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[[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]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]]the upgrade.
==New or Existing Users==To generate a new [[Password|password]] for a new user or sends An easy way to see and check the words ''"existing password"'' content of all system emails for existing users (see '''Notes''' below)deprecated variables is to:<font size="3">'''@checkactivatedpassword@'''</font>
This can be used in:* Any [[Sign-Up Page|Signup page]] message bodyNavigate to '''Menu Icon > Global Settings > Communications > System Email Templates'''.* Any [[Applicant Tracking]] System applicant profile message bodyClick the '''Export Emails''' button top left above the list. This will export the list of system emails as an excel file.* [[Global Settings]] - [[User|user]] Search the column called '''Email Body''' 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 '''Edit System Email''' button (pencil icon) next to the relevant system email messages - New [[User]] message and Forgot Password message.* [[Workflow]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]]template.
==Notes=====Translation===Because of the complex nature of the password creation and validation process it is not possible to automatically translate '''existing password''' into other languages. If you are sending an e-mail containing the @checkactivatedpassword@ variable you can use the following syntax to display text other than "existing password" if requiredneed help, contact our Support team.
For example, See below for an existing user the following will show the French translation of '''existing password''' which is '''Mot de passe courant'''more information regarding changing system email templates. 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","Mot de passe courant","@checkactivatedpassword@"))--></pre>
→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.
===Processing TimePassword and Activation Policies===System-generated emails that contain passwords bypass Clicking the '''Sample Template''' link will replace the existing email template, with a sample template from SmartSimple which contains the new activation link variable. You may then modify the typical [[What Is Gort?|Service Process Manager]] template as needed. You may alternately access this template by going to '''Menu Icon''' > '''Global Settings''' > '''Security''' tab >''' Password andActivation Policies''' > '''Activation Emails''' tab. ===User Signup Pages===Depending on how your user signup pages are configured, henceyou may need to update signup page templates for new users. You may alternately access these templates by navigating to '''Menu Icon''' > '''Global Settings''' > '''Users''' > '''Signup Pages'''. ===Workflow and System Email Templates===Password variables can also be found in workflow emails, are sent out immediately rather than being put in such as "User" type workflows where a workflow is used to activate and send an activation email queueto a user.
==See Also==
* [[UTA Workflows and the Password VariablesPolicy]]* [[Signup Page]]* [[:Category:Email|Category:Email]]
[[Category:System Management]][[Category:Sign-Up Features]][[Category:VariablesDeprecated]]