Email Options for Password Changes

The following tables outlines the possible scenarios that may occur when a password is changed, along with the corresponding email options:

Permissions

EMAIL NAME

EMAIL DESCRIPTION

ACTION TYPE

Admin Password Change

This email is triggered when an administrator manually resets a user's password. The user's new password cannot be included in the email. Because of this, the administrator must communicate this password outside of the system. This email can be sent to User or User's Manager.

System Administration

Forget Password

If the Password Reset Option in Password Preferences is set to Reset By Email Notification, then the Forget Password email is triggered when a user clicks Forgot Password? on the Login page. This email can be sent to External User or Internal User. If the user clicks Forgot Password? multiple times and a password reset URL is included in the email, then a new URL is generated for each email and the previous URL is no longer valid.

This email must be configured for administrators to select the "Send Password Reset Email to user's email address" option when resetting a user's password on the Admin - Users page.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Defining Availability

The availability settings do not apply to external users when External User is added as a recipient in the Send To field.

When Internal User is added to the Send To field, the availability settings defined in the Availability field apply to internal users based on the organizational unit (OU) to which they belong. The following rules apply by OU:

Organizational Unit	Rule
Cost Center	Cost Center if user is part of the Cost Center
Custom Group	Custom group if user is part of the Custom Group
Division	Division user belongs to
Grade	Grade user belongs to
Location	Location user belongs to
Position	Position user belongs to
Self-Registration Group	Self-Registration group if user is part of the group
User	User if user is added individually

System Administration

New User Record Created (via Add User Page)

This email can be configured as a notification and is triggered when a new user record is created via the Admin - Users page. This email is not sent to users who are created via a data feed. This email can be sent to the User Created, User Creator, or the User's Manager.

System Administration

User Password Change

This email is triggered any time a user changes their password. This email can be sent to User or User's Manager.

System Administration

Add a user

Is confidential password required?	Is an email notification sent?	Which email is triggered when configured?	Explanation
Yes	Yes	New User Record Created	There is no action of changing a password.
Yes	No	New User Record Created	There is no action of changing a password.
No	Yes	New User Record Created and Admin Password Change	The administrator manually defines a password. Configuring the New User Created email is not recommended for organizations with this configuration.
No	No	New User Record Created	The administrator manually defines a password. Configuring the New User Created email is not recommended for organizations with this configuration.

Admin changes the user's password

Is confidential password required?	Is an email notification sent?	Which email is triggered when configured?	Explanation
Yes	Yes	Forget Password	There is no action of changing a password.
Yes	No	Forget Password	There is no action of changing a password.
No, and the Send Forgot Password email option is selected.	Yes	Forget Password	There is no action of changing a password.
No, and the Define a temporary password option is selected.	Yes	Admin Password Change
No, and the Send Forgot Password email option is selected.	No	Forget Password	There is no action of changing a password.
No, and the Define a temporary password option is selected.	No	None

User changes their own password

Is confidential password required?	Is an email notification sent?	Which email is triggered when configured?
Yes	Yes	User Password Change
Yes	No	None
No	Yes	User Password Change
No	No	None

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