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The ==Overview==In the upcoming November 2023 release, the use of password variables will be deprecated to enhance security measures and align with best practices. Instead of using the soon to be deprecated password variable <code>@password@</code> which sends a password in plain text in the email body, all systems will be required to adopt the following section outlines enhancements that we have made activation link variable. This variable will redirect users to [[Password]] Processing and a description of when each [[Password]] [[Variables|Variable]] designated page where they can be usedsecurely set their desired password:
[[Variables|Variable]]<pre>https: //@passwordurl@@activationlink@</pre>
'''Purpose''': generates a new [[PasswordFile:activation-variable-link.png|password]] for thumb|none|800px|An example of the activation link variable when used with a new [[User|useremail.]]. 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 Therefore, the following variables will be deprecated and Forgot Password message.* Any [[Workflow]] - [[UTA]] Assignment task type.will not work after the November upgrade:
[[Variables|Variable]]: * <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.
'''Purpose''': generates 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. This can be used in:
* Any [[Sign-Up Page|Signup page]] message body.==Areas for Review==* Any [[Applicant Tracking]] System applicant profile message body.* [[Global Settings]] There may be references to the soon- [[User|user]] email messages to- 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.
[[Variables|Variable]]An easy way to see and check the content of all system emails for deprecated variables is to: @checkactivatedpassword@
* 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.
→Workflow and System Email Templates
* Navigate to '''Menu Icon > Global Settings > Communications > System Email Templates'''.* Click the 'Purpose''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''': generates a new [[Password|password]] for a new user or sends 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 existing [[Password|password]] '''Edit System Email''' button (pencil icon) next to an existing userthe relevant system email template. This can be used in:
See below for more information regarding changing system email templates.
===Password and Activation Policies===
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 template as needed. You may alternately access this template by going to '''Menu Icon''' > '''Global Settings''' > '''Security''' tab >''' Password and Activation Policies''' > '''Activation Emails''' tab.
===User Signup Pages===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 '''Menu Icon''' > '''Global Settings''' > '''Users''' > '''Signup Pages'''. ===Workflow and System Email Templates===Password variables can also be found in workflow emails, such as "User" type workflows where a workflow is used to activate and send an activation email to a user. ==See Also==* [[Category:EnhancementsPassword Policy]]* [[Category:System ManagementSignup Page]]* [[:Category:Email|Category:Sign-Up FeaturesEmail]] [[Category:VariablesDeprecated]]