Changes

'''Password PolicyPolicy ''' is used to configure the Password Policies password policies within [[SmartSimple ]] with your organizational policiesstandards. It is best practice to ensure that these policies match the other systems that are deployed by your organization. Consequently ; consequently, these policies provide allow for extensive configuration options. 

'''Password Policies include the ability to control; the length and complexity of passwords, password expiration and frequency usage, the method for sending new requested passwords, word restrictions, the number of retries allowed, the lockout time for the account if they exceed the number of retries, email alerts for invalid passwords.following:'''

'''Multiple * The ability to control the length and complexity of passwords* The password expiration time period * The password policies''' can be supported by the system. This feature provides frequency usage * The method for less stringent policies sending new requested passwords (via Email Templates) * Word restrictions * The number of retries allowed* The lockout time for types of users that infrequently access the system such as external contacts. Alternative password policies can be set account if they exceed retry quota * Email alerts for any level in the organizational hierarchy. invalid passwords 

==Section 1: Persistent Login 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 Expiration of Inactive Accounts==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]]. 

: '''Note: '''In all cases of password policies, '''common words '''or '''known common passwords '''are ineligible to be used as [[image:password001.pngSmartSimple]]passwords. ==Configuration - Essentials=====How to Access the Password Settings===1. Click on the 9-square menu icon on the top right of your page.

:: {{Icon-Menu}} 2. Under the heading '''Persistent LoginConfiguration, ''' provides for the use use of a persistent secure cookie on the users computer to eliminate the need to use a username and password to log into the system. select '''This feature will be deprecated in the July 2016 upgrade[[Global Settings]]. '''

'''Expiration of Inactive Accounts''' provides the ability to automatically disable a user account after a predetermined period of time3. A password reset is required by Click on the user to regain access to the system. The main options are: * tab labelled '''Disable user accounts after ''[X]'' days''' - The number of days a user account is inactive before it is disabled. Leave this field blank to disable this featureSecurity.* '''Cascade to sub-company password policies''' - Add a check mark to this field to force-update the password policy of all sub-companies. '''Note:'''This is applicable when an organization has a root company and a one or more sub-companies each with it's own password policies.* '''Expiry Message''' - The text to be displayed to a user trying to access an expired account.

==Section 2: 4. Click on the hyperlink called '''Password Settings Section==and Activation Policies.'''

This section is used A page displayed with numerous settings and tabs related to set your system's password attributesand 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. 

:: [[imageFile: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, passwordreset messages, and persistent login.|-002||'''[[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.pngCan 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===This section, under the first tab of the '''Password lengthand Activation Policies ''' – the minimum length allowed for a [[Password|password]], between labelled '''6 and 32 charactersGeneral, '''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 '''Data Restrictions6 - 32 characters.''' |- passwords set by users can be restricted so values such as first name, last name or organization name cannot be used in ||'''Complexity'''||Set the level of character-type complexity required for a password. Any number of fields can be selected from both the organization or the user profile; standard and custom fields The options are supported.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-008defined.png]] 

In the example above City, Country and Phone fields have been selected from '''Disable Restriction of Common Passwords - '''Toggling on this function will then ''enable ''the user's organization record and first name, last nameability to use common passwords as their password. This is not recommended for security reasons, birthplace as common passwords are easier to guess and nickname fields have been selected from the user profileto enable security breaches. 

===|-||'''Force Password Complexity===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. 

* '''Complexity''' – the level of complexity required in the [[Password|password]], the options areNote:* '''No Restriction ''' – any character can be used. This is first login does not count towards the default.* '''Alpha Only''' – only letters can be used.* '''Alpha & Numeric''' – letters and numbers must be used Maximum Password Update in the password.* '''Alpha & Numeric & Special characters''' – letters, numbers and special characters must be used.* '''Custom Policy''' - a password policy can be custom defined24 Hours setting. 

* The '''Compose Custom Password PolicyExpire All Passwords Now - ''' table provides This is a handy button that will immediately invalidate all passwords in the ability to define the custom password policy system, ensuring 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 user will have to define your selection will appear reset their passwords when they next log in the '''Custom Password Policy''' field. You can also write your own code and paste it into A good use-case of this field function might be if desired.* The '''Validate Pattern''' button will open a window where you can test various passwords against the updated your password policy to see if they will pass or fail. * The value require more complex passwords; by expiring all passwords, every user in the '''Custom Password Policy Description''' field your system will be displayed have to users when setting/changing their create new passwords that fall under the new passwordcriteria. 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:Password Expiration''' When defining a custom ||Each user will be forced to change their password policy 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 sure set. On each login, the system will check how many days until the password expires and will notify the user their password is about to expire in X days.|-||'''Password History Check'''||You can set the number of previous passports (to provide a detailed description maximum of 32) that the policy in system will 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 History '''until the specified number of unique passwords have been used. |-||'''Custom Maximum Password Policy DescriptionChanges in 24 Hours''' field so that ||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 are aware of from bypassing the minimum requirement password history restriction by changing their password repeatedly in order to enable them return to create a valid previously used password.

If you need * This setting only pertains to translate password changes by use of '''Update Password '''by the user - it is not relevant to the '''Custom Password Policy DescriptionForgot Password ''' message you can use [[sslogic]]. It is often easiest link nor to use the [[Global User Administrator|System VariablesAdministrators]] 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(ability to '''@langid@Set Password '='2')-->&lt;br>@systemfor users.Password Policy - French@&lt;!--@else-->&lt;br>@system.Password Policy@&lt;!--@end--></pre> 

===Hierarchical Password Policy===|-When viewing a company in your hierarchy, select ||'''Settings > Password PolicyData Restriction''' 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 Configuring this setting will look at the companies above it in the hierarchy, and if one of these parent companies have a restrict password policy set then it will use these settings. <br/><br/>If there are no password policies defined for a companyso that values such as first name, last name, or any of the companies above it organization name ''cannot ''be used in the hierarchy, then the password policy set in [[Global_Settings|Global Settings]] will apply.<br/><br/>Any number of fields can be selected from both the '''Organization '''or the '''Contact 'NOTE:'' There are no settings stored in the database for a company until someone actually opens the Password Policy page for that company and clicks Save[[Profile]]. 

'''Contact Field '''- Both [[image:password003.pngStandard Fields|standard]] and [[Custom Fields|bordercustom fields]]are supported. 

* |}====Disable Inactive Accounts and Activation Settings====Scrolling down further on the '''Force Password ChangeGeneral ''' - Appears with button marked '''Expire All Passwords Now'''. Ensures that all users password settings page will be forced bring you to rest their password when they next log in. * '''First Login''' - Ensures 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. <br />''(Does not count towards'' Maximum Password Update in 24 Hours ''setting.)'' 

* '''[[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. 

Password Activation Settings can |-||'''Disabled Inactive Account Message'''||Write in the text that will be set displayed when a user is attempting to add access an extra layer 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 security to [[Email#Email Templates for User Activation and Password|email templates]], this setting sets the system. These settings pertain to users who use duration that the "Forgot Password" activation link on will be valid for the login pageuser in ''number of hours. ''

[[Image* '''Note:Password-Activation-Settings '''Best practice is to provide around 24 hours.png]]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''' - A ||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|email template]]. 

* '''Activation link life spanNote: ''' - Works with the @activationlink@ [[Password Variables The best challenge questions will have answers that are simple, memorable, not easy to Set or Reset User Passwords|password variable]]. If the '''<nowiki>http://@url@@activationlink@</nowiki>''' syntax is used in the ''Request Password'' section of [[User Email Templates]]guess, this setting sets the duration that the activation link and will be validnot change over time. 

* '''Example of Challenge Questions, delimited by semi-colons: ''' - You can set a series of challenge questions, all users will be prompted to select a [[Challenge Question]] on next login. Their answer will be stored and they will be prompted to enter this answer if they forget their password and click the activation link in the "Forgot password" email template.

:[[Image:Challenge-question.png''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? ''|link}=]]===Password Reset 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 reset message custom.png|800px|border]] In the text field box, write the content for the '''Note:Reset Password ''' An example of message that a user will see if they need to reset their password. You may select between a good challenge question would be something that is simple, memorable, can't be guessed easily, and won't change over timedefault template or you may choose to make it custom. 

===Rules for Password Activation Settings=Persistent Login====:: [[File:Persistent login.png|600px|border]] The following rules apply '''Persistent Login''' functionality provides for the use of a persistent secure cookie on the [[SmartSimple]] [[User|user]]'s computer to eliminate the above settings when users request new passwords:* If need to use a default security code has been entered username and no challenge questions have been enteredpassword to log into the system. Rather than having to log in to SmartSimple each time you open your web browser, the user a "cookie" can be installed on your computer that will be prompted automatically authenticate you, allowing you to enter bypass the default security codelogin screen.* If a default security code has been entered and challenge questions (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 been entered, the user will only be prompted 's browser enabled to answer a challenge questionaccept persistent cookies.* The user ====Rules for Password Activation Settings====When an organization has their password settings configured, then they will be presented with [[CAPTCHA]] validation used in all casesfull.

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

{| class="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 [[image:password-006.pngProfile]]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 [[User|user]] a new message you can use [[Password|passwordsslogic]].  * ''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 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 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== use [[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.pngSystem Variables]] 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 emailthese. If you do not set this value, the addressExample: '''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|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.

<pre style="white-space: -o-pre-wrap; word-wrap: break-word;">&lt;!--@sslogic('@langid@'='2')-->&lt;br>@system.Password Policy - French@&lt;!--@else-->&lt;br>@system.Password Policy@&lt;!--@end--></pre>===Intruder Lockout Settings and Intruder LogEmail Alert===The third tab in '''Password and Activation Policies, '''called '''Intruder Alert Settings, '''will determine the actions that should be taken if someone attempts to log into your copy of [[SmartSimple]] but cannot provide accurate credentials.

The :: [[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 'View Log'attempt '' tab to log in with an account (that is used to access the , with an incorrect password) before that account is locked. |-||'''Intruder AlertLockout Duration''' ||Select from a number of options the duration of the account lockout. Within this period, the user will have no ability to login, even if their credentials are correct. 

* 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 [[Image:Glob13.pngGlobal User Administrator|System Administrator]] 

* |}The list can be sorted by clicking latter half of this page has the column title.* You can filter heading '''Intruder Email Alert - '''using a default template, it allows you to customize the list by [[Username|username]], year, and monthemail alert when someone has been locked out because of intruding attempts. 

|-||'''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 [[Image:ViewLockedUsersSystem Variables]].png |1000px}'''Intruder 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 Locked UsersUsers ''' tab will display all a [[UserList View Overview|userslist]]  of all users 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 :: [[File:Locked user lists.png|800px|border]]If a user is locked 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 you can click on the '''Set Password''' button on the '''View Locked Users''' tab to reactivate the account for the configured lockout duration. In other words, once someone is on the "locked and send the [[User|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 to guess the ]] a new [[Password|password each time the lockout duration has passed]].

* If a user is Once an account has been lockedfor exceeding the number of permitted login attempts, you can click it will remain on the the '''Set PasswordLocked Users ''' button list until the correct password is entered. This allows the SysAdmin to reactivate see which users have been unable to log in, even if the account configured lockout duration has passed and send the [[User|user]] a new [[Password|password]]account is no longer technically locked.

[[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.