Changes

__TOC__==Overview=='''Password Policy '''is used to configure the password policies within [[SmartSimple]] with your organizational standards. It is best practice to ensure that these policies match the other systems deployed by your organization; consequently, these policies allow for extensive configuration options.  '''Password Policies include the following:''' * The ability to control the length and 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 ''access the system - for example, [[External]] contacts who would only use the system for an application. Alternative password policies can be set for any level in the [[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 ''the 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 [[User|user]] with [[Global User Administrator|System Administrator]] [[User Role|privileges]]. 

==Overview==3. Click on the tab labelled '''Password PolicySecurity.''' 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.

==4. Click on the hyperlink called '''Password Encryption=={{PasswordEncryption}}and Activation Policies.'''

==The Password Policy Page Illustrated==[[Image:PasswordPolicynewA page displayed with numerous settings and tabs related to your system's password and activation policies will appear.png|link=]]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==Expiration "wikitable"|-||'''Tab Name'''||'''Overview of Inactive Accounts==Features and Functionality'''|-||'''[[Password Policy#Password Settings|General]]'''This section control ||Provides access to modify, configure, or enable/disable general password settings, the expiration deactivation of inactive accounts, activation settings, password reset messages, and persistent login. |-||'''[[Email#Email Templates for User accounts can become automatically disabled after 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 predetermined period [[List View Overview|list]] of invalid logins by username, IP Address, and timefor auditing and record-keeping purposes. A password reset is required |-||'''[[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 to regain access to the systemwith a new password. This feature empowers organizations  |-||'''[[Disable User Account After Inactive Period|Disabled Inactive Users]]'''||Provides a list of disabled, inactive users by name and adds to the many account management options availabledate 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. 

:: [[File:General password settings.png|400px|border]]{| class="wikitable"|-||'''Maximum Password Update in 24 HoursLength''' – ||The maximum minimum length allowed for a password; the number of password changes a user can make within a 24 hour period can inputted must be definedbetween '''6 - 32 characters. This is to prevent users bypassing '''|-||'''Complexity'''||Set the password history restriction by changing their password repeatedly to return to level of character-type complexity required for a previously used password. This setting only pertains to password changes by use of "Update Password" by user, not to the "Forgot Password" link or system administrators using "Set Password."The options are as follows: 

* '''Password lengthNo Restriction - ''' – any character can be used; this is the minimum length allowed for 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 [[Password|password]]combination of letters, numbers, between 6 and 32 special charactersmust be used. * '''Custom Policy - '''a password policy can be custom-defined. 

'''ComplexityDisable Restriction of Common Passwords - ''' – the level of complexity required in the [[Password|password]], the options are:* Toggling on this function will then ''enable 'No Restriction'the user'' – any character can be useds ability to use common passwords as their password. This is the default.* '''Alpha Only''' – only letters can be used.* '''Alpha & Numeric''' – letters and numbers must be used in the password.* '''Alpha & Numeric & Special characters''' – lettersnot recommended for security reasons, numbers as common passwords are easier to guess and special characters must be used.* '''Custom Policy''' - a password policy can be custom definedto enable security breaches. 

<!-|-||'''AlgorithmForce Password Change''' – the algorithm that will be used to encrypt the password. The options are:* '''SHA1''' ||* '''SHA256Force 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. 

If user attempts to change 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, and providing them with the opportunity to abandon * '''Note: '''This first login does not count towards the change.[[Image:AlgorithmAlertMaximum Password Update in 24 Hours setting.png|border]] 

'''Expire All Passwords Now - '''This is a handy button that will immediately invalidate all passwords 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 require more complex passwords; by expiring all passwords, every user in your system will have to create new passwords that fall under the new password criteria.  ===Custom Policy===|-* The ||'''Compose Custom Password PolicyExpiration''' table allows you ||Each user will be forced to define change their password once the custom password policy by enabling each character set desired (upper caseselected number of days has passed. Doing so every quarter or so is good security practice; however, lower case, numeric and/or symbols) and specifying the minimum any number of characters required for that character days can be set. * The  On each login, the system code used will check how many days until the password expires and will notify the user their password is about to enforce your selection will appear expire in the X days.|-||'''Custom Password PolicyHistory Check''' field. ||You can also write your own code and paste it into this field if desiredset the number of previous passports (to a maximum of 32) that the system will remember for each user.* The When changing their password, users will not be permitted to re-use a previous password that is remembered by the '''Validate PatternPassword History ''' button will open a window where you can test various until the specified number of unique passwords against the policy to see if they will pass or failhave been used.  |-* The value in the ||'''Custom Maximum Password Policy DescriptionChanges in 24 Hours''' field ||This will be displayed set the maximum number of password changes any individual user is able to make within a 24-hour period. This is to prevent users when setting/from bypassing the password history restriction by changing their password. You can use plain text or html repeatedly in this field (For example, order to return to insert a line break use ''&lt;br>'')* '''Note''': See also [[Custom Password Policy Examples]][[Image:Custpwpolicypreviously 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> 

|}====Disable Inactive Accounts and Activation Settings=Hierarchical Password Policy===When viewing a company in your hierarchy, select Scrolling down further on the '''Settings > Password PolicyGeneral ''' password settings page will bring you 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 sections that allow you to all sub-companies in set 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 criteria for a company, then the system will look at the companies above it in the hierarchy, disabling 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 applyactivating accounts. 

==New Password Settings== * '''Force New Password on First Login''' - Ensures that the user selects [[User]] accounts can be configured to automatically become disabled after a password predetermined period of their own choosing the first time they log into inactivity. Once disabled, a [[SmartSimplePassword Policy#Password Reset Message|password reset]] is required by the user to regain access to the system. <br />''(Does not count towards'' Maximum Password Update in 24 Hours ''settingThis 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 Expiration'days''' - Each user will be forced to change their password once ||Insert the selected number of days has passeda user account is inactive before it is disabled. Any number of days can be setIn order to disable this feature, simply leave the field blank.|-||'''Apply Policy to All Sub-Companies'''||Click this button to force-update the password policy related to the current organization and all sub-companies. 

* '''Password History CheckNote: ''' - You can set the number of previous passwords (to This is applicable when an organization has a maximum of 32) that the system will remember for each user. When changing their password[[The Root Company|root organization]], users will not be permitted to reand one or more sub-use a previous companies each with its own password until the specified number of unique passwords have been usedpolicies.

==|-||'''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 can be set * '''Note: '''Best practice is to add an extra layer of security to the systemprovide around 24 hours. These settings pertain Providing too little time will force you to continuously resend links as users who use the "Forgot Password" link on the login pagewill 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: ''' - A hard-coded value The best challenge questions will have answers that are simple, memorable, not easy to be entered when users request new passwordsguess, and will not change over time.  

* '''Activation link life span''' - Works with the @activationlink@ [[Password Variables to Set or Reset User Passwords|password variable]]. If the '''<nowiki>httpExample of Challenge Questions://@url@@activationlink@</nowiki>''' syntax is used in the  ''Request Password'' section of [[User Email Templates]], this setting sets the duration that the activation link will be valid.

* : ''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|link=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.

===Rules for Password Activation Settings===The following rules apply to the above When an organization does not have their password settings when users request new passwords:* If a default security code has been entered and no challenge questions have been enteredconfigured, the user system will be prompted to enter go up the default security code.* If [[Organization hierarchy|organization hierarchy]] until it finds a parent company with password settings configured, and by default security code has been entered and challenge questions have been entered, it will allow the user will only be prompted organization to answer a challenge questioninherit those settings.*  '''Example: '''If neither a default security code nor challenge questions have been entered, only the user will be presented with [[CAPTCHAThe Root Company|root organization]] validationhas its password settings configured, all other organizations would inherit the same policies, as they all fall under the root organization on the organization hierarchy. 

After successful completion of Password Activation, * '''Note: '''An organization will display informational text at the user will be logged in and their new top saying that its password will be activepolicies have not been configured until they are. 

{| class==Intruder Lockout Settings=="wikitable"|-||For when a new user is sent their password for the first time||* 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 be prompted to 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 [[Profile]] and access the '''Change Password '''page to view and update their stored challenge question and answer.* The user will be presented with reCAPTCHA validation in all cases.

These |-||For when an existing user requests a new password||* If the password activation settings determine have a '''default security code '''but no challenge questions, the actions that should user will be taken if someone attempts prompted to log into your copy of [[SmartSimple]]enter the default security code. * If the password activation settings have a '''default security ''''''code '''and '''Number of Attemptschallenge questions, ''' – the number of attempts user will only be prompted to log answer a challenge question.* The user will be presented with reCAPTCHA validation in with an account before the account is lockedall cases. 

* '''Lockout Duration''' – the duration of the account lockout. The [[User|}After a user]] has successfully completed the appropriate password activation process, they 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 logged into that SmartSimple [[Administrator|administratorinstance]])and their newly created password will become active. 

====Custom Policy====* The '''Lockout MessageCompose Custom Password Policy''' - a table provides the ability to define the custom message 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 display to users when a user is locked out due to too many failed login attemptsdefine 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. This message * The '''Validate Pattern''' button will only display when open a user has been locked out, and attempts window where you can test various passwords against the policy to log see if they will pass or fail.* The value in again with the correct password. Therefore, no information '''Custom Password Policy Description''' field will be divulged displayed to users that fail when setting/changing their loginpassword. You can use plain text or html in this field (For example, to insert a line break use ''&lt;br>'')* '''Note''': See also [[Custom 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 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 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]] is not logged into of the system, the amount of information available is limited [[The Root Company|root organization]] to IP Address populate the '''@ip@'Email To '', the attempted username '''@username@''' and date/time '''@now@''' of the attempted loginfield. 

==|-||'''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.