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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.
: <span style="font=Areas for Review==There may be references to the soon-to-size: medium;">'''@randompassword@'''</span>This can be used in:deprecated variables within multiple areas of your system. These will need to be changed prior to the upgrade.
* 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 An easy way to see and Forgot Password message.* [[Email Broadcast]] - check the content of all system emails for deprecated variables is to generate a new random [[Password|password]].* Any [[Workflow]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]].
In the ''Request Password'' section of [[User Email Templates]]If you need help, the following variables can be used to create a time-delimited link for passwordcontact our Support team.
: <span style="font-size: medium;">'''<nowiki>http://@url@@activationlink@</nowiki>'''</span>See [[Password Policy]] below for further detailsmore information regarding changing system email templates.
To generate a new [[Password|password]] ===User Signup Pages===Depending on how your user signup pages are configured, you may need to update signup page templates for a new user or sends the words users. You may alternately access these templates by navigating to '''Menu Icon'"existing password"'' for existing users > '''ANDGlobal Settings''' to promote user to admin/portal type user.:<font size="3">'''@checkportalpassword@Users'''</font>'''Signup Pages'''.
These ===Workflow and System Email Templates===Password variables can also be used found in:* Any [[Sign-Up Page|Signup page]] message body.* Any [[Applicant Tracking]] System applicant profile message body.* [[Global Settings]] - [[workflow emails, such as "User Email Templates|" type workflows where a workflow is used to activate and send an activation email to a user email messages]] - New [[User]] message and Forgot Password message.* Any [[Workflow]] - [[Workflow Task Type: Acknowledgement|Acknowledgment task type]].
==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.
* Navigate to '''Menu Icon > Global Settings > Communications > System Email Templates'''.
* Click the '''Export Emails''' button top left above the list. This will export the list of system emails as an excel file.
* 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 template.
==New or Existing Users=Password and Activation Policies===To generate Clicking the '''Sample Template''' link will replace the existing email template, with a sample template from SmartSimple which contains the new [[Password|password]] for a new user or sends activation link variable. You may then modify the words template as needed. You may alternately access this template by going to '''Menu Icon''' > '''Global Settings'"existing password"'' for existing users (see > '''NotesSecurity''' below):<font size="3"tab >'''@checkactivatedpassword@Password and Activation Policies'''</font>'''Activation Emails''' tab.
==NotesSee Also=====Translation===* [[Password Policy]]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 required. For example, for an existing 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> ===Processing Time===* [[Signup Page]]System-generated emails that contain passwords bypass the typical * [[What Is Gort?:Category:Email|Service Process ManagerCategory:Email]] and, hence, are sent out immediately rather than being put in an email queue.
[[Category:Authentication]][[Category:VariablesDeprecated]]
