Inactive Accounts and Activation Settings====Scrolling down further on the '''General '''password settings page will bring you to the sections that allow you to set the criteria for disabling and activating accounts. 

A different password policy [[User]] accounts can be defined for each company which will configured to automatically apply to all sub-companies in the become disabled after a predetermined period of inactivity. Once disabled, a [[Creating_an_Organization_Chart_and_Company_HierarchyPassword Policy#Password Reset Message|hierarchypassword reset]], unless they have defined their own password policy is required by the user to regain access to the system. When viewing a company in your hierarchy, select '''Settings > Password Policy''' This feature adds to define. If there are no password policies defined for a company or the companies above it in many user management options within the hierarchy, the password policy set in [[Global_Settings|Global Settings]] will applysystem.

==New :: [[File:Password Settings=disable and activate.png|500px|border]]{| class="wikitable"|-||'''Disable user accounts after ''X ''days'''||Insert the number of days a user account is inactive before it is disabled. In order to disable this feature, simply leave the field blank. |-* ||'''Force New Password on First LoginApply Policy to All Sub-Companies''' ||Click this button to force- Ensures that update the user selects a password of their own choosing policy related to the first time they log into [[SmartSimple]]current organization and all sub-companies. 

* '''Password ExpirationNote: ''' This is applicable when an organization has a [[The Root Company|root organization]], and one or more sub- Each user will be forced to change their companies each with its own password once the selected number of days has passed. Any number of days can be setpolicies.

* |-||'''Password History CheckDisabled Inactive Account Message''' - You can set ||Write in the number of previous passwords (to a maximum of 32) text that the system will remember for each be displayed when a useris attempting to access an expired account. When changing their |-||'''Enable reCAPTCHA Validation'''|||-||'''Activation link life span'''||This function works with the @activationlink@ [[Password Variables to Set or Reset User Passwords|passwordvariable]]. If the '''https://@url@@activationlink@ '''syntax is used in the '''Request Password '''section of [[Email#Email Templates for User Activation and Password|email templates]], users this setting sets the duration that the activation link will not be permitted to re-use a previous password until valid for the specified user in ''number of unique passwords have been usedhours.  ''

==|-||'''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 '''[[Email#Email Templates for User Activation and Password Activation Settings==|email template]]. 

Password Activation Settings can be set * '''Note: '''The best challenge questions will have answers that are simple, memorable, not easy to add an extra layer of security to the system. These settings pertain to users who use the "Forgot Password" link on the login pageguess, and will not change over time. 

[[Image'''Example of Challenge Questions:Password-Activation-Settings.png]] '''

* : ''In what city or town was your first job?;'Default Security Code'<br />'' - A hard-coded value 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 the '''General '''page of '''Password and Activation Policies '''are features relating to be entered when users request new passwordsa '''Password Reset Message '''and '''Persistent Login.  '''

* '''Activation link life span''' - Works with the @activationlink@ :: [[File:Password Variables to Set or Reset User Passwordsreset message custom.png|800px|password variableborder]]. If  In the text field box, write the content for the '''<nowiki>http://@url@@activationlink@</nowiki>''' syntax is used in the 'Reset Password 'Request Password'' section of [[User Email Templates]], this setting sets the duration message that the activation link a user will be validsee 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 '''Challenge Questions, delimited by semi-colonsPersistent Login''' - You can set a series functionality provides for the use of challenge questions, all users will be prompted to select a persistent secure cookie on the [[SmartSimple]] [[Challenge QuestionUser|user]] on next login's computer to eliminate the need to use a username and password to log into the system. Their answer will  Rather than having to log in to SmartSimple each time you open your web browser, a "cookie" can be stored and they installed on your computer that will be prompted automatically authenticate you, allowing you to enter 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 answer if they forget 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 and click the activation link settings configured, then they will be used in the "Forgot password" email templatefull.

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 [[Image:Challenge-question.pngThe Root Company|link=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. 

:* '''Note: ''' An example of a good challenge question would be something organization will display informational text at the top saying that is simple, memorable, can't be guessed easily, and won't change over timeits password policies have not been configured until they are. 

{| class===Rules for Password Activation Settings==="wikitable"|-The following rules apply to the above settings ||For when users request a new passwords:user is sent their password for the first time||* If a the password activation settings have a '''default security code has been entered and code '''but no challenge questions have been entered, the user will be prompted to enter the default security code. * If a the password activation settings have a '''default security code has been entered and code '''and '''challenge questions have been entered,  '''the user will only be prompted to enter the default security code and then taken to a second screen to define an answer a to one of the challenge questions. The user can then go their [[Profile]] and access the '''Change Password '''page to view and update their stored challenge questionand answer.* If neither a default security code nor challenge questions have been entered, the The user will be presented with [[CAPTCHA]] reCAPTCHA validationin all cases.

These settings determine |}After a user has successfully completed the actions that should appropriate password activation process, they will be taken if someone attempts to log logged into your copy of that SmartSimple [[SmartSimpleinstance]]and their newly created password will become active.* '''Number of Attempts''' – the number of attempts to log in with an account before the account is locked. 

====Custom Policy====* The '''Lockout DurationCompose Custom Password Policy''' – table provides the ability to define the duration 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 account lockoutminimum number of characters required for that character type. * The [[User|user]] character mask used to define your selection will not be able to log appear in during the '''Custom Password Policy''' field. You can also write your own code and paste it into this periodfield if desired. Period * 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 set displayed to 5 minutes, 15 minutes, 30 minutes, 1 hour, 3 hours, 12 hours, 24 hours users when setting/changing their password. You can use plain text or forever html in this field (until unlocked by For example, to insert a line break use ''&lt;br>'')* '''Note''': See also [[Administrator|administratorCustom Password Policy Examples]])[[Image:Custpwpolicy.png]]

* The '''View Locked UsersImportant:''' tab will display all [[User|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]] that have had their account lockedare aware of the minimum requirement to enable them to create a valid password. <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 message you can use [[User|usersslogic]] a new . It is often easiest to use [[Password|passwordSystem Variables]]for these.Example:

* :: [[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 ''Once to log in with an account has been (that is, with an incorrect password) before that account is locked for exceeding the . |-||'''Lockout Duration'''||Select from a number of permitted login attempts it will remain on options the "locked users" list until duration of the correct password is enteredaccount lockout. This allows Within this period, the administrator to see which users user will have been unable no ability to log in, even if the configured lockout duration has passed and the account is no longer technically lockedtheir credentials are correct.'' 

* Options: 5 minutes, 15 minutes, 20 minutes, 1 hour, 3 hours, 12 hours, 24 hours or Forever* ''When an account has been locked 'Note: '''If the '''Forever '''option is selected 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 prevents would-be intruders from having multiple attempts have no access to guess the password each time the lockout duration has passed. login ''until ''manually unlocked by the [[Global User Administrator|System Administrator]] 

==|}The latter half of this page has the heading '''Intruder Email Alert==- '''using a default template, it allows you to customize the email alert when someone has been locked out because of intruding attempts. 

These settings define who should be informed by email if an intruder alert is detected.{| class="wikitable"|-* ||'''Email From''' – the “from” address ||The From Address for the emailalert. If you do not manually set this value, then the address: address '''supportdonotreply@smartsimple.comcom ''' will be used.* |-||'''Email To''' – select ||Select the [[Internal|internal]] people to receive the emailalert.* Click the '''Subjectbinoculars icon ''' – the subject for a full list of the email. See below for the variables that internal staff, from which you can use in the subject.* '''Body''' – the body of select who to send the email alert email. See below for the variables that you can use in the bodyto.

* '''Intruder Alert Email VariablesNote: ''' – because The Default Template will use the [[UserOrganization hierarchy#Organization Ownership|userprimary contact]] in not logged into of the system the amount of information available is limited [[The Root Company|root organization]] to IP Address populate the '''@ip@''', the attempted username '''@username@''' and time '''@time@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.

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.