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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 in:* Any [[Sign-Up Page|Signup page]] message body.* Any [[Applicant Tracking]] System applicant profile message body.* [[Global Settings]] - [[User Email Templates|user email messages]] - New [[User]] message deprecated and Forgot Password message.* Any [[Workflow]] - [[Workflow Task Typewill not work after the November upgrade: Acknowledgement|Acknowledgment 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 Email Templates|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]].* Any [[Workflow]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]]the upgrade.
In * Navigate to '''Menu Icon > Global Settings > Communications > System Email Templates'''.* Click the ''Request Password'Export Emails''' section button top left above the list. This will export the list of [[User system emails as an excel file.* Search the column called '''Email Templates]]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 following variables can be used to create a time-delimited link for password resets.:<font size="3">'''<nowiki>http://@url@@activationlink@</nowiki>Edit System Email'''</font>See [[Password Policy]] for further detailsbutton (pencil icon) next to the relevant system email template.
==New or Existing Users==To generate a new [[Password|password]] for a new user or sends the words ''"existing password"'' for existing users (see '''Notes''' below):<font size="3">'''@checkactivatedpassword@'''</font>If you need help, contact our Support team.
To generate a new [[Password|password]] See below for a new user or sends the words ''"existing password"'' for existing users '''AND''' to promote user to admin/portal type usermore information regarding changing system email templates.:<font size="3">'''@checkportalpassword@'''</font>
These can be used in:===Password and Activation Policies===* Any [[Sign-Up Page|Signup page]] message bodyClicking the '''Sample Template''' link will replace the existing email template, with a sample template from SmartSimple which contains the new activation link variable.* Any [[Applicant Tracking]] System applicant profile message bodyYou may then modify the template as needed.* [[You may alternately access this template by going to '''Menu Icon''' > '''Global Settings]] - [[User Email Templates|user email messages]] - New [[User]] message ''' > '''Security''' tab >''' Password and Forgot Password message.* Any [[Workflow]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]]Activation Policies''' > '''Activation Emails''' tab.
For example===Workflow and System Email Templates===Password variables can also be found in workflow emails, for such as "User" type workflows where a workflow is used to activate and send an existing activation email to a user the following will show the French translation of '''existing password''' which is '''Mot de passe courant'''. 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>
==See Also==
* [[UTA Workflows and the Password Variables]]
* [[User Email Templates]]
→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:
==Notes=====TranslationUser Signup Pages===Because of the complex nature of the password creation and validation process it is not possible Depending on how your user signup pages are configured, you may need to update signup page templates for new users. You may alternately access these templates by navigating to automatically translate '''existing passwordMenu Icon''' > '''Global Settings''' > '''Users''' > '''Signup Pages''' 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 required.
===Processing Time=See Also==System-generated emails that contain passwords bypass the typical * [[Password Policy]]* [[Signup Page]]* [[What Is Gort?:Category:Email|Service Process ManagerCategory:Email]] and, hence, are sent out immediately rather than being put in an email queue.
[[Category:System Management]][[Category:Sign-Up Features]][[Category:Variables]][[Category:SecurityDeprecated]]
