Smartstaff
2,091
edits
Changes
m
[[Variables]] can ==Overview==In the upcoming November 2023 release, the use of password variables will be used within [[SmartSimple]] deprecated to enhance security measures and align with best practices. Instead of using the soon to automatically generate system [[be deprecated password variable <code>@password@</code> which sends a password]]sin plain text in the email body, all systems will be required to adopt the following activation link variable.This variable will redirect users to a designated page where they can securely set their desired password:
==New Users==To generate a new [[PasswordFile:activation-variable-link.png|thumb|none|800px|password]] for An example of the activation link variable when used with a '''new''' [[User|useremail.]]. :<font size="3">'''@password@'''</font>
This can Therefore, the following variables will be used indeprecated and will not work after the November upgrade:* Any [[Sign-Up Page|Signup page]] message body.* Any [[Applicant Tracking]] System applicant profile message body.* [[Global Settings]] - [[User|user]] email messages - New [[User]] message and Forgot Password message.* Any [[Workflow]] - [[UTA]] Assignment task type.
==Existing Users==To generate a If you need help updating email templates for new [[Password|users or password]] for an '''existing''' [[User|user]]resets, reach out to our Support team. :<font size="3">'''@randompassword@'''</font>
This can ==Areas for Review==There may be used in:* Any [[Signreferences to the soon-Up Page|Signup page]] message body.* Any [[Applicant Tracking]] System applicant profile message body.* [[Global Settings]] to- [[User|user]] email messages - New [[User]] message and Forgot [[Password]] messagebe deprecated variables within multiple areas of your system.* [[Email Broadcast]] - These will need to be changed prior to generate a new random [[Password|password]].* [[Workflow]] - '''Acknowledgment''' task typethe upgrade.
==New or Existing Users==* Navigate to '''Menu Icon > Global Settings > Communications > System Email Templates'''.To generate a new [[Password|password]] for a new user or sends * Click the words ''"existing password"'Export Emails'' for existing users (see ' button top left above the list. This will export the list of system emails as an excel file.* Search the column called '''NotesEmail Body''' below):<font size="3">for all deprecated variables contained within system emails. If you find anything that needs to be updated, go back into the system and update the relevant email by clicking on the '''@checkactivatedpassword@Edit System Email'''</font>button (pencil icon) next to the relevant system email template.
This can be used in:* Any [[Sign-Up Page|Signup page]] message body.* Any [[Applicant Tracking]] System applicant profile message body.* [[Global Settings]] - [[User|user]] email messages - New [[User]] message and Forgot Password message.* [[Workflow]] - Acknowledgment task typeIf you need help, contact our Support team.
For example===User Signup Pages===Depending on how your user signup pages are configured, you may need to update signup page templates for an existing user the following will show the French translation of new users. You may alternately access these templates by navigating to '''Menu Icon''' > '''Global Settings''' > '''existing passwordUsers''' which is > '''Mot de passe courantSignup Pages'''. If the user has not been previously activated the syntax will provide a randomly generated password as normal: <pre><!--@sscalculation(if(trim("@checkactivatedpassword@")="existing password"==Workflow and System Email Templates===Password variables can also be found in workflow emails,such as "Mot de passe courantUser","@checkactivatedpassword@"))--></pre>type workflows where a workflow is used to activate and send an activation email to a user.
→Workflow and System Email Templates
<pre>https://@url@@activationlink@</pre>
* <code>@password@</code> - Generates a new password for new users
* <code>@randompassword@</code> - Generates a random password for existing users
* <code>@passwordresetlink@</code> - A link that allows existing users to reset their passwords
* <code>@checkactivatedpassword@</code> - Checks if a user is activated. If sent to a user who is not activated, it generates a new password. If the user is activated, it will send the words “existing password”.
* <code>@checkportalpassword@</code> - If sent to a new user, it will generate a new password. If sent to an existing user, it will send the words “existing password” and promote the user to an admin/portal type user.
An easy way to see and check the content of all system emails for deprecated variables is to:
See below for more information regarding changing system email templates.
==Notes=====TranslationPassword and Activation Policies===Because of the complex nature of Clicking the password creation and validation process it is not possible to automatically translate '''existing passwordSample Template''' into other languages. If you are sending an e-mail containing link will replace the existing email template, with a sample template from SmartSimple which contains the @checkactivatedpassword@ new activation link variable you can use . You may then modify the following syntax template as needed. You may alternately access this template by going to display text other than "existing password" if required'''Menu Icon''' > '''Global Settings''' > '''Security''' tab >''' Password and Activation Policies''' > '''Activation Emails''' tab.
==See Also==
* [[UTA Workflows and the Password VariablesPolicy]]* [[Signup Page]]* [[:Category:Email|Category:Email]]
[[Category:System Management]][[Category:Sign-Up Features]][[Category:VariablesDeprecated]]